"Administrative Assistant II"

Job Number

CLA00582P

Position Title

Administrative Assistant II

Position Type

Classified Full Time

Percentage Employee

100%

Number of Months Assignment

12

Starting Date

As soon as possible

Current Work Schedule

Monday- Friday 8:00am – 4:30pm (days and hours subject to change depending on district needs).

Salary Range

28

Salary

$5,356.17- $6,844.92 monthly – Successful candidate will start at step 1 except in cases where District deems appropriate.

FLSA

Non-Exempt

Location

Main Campus

Department

Public Information, Marketing and Communications

Open Date

12/17/2025

Closing Date

12/31/2025

About Rio Hondo College

Rio Hondo College welcomes and embraces all students in their educational and career pathways. As a Hispanic-Serving Institution (HSI), our College has a student population of 22,000, of which 18,000 are Latinx students. We were the first college in Los Angeles County to provide two years of free tuition to first-time, full-time college students through our Rio Promise program. We are proud to acknowledge that many of our students have transferred to high ranked institutions such as Harvard, Stanford, USC and UCLA, UC Berkeley, UC Irvine, Cal State LA, Cal State Long Beach, and Whittier College to name a few.

Strengths
Our caring and dedicated student-centered staff, faculty, and administrators are devoted to the advancement of educational justice, equity, and opportunity for all our students. Our Colleges 900 employees, with close to 600 faculty, hold themselves accountable for the academic success of disproportionately impacted student populations. Our entire staff, with unwavering team collaboration, work hard to ensure our students reach their full potential by eliminating gaps in academic outcomes that traditionally hinder students of color.

Rio Hondo College is committed to the recruitment of qualified and diverse employees who are dedicated to our students success. We recognize that diversity in an academic environment fosters cultural awareness, promotes mutual understanding and respect, and provides suitable role models for our students. We are steadfast in our hiring practices and staff development processes which reinforce the goals of equal opportunity, diversity, and inclusion. Our practices and processes also support the importance of a workforce that reflects the community and the diverse student population we serve.

Rio Hondo College employs approximately 55% tenured track faculty of color; 60% part-time faculty of color; 85% classified staff of color; and 50% administrators of color.

Rio Hondo College offers 30 associate degrees that guarantee transfer (ADTs) to Cal State Universities, a bachelors degree in Automotive Technology, more than 60 certificates, a Pathway to Law School, dual enrollment with K-12 districts, state championship speech & debate team and excellent athletic teams, student leadership opportunities, travel abroad experiences and more.

In collaboration with the communities in Pico Rivera, Santa Fe Springs, El Monte, South El Monte, Whittier, portions of Norwalk, La Mirada, Downey, La Puente, the City of Industry, Los Nietos and Avocado Heights, Rio Hondo College provides an exceptional academic curriculum to meet the unique needs of our region and strengthen our communities.

Basic Function

Under the direction of a senior-level manager or manager, performs a variety of moderately complex administrative responsibilities to support a manager or department; coordinates the day-to-day activities and assists with the workflow of an office to ensure efficient operations.

Representative Duties

1. Performs a variety of administrative support responsibilities including but not limited to planning, coordinating, and organizing the day-to-day activities and workflow of an office, department, and/or division; provides information and support to District management, staff, students, and the public, as requested. E
2. Assists in preparing department budgets; maintains and updates budget expenditures; approves expenditures within established guidelines; responds to inquiries regarding financial issues including but not limited to gathering and analyzing data related to expenditures and projected charges. E
3. Tracks and monitors budget expenditures and revenues; reconciles expenses and budget line items; initiates requisitions and creates purchase orders (POs); processes requisitions and budget transfers; receives and reviews invoices for accuracy and submits to Accounts Payable for processing; identifies and resolves discrepancies and follows up with vendors, as needed. E
4. Generates and prepares a variety of standard reports including but not limited to budget and financial reports. E
5. Maintains and updates a variety of confidential records and standard correspondence including but not limited to forms, logs, files, schedules, lists, certificates, records, and reports to support work processes related to the area of assignment; updates and maintains information related to District staff and students; enters and retrieves data from proprietary databases and systems. E
6. Performs moderately complex research; extracts, gathers, and compiles data to generate, prepare, and distribute various reports; reviews data for accuracy, completeness, and compliance; identifies errors or discrepancies, and resolves issues appropriately. E
7. Updates and maintains various calendars; schedules meetings and special events, reserves meeting and/or training rooms; makes travel arrangements and submits all appropriate support documentation and forms. E
8. Assists with planning and coordinating special events related to the assigned office; plans and organizes special projects, meetings, training sessions, and other events as assigned. E
9. Facilitates and participates in a variety of meetings, committees, task forces, trainings, and special assignments such as screening and selection committees on behalf of the department and/or division. E
10. Assists with coordinating department and/or program communications to the public; ensures District, college, and department policies and procedures are well-defined in the communications. E
11. Operates modern office equipment, including but not limited to computer equipment and software applications and programs. E
12. Schedules and participates in a variety of District, college, and/or department trainings, meetings, and/or committees as requested; may prepare agendas for distribution; may take and transcribe meeting minutes, as needed.
13. 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. E
14. May provide work direction to clerical support staff; trains and provides work direction to student assistants, student workers, and short-term, temporary staff. E
15. 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).
• District organization, functions, rules, policies, and procedures applicable to area of assignment.
• District administrative policies and procedures applicable to processing budget, fiscal, and purchasing documents and maintenance of public records.
• Applicable federal, state, and local laws, codes, regulations, policies, technical process and procedures related to the area of assignment.
• Campus departments, programs, resources, and services available to students and staff.
• Office administrative and management practices and procedures.
• Principles and practices of public administration, including budgeting, purchasing, and maintenance of public records.
• Principles and practices of sound business communication.
• Correct English usage, spelling, grammar, punctuation, and vocabulary.
• Terminology, work processes and local, state, and federal requirements applicable to the area of assignment.
• Advanced uses of word processing, graphics, spreadsheet, database, and other software to create documents and materials requiring the interpretation and manipulation of data.
• Basic research techniques, methods, and procedures applicable to the area of assignment.
• Methods of collecting and organizing pertinent data and information.
• Principles of basic business communications and report writing.
• Techniques for providing a high-level of customer service by effectively dealing with the public, vendors, students, and college staff.
• Modern office practices, procedures, and equipment.
• Principles and procedures of recordkeeping, reporting, filing, and file sharing methods and techniques.
• Telephone and virtual communication techniques and etiquette.
• Computer applications and software utilized in the area of assignment.
• Standard office equipment and computer peripherals.
• Effective communication, both verbally and in writing.
• Effective communication techniques and interpersonal skills using tact, patience, and courtesy.
• Recordkeeping, files, file sharing, and filing system methods and techniques.
• Basic arithmetic, financial, and statistical methods and techniques.
• Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).

