Administrative Assistant

Administrative Assistant IIPerforms the full range of administrative and secretarial, duties of a complex nature in support of assigned administrative, academic, or student services departments.The Administrative Assistant II classification is distinguished from the Administrative Assistant I classification in that the Administrative Assistant II performs the full range of administrative support and complex secretarial duties independently including travel approvals and reimbursement, hiring paperwork approvals for hourly and temporary employees, acts as a liaison for board items, makes recommendations and applies budget transfers.Receives general direction from appropriate supervisor; checks with supervisor regarding non-routine assignments. May provide technical and functional direction to assigned student workers.The following duties are typical for this classification.Assists assigned administrator in meeting reporting requirements, functional responsibilities, and research objectives; organizes functions and activities promoted by the program area.Reviews, updates, and informs the supervisor and others of essential timelines; discusses and reviews calendar of events on a regular basis with assigned administrator to ensures timely coordination of office activities and status of assigned projects; develops schedules related to department activities and services.Develops and maintains assigned calendars, schedules, and appointments; coordinates and arranges meetings.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.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.Answers phones and responds to questions and requests for information; communicates information in person, via email, or by telephone where knowledge, and interpretation of policies and procedures are necessary.Serves as liaison for 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.Oversees the preparation of Board agenda items and supporting documents; ensures Board agenda items are forwarded within District timelines and legal requirements and guidelines; notifies administrator of Board requests for information or action.Assists supervisor 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.Recommends expenditures for equipment, materials, and supplies and assures their timely ordering, receipt, and storage; schedules maintenance and repairs as needed posts, monitors, and tracks invoices and other expenditures; processes conference and other reimbursements.Provides support for supervisor in meetings and committees as assigned; attends meetings and takes notes or records proceedings; prepares and distributes agendas, background materials, and minutes as appropriate.Prepares oral and written preliminary responses for assigned supervisor's approval; facilitates communications between assigned supervisor, administrators, students, faculty, staff, other offices, educational institutions, public agencies, and the public.Formats, types, proofreads, updates, edits, duplicates, and distributes correspondence, notices, lists, schedules, forms, memoranda, and other materials according to established procedures, policies, and standards.Processes information related to staff hiring and payroll processes for assigned area; prepares and/or completes forms, monitors signature process, and tracks approvals for hiring personnel.Establishes and maintains a variety of complex, interrelated filing systems including student confidential files; establishes and maintains files for information, records, and reports including those related to budget and cost records; maintains manuals and updated resource materials.Receives mail and identifies and refers matters to the administrator in order of priority.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.Core Competencies:Analyzing and Interpreting DataApply sorting, coding and categorizing rulesAnalyze dataRead reportsDraw meaning and conclusions from quantitative and/or qualitative dataCustomer FocusAttending to the needs and expectations of customerSeeks information about the immediate and longer term needs of the customerAnticipates what the customer may want or expect in a product or serviceWorks across organizational boundaries to meet customer needsReading ComprehensionUnderstanding and using written informationKnows the meaning of printed words; comprehend the literal meaning of textMake interpretations, applications, deductions, inferences, extrapolations from written informationProfessional and Technical ExpertiseApplying technical subject matter to the jobKnows the rudimentary concepts of performing the essential technical operationsCritical ThinkingAnalytically and logically evaluates information to resolve problemsFollow guide, SOP or other step by step procedures for locating the source of a problem and fixing itMay detect ambiguous, incomplete, or conflicting information or instructionsAttention to DetailFocusing on the details of work contentShows care and thoroughness in adhering to process and procedures that assure qualityApplies knowledge and skill in recognizing and evaluating details of workApplies skilled final touches on productsUsing TechnologyWorking with electronic hardware and software applicationsUsing basic features and functions of software and hardwareExperiments and finds novel uses for standard features and functionsAdds, improves, modifies, or develops features and functionalityTeam Work/Involving OthersCollaborating with others to achieve shared goalsEngages others for suggestions and ideasWritingCommunicating effectively in writingUsing correct writing mechanics including spelling, vocabulary, grammar, syntax, punctuation, capitalization, sentence structureLogically orders and structures ideas and progression of thoughtAdaptabilityResponding positively to change and modifying behavior as the situation requiresAccept and adjust to changes and the unfamiliarInnovationImagining and devising new and better ways of doing thingsFix what is broken; find solutions and fixes with resources at handFinds new approaches to performing familiar tasksCreate and invent new ideas; envision the unexpected, unexplored, untriedListeningComprehend and verbal instructions and orally presented informationRecalls or retrieves key points in a conversationListen actively by rephrasing others' input cogently and accuratelyValuing DiversityShows acceptance of individual differencesWelcomes input and inclusion of others who may be different from oneselfShows understanding and empathy for the challenges of groups seeking inclusion or dealing with perceived discriminationQualificationsEducation/Training: Equivalent to