Administrative Assistant

SUMMARY DESCRIPTION

Under direction from an appropriate level manager or administrator of record of a single-function program of moderate size, staff, budget, and complexity or the Dean of a large instructional, business, or student services program, performs general administrative, secretarial, and clerical assistance duties in support of assigned program and administrative, academic, and classified staff, students, and the public; OR may serve as secondary administrative support for a larger business, instructional, or student services division such as an instructional division office.

May receive technical training and work direction from an academic bargaining unit program supervisor, an executive assistant, or a higher-level administrative assistant.

DISTINGUISHING CHARACTERISTICS

This classification is distinguished from other levels of the Administrative Assistant series in that the Administrative Assistant is the intermediate-level classification of the series. Incumbents are assigned to perform a wide range of administrative support, secretarial, and clerical duties independently for a single-function program area or to provide secondary support to a large/complex business, instructional, or student services program. Incumbents at this level typically receive instruction or assistance only as new or unusual situations arise and are knowledgeable of the operating procedures and policies of the work unit upon completion of the probationary period.

REPRESENTATIVE DUTIES

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

Perform secretarial and administrative support duties for assigned administrator; relieve assigned administrator and other staff of a variety of clerical, technical, and administrative details.

Perform administrative support duties to assist the administrator in meeting reporting requirements, functional responsibilities, and research objectives; coordinate the office work of the administrator; develop schedules related to division/department activities and services; review, update, and inform the administrator and others of essential timelines; coordinate the flow of activities through the office in relation to priorities and schedules; ensure the timely completion of work in accordance with established policies, procedures, and standards.

Utilize electronic technology to correspond with others and to maintain assigned calendars, schedules, and appointments; coordinate and arrange meetings; coordinate activities with other divisions and departments.

Facilitate communications between assigned supervisor, other administrators, students, academic and classified staff, other offices, educational institutions, public agencies, and the general public; interact and relay information, questions, and decisions regarding the administrator’s area of assignment; prepare preliminary responses to correspondence for the administrator’s approval.

Provide staff support to standing and ad hoc committees and other groups as assigned; attend meetings and take notes or record proceedings; prepare and distribute agendas, background materials, and minutes as appropriate.

Assist supervisor in budget administration; track budget activity and resolve budget issues and problems; process and prepare timesheets for signature; post, monitor, and track invoices and other expenditures; process budget/expense transfers; prepare purchase requisitions, check requests, independent contracts, and claims for reimbursement of special funds related to assignment.

Order office supplies and materials as directed; ensure their timely receipt and storage; ensure proper functioning of office equipment.

Answer telephones and respond to routine questions and requests for information from administrative, management, academic, and/or classified staff and the general public; communicate information in person or by telephone when judgment, knowledge, and interpretation of policies and procedures are required.

Train and provide work direction to assigned student workers, clerical assistants, and other staff as assigned.

Establish and maintain complex, interrelated filing systems, including confidential files; collect, compile, and record narrative information, statistical and financial data, and other information; research and verify information as requested.

Type, format, proofread, duplicate, and distribute a wide variety of correspondence, reports, notices, schedules, lists, forms, and other materials according to established procedures, policies, and standards; type from rough drafts, verbal instructions, or recorded dictation; compose correspondence related to area of assignment.

Receive mail and identify and refer matters to the administrator in order of priority.

Utilize various computer applications and software packages; maintain and generate reports from a database or network system.

Operate office equipment, including computers, calculators, copiers, scanners, and other standard office equipment.

When assigned to an instructional division: may assist in the development of the schedule of classes; may participate in the process for the development of new courses/curriculum and/or program offerings and assist in keeping programs up-to-date; may assist in coordinating the use of facilities assigned to the division; may assist with the process of auditing and facilitating the submission of grades and attendance records in accordance with guidelines and time schedules to meet established deadlines.

Perform related duties as required.

QUALIFICATIONS

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.

Knowledge of:

Office procedures, methods, and equipment, including computers and applicable software applications such as word processing, spreadsheets, and databases.

Principles, practices, and procedures of business letter writing.

Principles and practices used to establish and maintain files and information retrieval systems.

Principles, practices, and procedures of fiscal, statistical, and administrative recordkeeping.

Principles and techniques used in public relations, including proper receptionist and telephone etiquette.

Basic mathematical concepts.

Basic research methods and techniques.

Work organization and basic office management principles and practices.

English usage, grammar, spelling, punctuation, and vocabulary.

Ability to:

Learn and understand the organization and operation of the assigned division and/or department as necessary to assume assigned responsibilities.

Learn, understand, interpret, and apply administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances.

Perform a range of administrative, secretarial, and clerical duties involving the use of independent judgment and personal initiative.

Compile information and write reports, business correspondence, and procedure manuals using correct English usage, grammar, spelling, punctuation, and vocabulary.

Respond to requests and inquiries from students, staff, or the public; effectively present information in person or by telephone.

Use sound judgment in recognizing the scope of authority.

Exercise good judgment and discretion in analyzing and resolving confidential, difficult, and sensitive situations.

Type or enter data at a speed necessary for successful job performance.

Take and transcribe dictation, if required by the position, at a speed necessary for successful job performance.

Research, compile, analyze, and interpret data.

Prepare a variety of clear and concise administrative and financial records.

Implement and maintain filing systems.

Independently compose and prepare routine correspondence and memoranda.

Train and provide work direction to others.

Establish, review, and revise office work priorities.

Plan and organize work to meet schedules and changing deadlines.

Operate office equipment, including computers, and utilize word processing, spreadsheet, and database applications.

Adapt to changing technologies and learn the functionality of new equipment and systems.

Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.

Work effectively with minimal supervision.

Work with, exhibit sensitivity to, and demonstrate an understanding of individuals from diverse racial, ethnic, cultural, socioeconomic, academic, disability, and other backgrounds.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain effective working relationships with those contacted in the course of work.

Report to work on a regular and consistent basis, as scheduled, to assigned job.

EDUCATION AND EXPERIENCE GUIDELINES

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:

Equivalent to the completion of the twelfth grade supplemented by college-level coursework or specialized training in business administration, secretarial science, or a related field.

Experience:

Two years of increasingly responsible secretarial and clerical experience, preferably in an administrative office of a public agency or in an educational environment.

License or Certificate:

A valid California driver’s license and proof of insurability may be required for some positions to drive a District or personal vehicle to attend meetings or pick up/deliver documents or other materials.