Job Description

Job Number: CLA00567P

Position Title: Administrative Assistant II - Substitute Pool

Position Type: Classified Substitute pool

Number of Months Assignment: Not To Exceed 60 Days

Starting Date: As Needed

Current Work Schedule: Monday- Friday 8:00am- 4:30pm. Days and hours may vary dependent upon district needs.

Salary Range: Range 28

Salary: $30.91/hourly

FLSA: Non-Exempt

Location: Main Campus

Department: Public Information, Marketing and Communications

Open Date: 09/16/2025

Closing Date: 03/16/2026

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

• 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.
• 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.
• 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.
• Generates and prepares a variety of standard reports including but not limited to budget and financial reports.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• Operates modern office equipment, including but not limited to computer equipment and software applications and programs.
• 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.
• Performs a variety of clerical and administrative responsibilities in support of the department’s 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.
• May provide work direction to clerical support staff; trains and provides work direction to student assistants, student workers, and short-term, temporary staff.
• 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 processes 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.