Job Description

Administrative Assistant ll - Student Access Services

Salary
$39,018.00 - $46,589.00 Annually

Location
800 College Ave, Weed

Job Type
Full-Time

Job Number
202405

Department
Student Services

Opening Date
07/20/2023

Description

ADMINISTRATIVE ASSISTANT ll, STUDENT ACCESS SERVICVES
FIRST REVIEW AUGUST 10, 2023
$39,108 - $46,589 ANNUALLY
$3,251 - $3,882 MONTHLY
12 MONTHS/40 HOURS PER WEEK
PRIMARY LOCATION: WEED CAMPUS

Under the direction of an assigned supervisor, perform varied and responsible secretarial and administrative assistant duties in support of an instructional division having multiple departments or a single function of similar scope of service and to relieve the administrator of administrative and clerical detail; plan, coordinate and organize office activities and coordinate flow of communications and information for the administrator; prepare and maintain a variety of manual and automated records and reports related to assigned activities.

Key Duties & Responsibilities

ESSENTIAL DUTIES:

• Perform varied and responsible secretarial and administrative assistant duties in support of an instructional division having multiple departments or a single function of similar scope and to relieve the administrator of administrative and clerical detail.
• Plan, coordinate and organize office activities and coordinate flow of communications and information; assure smooth and efficient office operations.
• Serve as primary secretary to the assigned administrator; perform public relations and communication services for the administrator; receive, screen and route telephone calls; take, retrieve and relay messages as needed; schedule and arrange appointments, conferences and other events.
• Receive visitors, including administrators, staff, parents and the public; provide information or direct to appropriate personnel; exercise independent judgment in resolving a variety of issues; refer difficult issues to the administrator as needed; provide technical information and assistance related to program or organizational operations and related laws, rules, regulations, policies and procedures.
• Compile information and prepare and maintain a variety of records, logs and reports related to programs, students, financial activity, budgets, attendance, staff, projects and assigned duties; establish and maintain filing systems; revise, verify, proofread and edit a variety of documents.
• Input a variety of data into an assigned computer system; establish and maintain automated records and files; initiate queries, develop spreadsheets, manipulate data and generate various computerized lists and reports as requested; assure accuracy of input and output data.
• Compose, independently or from oral instructions, note or rough draft, a variety of materials such as inter-office communications, forms, letters, memoranda, bulletins, agenda items, labels, fliers, requisitions, handbooks, newsletters, brochures, certificates, contracts and other materials; format materials to meet program and office needs.
• Research, compile and verify a variety of data and information; compute statistical information for various reports as necessary; process a variety of forms and applications related to assigned functions; duplicate and distribute materials as needed.
• Coordinate, schedule and attend a variety of meetings, workshops and special events; prepare and send out notices of meetings; compile and prepare agenda items and other required information for meetings, workshops and other events; set up equipment and supplies for meetings and other events as needed; take, transcribe and distribute minutes as directed; assist in the preparation of meeting materials and reports.
• Monitor funds for income and expenditures; assist in assuring expenditures to do not exceed established budget limitations as assigned; calculate, prepare and revise accounting and budgetary data; balance and reconcile assigned accounts and budgets as required.
• Assist in the budget development process by gathering and compiling required information; maintain budget records and files; prepare and input accounting forms such as purchase orders, payment vouchers; monitor budget and staffing requests.
• Prepare and review routine personnel and payroll requisitions and claims for reimbursements.
• Perform special projects and prepare various forms and reports on behalf of the assigned administrator; attend to administrative details on special matters as assigned.
• Assist in the preparation and maintenance of course schedules, College catalogs, course descriptions, and curriculum forms related to department.
• Advise prospective students of application process; review applications and verify academic eligibility; conduct campus tours for prospective students.
• Monitor and update department or program website information, as directed.
• Communicate with personnel and various outside agencies to exchange information and resolve issues or concerns.
• Operate a variety of office equipment including a calculator, copier, fax machine, computer and assigned software; drive a vehicle to conduct work.
• Receive, sort and distribute mail; prepare and distribute informational packets and bulk mailings as directed.
• Maintain appointment and activity schedules and calendars; coordinate travel arrangements and hotel reservations as necessary; reserve facilities and equipment for meetings and other events as needed.
• Monitor inventory levels of office and designated supplies; order, receive and maintain appropriate levels of inventory as required; prepare, process and code purchase orders and invoices as assigned; arrange for billings and payments as directed.
• Train, direct, schedule, and supervise student assistants; provide work direction and train staff as assigned.
• Collect various monies and fees for assigned office or programs as required; prepare deposits as directed.
• Attend a variety of meetings and coordinate events related to position as assigned; serve on committees that involve staff from multiple departments; record proceedings, maintain committee records.

OTHER DUTIES:

• Perform related duties as assigned.

Minimum Qualifications

EDUCATION AND EXPERIENCE:

Any combination equivalent to: graduation from high school supplemented by college-level course work in secretarial science or related field and three years increasingly responsible secretarial or administrative assistant experience involving frequent public contact.

Other Details

KNOWLEDGE OF:

• Department or program organization, operations, policies and objectives.
• General functions, policies, rules and regulations of a community college.
• Office management techniques and procedures.
• Policies and objectives of assigned programs and activities.
• Terminology, practices and procedures of assigned office.
• Record-keeping and filing techniques.
• Business letter and report writing, editing and proofreading.
• Telephone techniques and etiquette.
• Methods, procedures and terminology used in clerical accounting work.
• Modern office practices, procedures and equipment.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Data control procedures and data entry operations.
• Interpersonal skills using tact, patience and courtesy.
• Operation of a computer and assigned software.
• Oral and written communication skills.
• Methods of collecting and organizing data and information.
• Mathematic calculations.
• Public relations techniques.

ABILITY TO:

• Perform varied and responsible secretarial and administrative assistant duties to relieve the administrator of administrative and clerical detail.
• Plan, coordinate and organize office activities and coordinate flow of communications and information for the administrator.
• Assure smooth and efficient office operations.
• Learn organizational operations, policies and objectives.
• Learn, interpret, apply and explain laws, codes, rules, regulations, policies and procedures.
• Compose correspondence and written materials independently or from oral instructions.
• Perform a variety of clerical accounting duties in support of assigned department or program.
• Type or input data at an acceptable rate of speed.
• Answer telephones and greet the public courteously.
• Complete work with many interruptions.
• Compile and verify data and prepare reports.
• Maintain a variety of records, logs and files.
• Utilize a computer to input data, maintain automated records and generate computerized reports.
• Establish and maintain cooperative and effective working relationships with others.
• Meet schedules and time lines.
• Work independently with little direction.
• Communicate effectively both orally and in writing.
• Add, subtract, multiply and divide with speed and accuracy.

 

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