Ability to:

• Independently perform the essential responsibilities of the position.
• Read, learn, understand, interpret, apply, and explain policies, procedures, rules, and regulations.
• Compose correspondence and prepare documents from limited instructions.
• Understand the scope of authority in making independent decisions.
• Plan, organize, and prioritize workload to meet schedules and timelines.
• Prepare clear, accurate, and concise records and reports.
• Demonstrate sound judgement in the application and interpretation of existing methods and procedures.
• Exercise tact and diplomacy in dealing with sensitive and moderately complex issues and situations.
• Effectively communicate both orally and in writing.
• Operate modern office equipment including personal computers, hardware, and peripherals.
• Perform administrative support duties related to the area of assignment.
• Complete work efficiently with constant interruptions.
• 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.
• Update and maintain a variety of records, reports, files, and file-sharing systems.
• Maintain confidentiality and employ discretion in handling and processing confidential information and data.
• Adapt to an office environment and circumstances with ever-changing demands and priorities.
• Understand and follow verbal and written directions.
• Effectively communicate both verbally and in writing.
• Take and transcribe meeting minutes accurately.
• Perform basic mathematical computations.
• Communicate with diverse students from a variety of backgrounds and experiences.
• Operate modern office equipment, including a computer, word processing, spreadsheet, and/or specialized software programs and applications, and other standard office equipment.
• Establish and maintain effective and cooperative working relationships with those encountered during the course of work.

Education and Experience

• High school graduate or General Educational Development (GED); AND
• Four (4) years of increasingly responsible administrative support or clerical experience; OR
• Associate degree with coursework in a related discipline AND
• Two (2) years of increasingly responsible administrative support or clerical experience.
• Or, any combination of education and experience which would provide the required qualifications for the position.

Foreign Degrees

Any degree from a country other than the United States, including Canada and Great Britain, must be evaluated by an Evaluation Service prior to the closing date. Certification must be attached with copies of transcripts.

License Certificates/Credentials

• May be required to travel for various off-site meetings, trainings, conferences, and or events in support of the overall objective of the position.

Desired Qualifications

• Associate degree with coursework in business or related discipline.
• Ability to multitask, work effectively in a fast paced environment and maintain strong attention to detail. the ideal candidate should demonstrate strong communication skills and proficiency with standard office software. Knowledge of departmental budgeting and experience supporting administrative operations are highly preferred.

Distinguishable Characteristics

Incumbents in the Administrative Assistant II is the journey level classification in the Administrative Assistant series. The Administrative Assistant II typically reports to a manager of a department or division; performs moderately complex administrative responsibilities which requires sound judgement and initiative within a well-defined range of alternatives and guidelines. Incumbents occasionally relieve the senior-level manager or manager of simple and/or routine administrative duties.

The Administrative Assistant II is distinguished from the Administrative Assistant I in that the latter is the entry-level classification within the Administrative Assistant series. The incumbent performs general and routine administrative responsibilities of a routine and average difficulty in accordance to clearly defined instructions and/or established office principles, procedures, and District/college guidelines. The incumbent may perform administrative activities which involves limited interpretation, application, or modification of existing policies and procedures.

The Administrative Assistant II is distinguished from the Administrative Assistant III in that the latter is the advanced, journey level classification within the Administrative Assistant series. The incumbent typically reports to a senior-level manager or director. The incumbent performs moderately complex to advanced administrative responsibilities which requires independent judgement, technical knowledge, and initiative within well-defined policies and procedures and under limited direction, guidance, or direct supervision from a senior-level manager/director; The Administrative Assistant II often relieves the senior-level manager/director of routine and moderately advanced administrative duties. The incumbent provides work guidance to lower-level administrative staff.

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, use of both eyes, 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 20 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.

Position Description

Applications are currently being accepted for Administrative Assistant II This is a full-time 100% position. The days and hours are Monday – Friday 8:00am – 4:30pm.

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 items listed.

• 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.