Administrative Support Assistant

Position Type:
Clerical

Date Posted:
5/22/2026

Location:
Instructional Services

Closing Date:
UNTIL FILLED
Summary:
Performs specialized secretarial and administrative support duties, including (but not limited to) transcribing of specialized or technical notes, composing of original documents, administration of office routines and systems, processing of financial transactions, and reception. Assists with administrative projects and programs that impact and/or involve other organization units and locations.

Essential Duties & Responsibilities:

• Performs technical and administrative support involving in-depth knowledge of the technical functions, processes, and procedures of the organization unit to which assigned, with a working knowledge of functions and procedures of other units.
• Responds to inquiries and conveys information about programs and services provided by the organizational unit and District. Interprets and conveys policies and procedures, referring difficult or sensitive matters to the appropriate manager or administrator.
• Coordinates and monitors administrative aspects of projects and recurring reporting requirements. Conducts research and extracts information from a variety of sources to support projects and special assignments.
• Prepares technical documents such as agreements and contracts for services used by and/or provided by the department. Processes documents for editing and approval and distributes executed contracts.
• Sets up assignments to conform to business and academic calendars and cycles, then sequences work/project steps to conform to expected deadlines and/or time lines.
• Provides administrative support to conferences, training and inter-district meetings. Identifies participants, secures dates and locales, prepares and distributes communications, organizes materials and hospitality, and arranges presentation aids.
• Provides administrative support to committees and other special processes. Prepares forms, revisions, and final documents to support proceedings.
• Assists with preparation of budget proposals, maintaining communications with work sections on information needs. Maintains approved budgets, transaction records, including those for capital outlay, special projects, and grant-funded activities.
• Monitors expenditures and processes documentation for budget allocation changes and reassignments of funds to and from various accounts, coordinating with accounting staff to assure compliance with funding source and accounting controls.
• Takes notes and prepares minutes from recollections or taped dialogue. Types (keyboards) from rough drafts or instructions a variety of materials such as letters, memoranda, reports and statistical data. Composes original correspondence and forms on routine department matters.
• Receives telephone calls and visitors, screening callers, handling routine matters, providing information, or routing calls to administrators as necessary.
• Schedules appointments and arranges meetings. Prepares schedules and informs participants, confirming dates and times. May initiate travel and conference reservations.
• Maintains records and assists in the preparation of departmental/divisional reports by gathering and summarizing information from a variety of sources.
• Prepares routine documents such as and not limited to requisitions and purchase orders. Orders merchandise and services from pre-approved purchase orders and within authorized spending limits.
• Attends meetings and trainings required by the district.
• Performs other related duties as assigned that support the overall objective of the position.

Qualifications:

• Knowledge and Skills:
  • Requires working knowledge of modern office practices, procedures and equipment, including filing systems, receptionist and telephone techniques, and letter and report writing. Requires working knowledge of District and department operations, policies, procedures, and calendars. Requires working knowledge of Education Codes applicable to the area of assignment. Requires a working knowledge of, and skill at using personal computer based software programs that support this level of work, including but not limited to word processing, spreadsheet, basic presentation graphics, special applications used by the organization unit, and data entry onto custom databases. Requires sufficient math skills to perform financial and statistical record keeping. Requires sufficient knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence. Requires sufficient human relations skill to work productively and cooperatively with diverse teams, exercise patience when dealing with internal and external customers, and convey technical concepts.
• Abilities:
  • Requires the ability to independently perform all of the duties of the position. Requires the ability to accurately take and transcribe notes and/or meeting minutes/recollections. Must be able to learn, interpret, explain and apply knowledge of District and organization unit services, operations, programs, functions, special terminology used in the organization unit, and labor agreements to relieve others of a variety of administrative details. Requires the ability to prepare spreadsheets, graphs and charts, and enter, import, and export data to and from databases. Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines. Requires the ability to communicate with administrators, students, staff, and the community using patience and courtesy, and in a manner that reflects positively on the organization unit.

Education and Experience:

• High School diploma or GED.
• Post-secondary coursework in secretarial science or related business profession and 5 years of experience.
• Additional higher education may substitute for some experience.

Licenses and Certificates:

• May require a valid driver's license.
• Typing Certificate 40 NWPM (must be dated within 1 year, online certificates not valid)
• Successful completion of District Clerical Screening Test

Application Document Requirements:

• Resume
• High School diploma or GED.
• Typing Certificate 40 NWPM (must be dated within 1 year, online certificates not valid)
• District Clerical Screening Test

The district offers the Clerical Screening and Typing test. Please visit the Human Resources Testing Page to review testing information and to register for testing if you need to meet this requirement

Salary and Terms of Service:
Salary range (33) $23.70 - $29.16 per hour, eight (8) steps, eight (8) hours per day and five (5) days per week (M-F), 12 months per year. Holidays, sick leave and vacation benefits. Prepaid family dental, medical, and vision insurance, prepaid life insurance plan for employee only.

Required Application Procedure:
Apply Online. An online application and all documents supporting the application requirements noted above must accompany your application by the closing date in order to receive consideration for this position. It shall be the applicant's responsibility to supply copies of all documentation, letters of recommendation etc. or other related materials.

Selection Procedure:
A screening committee will evaluate each application, personal resume, and other letters of reference. Interviews will be scheduled for qualified applicants. If after interviews suitable applicants are not found, the search will continue. As required by California State Law, should you be employed by the District, your fingerprints will be taken and submitted to the Justice Department and the FBI for a background check. Processing fee will be at applicant's expense.