Description
Under the direction of the assigned manager, perform a variety of
specialized and responsible administrative assistance duties for a
District program or service.
DISTINGUISHING CHARACTERISTICS:
This is the entry
level to the Administration Assistant Series. Positions at this
level are distinguished from other classes within the
Administration Assistant Series by the level of responsibility
assigned and the complexity of duties assigned. Provides
administrative support to an assigned manager of a District program
or service. This class is distinguished from Administrative
Assistant II and III and support major, complex programs or
services with a broader scope and accountability. The
Administrative Assistant II and the Administrative Assistant III
are the primary administrative support to a Director/Dean or other
high-level administrator.
Responsibilities and Duties
ESSENTIAL FUNCTIONS:
- Perform a variety of administrative duties in support of an
assigned program or service.
Coordinate communication between the administrator and staff,
students, faculty, and the public; obtain and provide information;
coordinate activities and assist in resolving issues.
Answer the telephone to provide information to students,
faculty, staff, and the public; take and relay messages; explain
District programs, policies and procedures.
Direct and greet guests and visitors.
Receive and appropriately respond to sensitive or confidential
concerns and complaints presented by students, faculty, staff,
applicants, vendors, and the public,
Respond to requests for information from faculty, students,
staff, and the public regarding District programs, policies,
procedures, and regulations.
Schedule meetings, and appointments for assigned
administrators, faculty, and staff.
Process travel request forms.
Order, issue, and inventory department supplies, forms, and
equipment.
Process financial transactions; doing data entry to initiate
the requisitions and purchase orders; routing invoices to Fiscal as
necessary.
Compose, type, and proofread a variety of correspondence and
documents including, but not limited to, agendas, forms, reports,
letters, memoranda; record and take meeting notes.
Organize, develop, maintain, and monitor a variety of manual
and electronic records, logs, files, and departmental reports.
Perform a variety of data entry tasks, entering information
into appropriate computer programs.
Process staff timecards; calculate and verify hours
worked.
Receive requests and process work orders and repair services;
enter work orders and monitor the status of work orders.
Pick up, sort, and distribute incoming and outgoing mail.
Process routine forms.
Verify the work of assigned student employees for accuracy,
proper work methods, techniques, and compliance with applicable
standards and specifications.
Obtain, compile, and record data.
Perform related duties and responsibilities as assigned.
Qualifications
Knowledge of:
- Office procedures, and methods.
- Standard office machines and equipment including computers,
scanners, copiers, and fax machines.
- MS Office software applications.
- District procedures, policies and operations of assigned
program.
- Methods and techniques of word processing.
- Methods and techniques of telephone etiquette.
- Principles of business letter writing and basic report
preparation.
- Principles and procedures of manual and electronic filing and
record keeping.
- Proper language usage, spelling, grammar, and punctuation.
Ability to:
- Perform word processing and clerical support duties.
- Lead, organize, and review the work of student staff.
- Accurate keyboard at a satisfactory rate.
- Prepare a variety of documents and reports.
- Maintain accurate records, files, and logs.
- Respond to requests and inquiries from students, faculty,
staff, and the public.
- Operate office equipment including computers, scanners, copiers
and fax machines.
- Work independently in the absence of supervision.
- Understand and follow oral and written instructions.
- Communicate clearly and concisely, both orally and in
writing.
- Establish and maintain cooperative and effective working
relationships with all employees and others encountered in the
course of work.
- Demonstrate sensitivity to and understanding of the diverse
academic, socioeconomic, cultural, disability, gender identity,
sexual orientation, linguistic, and ethnic backgrounds and
disabilities of community college students and staff as
demonstrated by skills and abilities in cultural responsiveness and
cultural humility.
EDUCATION AND EXPERIENCE:
Any combination of
experience and training that would provide the required knowledge
and abilities is qualifying. A typical way to obtain the required
knowledge and abilities would be:
Education:
High school diploma or equivalent.
Experience:
Two years’ experience of increasingly
responsible clerical support.
