Substitute Administrative Assistant III

Administrative Assistant III

This posting is to create a pool of qualified applicants for the current and/or upcoming academic year. While the department may not be actively recruiting at this time, applicants who meet all minimum qualifications and have submitted complete application materials will be contacted if a substitute position becomes available.

Performs a variety of highly responsible, complex, and sensitive administrative and secretarial duties in support of an assigned Division or District-wide program.

The Administrative Assistant III classification is distinguished from the Administrative Assistant II classification in that it supports an administrator with a broad level of responsibility with substantial District-wide impact. The duties involve a wide variety of diverse, complex, sensitive and confidential administrative and secretarial tasks, requiring tact and independent judgment. Incumbents are required to be self-directed and to relieve the administrator of routine administrative duties.

Receives limited direction from appropriate supervisor; refers only unusual decisions to supervisor. May provide technical and functional direction to assigned student workers.

The following duties are typical for this classification.

1. Participates and assists in the administration of a Division or District-wide program; serves frequently as a liaison between the administrator and the public, students, staff, and other campus officials.
2. Assists assigned administrator in meeting reporting requirements, functional responsibilities, and research objectives; assists in organizing programs, functions, and activities promoted by the District, College, or Division area.
3. Plans and organizes office support functions; oversees, evaluates, and coordinates the flow of office work and ensures that work is performed in a timely and accurate manner; recommends improvements in workflow, procedures, and use of equipment and forms.
4. Reviews, updates, and informs the assigned administrator and others of essential timelines; discusses and reviews calendar of events on a regular basis with the administrator to assure timely coordination of office activities and status of assigned projects.
5. Assists the administrator in developing procedures to expedite transmittal of information or facilitate implementation of policies and programs; develops standardized templates for division reports and publications; establishes new and revised office procedures as appropriate.
6. Develops and maintains assigned calendars, schedules, and appointments; initiates and establishes meetings; collaborates with other divisions and departments on activities and services.
7. Collects, researches, compiles, analyzes, verifies, summarizes, records, and evaluates information; prepares and distributes narrative, statistical, and financial data, and provides recommendations; completes reports; verifies and reviews forms and reports for completeness and conformance with established regulations and procedures.
8. Oversees projects independently as assigned; ensures that work is performed in a timely and accurate manner; uses independent judgment to develop and provide recommendations, suggestions, or information as appropriate.
9. Responds to sensitive questions, complaints, and requests for information; communicates information in person, via email, or by telephone where independent judgment, knowledge, and interpretation of policies and procedures are necessary.
10. Serves as liaison for the assigned administrator, by relaying messages, answering questions, clarifying information, responding to requests, resolving problems, explaining District, College, Department, or program area policies and procedures, or referring callers to the administrator or others as necessary.
11. Oversees the preparation of Board agenda items and supporting ensures Board agenda items are forwarded within District timelines and legal requirements and guidelines; makes necessary notifications regarding board action as necessary; researches and resolves discrepancies as necessary.
12. Collaborates with the administrator in the preparation and administration of program budget(s), cost estimates for budget recommendations, justifications for budget items, and allocation of funds; processes, monitors, and tracks expenditures; provides budget reports, resolves budget issues and problems; interacts with others regarding deposits; processes budget/expense transfers and recommends budget revisions; assists with travel approvals and reimbursements for department staff.
13. Recommends expenditures for equipment, materials, and supplies; initiates contact with vendors for various products and services and assures their timely ordering, receipt, and storage; schedules maintenance and repairs as needed; posts, monitors, and tracks invoices and other expenditures.
14. Provides support to assigned administrator for standing and ad hoc committees and other groups as assigned; attends meetings and takes notes or records proceedings; prepares and distributes agendas, background materials, and minutes as appropriate.
15. Prepares and maintains a variety of sensitive and confidential materials, transcriptions correspondence, memoranda, reports, proposals, and other materials.
16. Establishes and maintains a variety of complex, interrelated filing systems including confidential files; establishes and maintains files for information, records, and reports including those related to budget and cost records; assists in creating manuals and resource materials.
17. Processes information related to faculty and staff hiring and payroll processes for assigned area; prepares and/or completes forms, monitors signature process, and tracks approvals for hiring personnel.
18. Receives and distributes mail and identifies and refers matters to the administrator in order of priority.
19. Performs other duties related to the primary job duties.

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Analyzing and Interpreting Data

Apply sorting, coding and categorizing rules

Analyze data

Read reports

Draw meaning and conclusions from quantitative and/or qualitative data

Customer Focus

Attending to the needs and expectations of customer

Seeks information about the immediate and longer term needs of the customer

Anticipates what the customer may want or expect in a product or service

Works across organizational boundaries to meet customer needs **

Reading Comprehension

Understanding and using written information

Knows the meaning of printed words; comprehend the literal meaning of text

Make interpretations, applications, deductions, inferences, extrapolations from written information **

Professional and Technical Expertise

Applying technical subject matter to the job **

Knows the rudimentary concepts of performing the essential technical operations

Critical Thinking

Analytically and logically evaluates information to resolve problems

Follow guide, SOP or other step by step procedures for locating the source of a problem and fixing it

May detect ambiguous, incomplete, or conflicting information or instructions**

Attention to Detail

Focusing on the details of work content

Shows care and thoroughness in adhering to process and procedures that assure quality

Applies knowledge and skill in recognizing and evaluating details of work**

Applies skilled final touches on products

Using Technology

Working with electronic hardware and software applications

Using basic features and functions of software and hardware

Experiments and finds novel uses for standard features and functions **

Adds, improves, modifies, or develops features and functionality**

Team Work/Involving Others

Collaborating with others to achieve shared goals

Engages others for suggestions and ideas

Writing

Communicating effectively in writing

Using correct writing mechanics including spelling, vocabulary, grammar, syntax, punctuation, capitalization, sentence structure

Logically orders and structures ideas and progression of thought

Adaptability

Responding positively to change and modifying behavior as the situation requires**

Accept and adjust to changes and the unfamiliar

Innovation

Imagining and devising new and better ways of doing things**

Fix what is broken; find solutions and fixes with resources at hand

Finds new approaches to performing familiar tasks

Create and invent new ideas; envision the unexpected, unexplored, untried**

Listening

Comprehend and verbal instructions and orally presented information

Recalls or retrieves key points in a conversation

Listen actively by rephrasing others' input cogently and accurately**

Valuing Diversity

Shows acceptance of individual differences

Welcomes input and inclusion of others who may be different from oneself

Shows understanding and empathy for the challenges of groups seeking inclusion or dealing with perceived discrimination

**Lead, Advanced or Senior Level Positions

Education/Training: Equivalent to the completion of high school and thirty