Administrative Assistant I - Short Term/Substitute Ongoing Pool

Administrative Assistant

Under the direction of the assigned manager, perform a variety of specialized and responsible administrative assistance duties for a District program or service. This is the entry level to the Administration Assistant Series. Positions at this level are distinguished from other classes within the Administration Assistant Series by the level of responsibility assigned and the complexity of duties assigned. Provides administrative support to an assigned manager of a District program or service. This class is distinguished from Administrative Assistant II and III and support major, complex programs or services with a broader scope and accountability. The Administrative Assistant II and the Administrative Assistant III are the primary administrative support to a Director/Dean or other high-level administrator.

Responsibilities and Duties

Essential Functions:

• Perform a variety of administrative duties in support of an assigned program or service.
• Coordinate communication between the administrator and staff, students, faculty, and the public; obtain and provide information; coordinate activities and assist in resolving issues.
• Answer the telephone to provide information to students, faculty, staff, and the public; take and relay messages; explain District programs, policies and procedures.
• Direct and greet guests and visitors.
• Receive and appropriately respond to sensitive or confidential concerns and complaints presented by students, faculty, staff, applicants, vendors, and the public.
• Respond to requests for information from faculty, students, staff, and the public regarding District programs, policies, procedures, and regulations.
• Schedule meetings, and appointments for assigned administrators, faculty, and staff.
• Process travel request forms.
• Order, issue, and inventory department supplies, forms, and equipment.
• Process financial transactions; doing data entry to initiate the requisitions and purchase orders; routing invoices to Fiscal as necessary.
• Compose, type, and proofread a variety of correspondence and documents including, but not limited to, agendas, forms, reports, letters, memoranda; record and take meeting notes.
• Organize, develop, maintain, and monitor a variety of manual and electronic records, logs, files, and departmental reports.
• Perform a variety of data entry tasks, entering information into appropriate computer programs.
• Process staff timecards; calculate and verify hours worked.
• Receive requests and process work orders and repair services; enter work orders and monitor the status of work orders.
• Pick up, sort, and distribute incoming and outgoing mail.
• Process routine forms.
• Verify the work of assigned student employees for accuracy, proper work methods, techniques, and compliance with applicable standards and specifications.
• Obtain, compile, and record data.
• Perform related duties and responsibilities as assigned.

Qualifications

Knowledge of:

• Office procedures, and methods.
• Standard office machines and equipment including computers, scanners, copiers, and fax machines.
• MS Office software applications.
• District procedures, policies and operations of assigned program.
• Methods and techniques of word processing.
• Methods and techniques of telephone etiquette.
• Principles of business letter writing and basic report preparation.
• Principles and procedures of manual and electronic filing and record keeping.
• Proper language usage, spelling, grammar, and punctuation.

Ability to:

• Perform word processing and clerical support duties.
• Lead, organize, and review the work of student staff.
• Accurate keyboard at a satisfactory rate.
• Prepare a variety of documents and reports.
• Maintain accurate records, files, and logs.
• Respond to requests and inquiries from students, faculty, staff, and the public.
• Operate office equipment including computers, scanners, copiers and fax machines.
• Work independently in the absence of supervision.
• Understand and follow oral and written instructions.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain cooperative and effective working relationships with all employees and others encountered in the course of work.
• Demonstrate sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, linguistic, and ethnic backgrounds and disabilities of community college students and staff as demonstrated by skills and abilities in cultural responsiveness and cultural humility.

Education and Experience: Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be: Education: High school diploma or equivalent. Experience: Two years' experience of increasingly responsible clerical support.

Benefits

San Joaquin Delta College offers its employees a comprehensive fringe benefit package that includes health insurance, dental insurance, vision care, life insurance, and long-term disability. This coverage is offered for the employee and their dependents. Please note:

• Full-Time Employees - Participation in medical, dental and, vision is MANDATORY and employees may not opt out even if covered by other insurance.
• Part-Time Employees - Employees are eligible to participate in medical, dental, and vision but must meet eligibility criteria and are responsible for 100% of the cost.

Benefits details can be found at: Employee Benefits Package Retirement information can be found at: San Joaquin Delta College - Retirement Generous holiday and vacation schedules and sick time hours are provided. All Athletic home events (excluding playoffs) are free to the public.