Job Description

Job Number: CLA00566P

Position Title: Administrative Assistant I - District Pool

Position Type: Classified Substitute pool

Number of Months Assignment: Not To Exceed 60 Days

Starting Date: As Needed

Current Work Schedule: Varies

Salary Range: Range 26

Salary: $29.39/hourly

FLSA: Non-Exempt

Location: Other

Department: Human Resources (Dept)

Open Date: 09/16/2025

Closing Date: 03/16/2026

Basic Function

Under the direction of an administrator or manager, performs a variety of routine administrative responsibilities including but not limited to extraction and gathering of data to process information on behalf of an office, department, or assigned program(s).

Representative Duties

• Assists in the day-to-day activities and workflow of an office, department, or assigned program; performs administrative responsibilities in support of the area of assignment.
• Plans, schedules, and performs a wide variety of routine administrative responsibilities in support of an assigned office, department, and/or program; schedules a variety of appointments, meetings, or scheduled events; may apply various codes related to type of appointment.
• Serves as the first point of contact; answers inquiries and provides information utilizing various modalities including but not limited to in-person, phone, email, chat, and video conferencing to respond to requests regarding programs, college procedures, and activities related to the area of assignment.
• Receives and responds to a variety of requests for information of specialized or confidential nature from District officials, faculty, students, and external institutions, agencies, or organizations; utilized discretion and judgement in the explanation of District rules, regulations, policies, and procedures.
• Updates, maintains, and prepares standard forms and documents from notes, rough drafts, written, or verbal instructions.
• Updates, maintains, and sorts various department or program materials such as lists, logs and office, department, and/or program files, filing systems, records, and reference materials; assembles and files data in specialized files and records; maintains confidentiality of records and information.
• Reviews and edits documents, records, forms, and other materials for accuracy, completeness, and compliance in accordance with established procedures and standards.
• Operates a variety of office machines including but not limited to computers, computer software applications, programs, and databases, peripheral hardware and equipment.
• Extracts, gathers, and compiles information and simple statistical data from various sources; updates and maintains standard reports as directed.
• Assists with coordinating, planning, and scheduling of special events related to the area of assignment, including but not limited to vendor, contractor, and/or performer contact, informational collateral, facility rental, and event support as needed; update, maintain, and distribute event materials through digital and/or online webpages or platforms.
• Performs a variety of clerical and administrative responsibilities in support of the departments day-to-day activities and/or operations utilizing a variety of communication modalities including but not limited to answers and responds to phone calls, emails, text messages, and chat platforms; opens, screens, and distributes mail and correspondence; photocopies documents and requests duplication services; ensures maintenance and repairs of assigned work areas, facilities, or equipment; enters various requests for services from IT, Facilities, and Maintenance; contacts vendors for equipment service, when needed; follows-up with vendors to ensure satisfactory completion of requests; may perform simple repairs or maintenance to standard office equipment.
• Performs a variety of accounting functions including but not limited to creating and submitting purchase orders (POs), requisitions, timekeeping reports, and requests for reimbursement.
• May schedule student appointments and assist students with completion and submission of program and/or office forms depending on the area of assignment.
• May provide work direction to student assistants, student workers, and short-term, temporary staff.
• May serve and participate in a variety of college, department, and/or District trainings, meetings, and/or committees, as requested.
• Performs related duties that support the overall objective of the position.

