Administrative Support Assistant

Administrative Support SpecialistPerforms specialized secretarial and administrative support duties, including 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.Provides administrative support to conferences, training and inter-district meetings.Provides administrative support to committees and other special processes.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 requisitions and purchase orders.Attends meetings and trainings required by the district.Performs other related duties as assigned that support the overall objective of the position.Qualifications: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.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)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.