Knowledge and Abilities

Knowledge of:

• District and college policies, procedures, rules, and regulations related to the area of assignment.
• California Education Code and Title V as it relates to the area of assignment.
• Federal Educational Rights and Privacy Act (FERPA).
• Federal, state, and local laws, codes, rules, and regulations related to the area of responsibility.
• Campus departments, programs, resources, and services available to students and staff.
• Best practices and procedures on use of various office equipment.
• Correct English usage, grammar, spelling, punctuation, and vocabulary.
• Effective communication techniques and interpersonal skills using tact, patience, and courtesy.
• Organizations and resources available from the surrounding, diverse communities.
• Computer software programs, applications, databases, and Enterprise Resource Planning (ERP) systems; computer hardware and peripheral equipment related to the area of the assignment.
• Operation of a variety of office machines including personal computers, hardware, and peripherals.
• Record-keeping, filing, file sharing, and filing system methods and techniques.
• Modern office practices, procedures, methods, and techniques.
• Effective communication skills both verbally and in writing.
• Type at an acceptable rate of speed based on the requirements of the position.
• Proper telephone etiquette.
• Correct English usage, grammar, spelling, punctuation, and vocabulary.
• Interpersonal skills using tact, patience, and courtesy.
• Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).

Ability to:

• Perform the essential responsibilities of the position.
• Learn, interpret, apply, and explain rules, regulations, policies, and procedures.
• Exercise judgement in completing assignments with minimal supervision or direction.
• Perform a variety of office machines, including personal computer, peripheral hardware, and equipment.
• Plan, schedule, and perform a variety of administrative support of an assigned program, department, or office.
• Plan, organize, and prioritize workload to meet schedules and timelines.
• Demonstrate sound judgement in the application and interpretation of existing methods and procedures.
• Anticipate and identify issues or concerns; make recommendations to increase efficiencies and effectiveness of an office, department, and/or program.
• Exercise tact and diplomacy in dealing with sensitive and complex issues and situations.
• Understand and follow oral and written directions.
• Update and maintain records, files, file sharing, and filing systems.
• Research and evaluate social media posts; track performance and outreach.
• Proofread and edit documents, input data ensuring the accuracy of names and numbers.
• Understand and follow verbal and written directions.
• Effectively communicate both verbally and in writing.
• Adapt to an office environment and circumstances with ever-changing demands and priorities.
• Utilize computer software programs, applications, and databases; computer hardware and peripheral equipment related to the area of assignment.
• Communicate with students, staff, and the public in person and via a variety of communication modalities using various technology resources.
• Operate various office machines including personal computers, computer software programs and applications.
• Communicate with diverse students from a variety of backgrounds and experiences.
• Establish and maintain effective and cooperative working relationships with those encountered in the course of work.

Education and Experience

High school graduation or General Educational Development (GED); and two (2) years of experience providing clerical or administrative support; or any combination of education and experience which would provide the required qualifications for the position.

Desired Qualifications

Three (3) years of experience providing administrative support to an office or department; some college coursework in office management.

Working Conditions

PHYSICAL DEMANDS: While performing the duties of this job, employees are regularly required to sit or stand for extended periods of time; talk or hear, in person and by telephone; use hands repetitively to finger, handle, feel, operate personal computers and other standard office equipment; and reach with hands and arms. Specific vision abilities required by this job include close vision, ability to distinguish basic shades and colors and the ability to adjust focus. Employees are frequently required to walk and stand and occasionally lift up to 25 pounds.

MENTAL DEMANDS: While performing the duties of this class, incumbents are regularly required to use written and oral communication skills; read and interpret data; use math and mathematical reasoning; analyze and solve problems; learn and apply new information and skills; perform highly detailed work on multiple, concurrent tasks; and interact with District, students, vendors and others encountered in the course of work, some of whom are dissatisfied or abusive.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Employees work under typical office conditions, with constant interruptions, and the noise level may vary depending on activities of the office.

Application Procedure

Applications must be submitted by 11:59 p.m. PT on the closing date. Applicants must submit a complete online application that includes the Rio Hondo College online application (which includes supplemental questions), Résumé/Curriculum Vitae. PAPER APPLICATIONS AND APPLICATION MATERIALS SENT VIA MAIL, FAX, OR EMAIL WILL NO LONGER BE ACCEPTED. NOTE THAT ALL CORRESPONDENCE, INCLUDING INTERVIEW INVITATIONS, WILL BE SENT VIA EMAIL.