"Administrative Assistant III - IT Department Canvass Form"

Job Description

Salary: $41.50 - $45.75 per hour

Job Type: Full-time

Location: Kentfield - In Person, CA

Priority Screening Date: February 10, 2026 Open Until Filled

POSITION OVERVIEW

Under general supervision, performs a variety of specialized and complex clerical and administrative duties that support the administrator; plans, coordinates and organizes office activities and coordinates flow of communications, correspondence and information for the administrator and department or division; manages assigned administrative projects and small administrative programs; maintains records and drafts reports; processes personnel requisitions and financial and personnel documents and maintains supplies; and performs related duties as assigned.

Essential Functions

• Acts as liaison in coordinating the calendar and matters between the administrator and other divisions, departments, students, community partners and other constituents; represents the administrator and the division over the phone, in person and online; screens and responds to all requests for appointments, services and information; keeps updated on sensitive, important or special-interest issues of the administrator and the District; exercises independent judgment in matters requiring the administrator's attention; works independently and anticipates and resolves conflicts as appropriate.
• Oversees the division's day-to-day operations; performs a variety of specialized and complex clerical and administrative duties to support the administrator; ensures smooth and efficient office operations, and proper and timely completion of projects and activities; plans, coordinates and organizes office programs and activities; coordinates flow of communications and information for the administrator and department or division.
• Serves as the primary assistant to the administrator; initiates and receives telephone calls; takes, retrieves and relays messages as needed; responds to requests, complaints and questions, representing the administrator by phone and written communication; keeps administrator apprised of requests, responses, follow-ups and results; prepares, reviews, revises, edits, formats and proofreads a variety of materials; develops, implements and executes special projects and surveys; drafts or prepares various forms and reports on the administrator's behalf; maintains divisional calendars, makes reservations and travel arrangements; schedules and arranges conferences, meetings, workshops, events and other activities.
• Serves as a liaison and coordinates department or division communications between the administrator and office and other departments, outside agencies, community partners and others regarding division activities; evaluates and exercises independent judgment in resolving issues and conflicts; refers difficult issues to the administrator; provides input to the administrator concerning administrative timelines and priorities; assists the administrator coordinate department or division personnel, projects and activities.
• Provides lead-level duties including day-to-day lead work guidance to other divisional staff and student workers; assigns, schedules and monitors work for completeness, accuracy and conformance with College, department and legal/regulatory requirements and standards; provides information, instruction and training on work processes and procedures.
• Interprets and provides technical information and training concerning division and department operations and related processes, standards, requirements, timelines, laws, rules, regulations, policies and procedures; assists in updating and streamlining operational processes and procedures; trains Districtwide administrative support staff on divisional policies, processes and procedures; may act as a subject-matter expert on divisional software programs and assist in testing and implementing new programs and modules.
• Coordinates divisional administrative processes for hiring, tracking leave and time off, and evaluating faculty, staff, student and independent contractor positions; coordinates contract production for instructors and other contract employees; organizes, maintains and updates confidential, specialized and technical files, documents and records including division personnel records.
• Coordinates and routes for approval full- and part-time staff timecards, employee personnel action forms (ePAF) and other documentation needed for payroll and other departments; ensures accuracy of departmental payroll including conformance to work-hour restrictions; ensures accurate usage of division funding codes and calculates division billing; assists Payroll Department with resolution of payroll issues.
• Oversees budgets for the assigned division; reviews for accuracy or processes electronic requisitions, purchase orders and budget transfers and routes for approval; keeps administrator apprised of budget throughout the year; prepares and processes expense-related forms including travel requests and reimbursements, petty cash and expense reports; may transfer money between accounts following established policies and procedures.
• Tracks multiple funding sources, researches and assists with managing grants, donations and other funding sources; may participate in grant administration functions including collecting program data and generating performance reports; ensures grant expenses are appropriately categorized.
• Researches, compiles, evaluates and verifies a variety of data and information; computes statistical information and summarizes data for various special projects and reports; processes and evaluates a variety of forms, applications and paperwork; gathers background information needed to prepare administrator for meetings; reviews and responds to Public Records Act requests within prescribed timeline.
• Coordinates the preparation and distribution of a variety of agendas, meeting packet materials and presentation materials with appropriate management and divisional personnel; provides administrative support to Participatory Governance and Divisional Advisory Committee; compiles, proofs and edits materials for use in committee packets; ensures compliance with Brown Act requirements as needed; posts electronic materials to web pages including BoardDocs; takes and prepares meeting minutes; follows up on approved action items; gathers, drafts and submits documents for Board reports; creates agenda items in BoardDocs.
• Inputs and updates a variety of data in an assigned computer system; establishes and maintains automated records and files; initiates queries, develops spreadsheets and generates various computerized lists, reports and documents as required; ensures accuracy of input and output data.
• Monitors inventory levels of office and designated supplies; orders, receives and maintains appropriate levels of inventory.
• Fosters an environment that embraces equity-minded practices, integrity, trust and respect. Supports, implements and promotes compliance with the District's Diversity and Equal Employment Opportunity Plan in all aspects of employment and education.

Requirements

Education and Experience:

1. Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be graduation from high school or GED equivalent and four years of increasingly responsible administrative experience; or an equivalent combination of training and experience.
2. Demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender, sexual orientation, and ethnic backgrounds of community college students.

Desirable Qualifications:

• An associate or bachelor's degree and experience working in a higher-education setting.
• A valid California driver's license and the ability to maintain insurability under the District's vehicle insurance program or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions.

Knowledge, Skills & Abilities

Knowledge of: Division services, goals, objectives, policies, procedures and practices. District organizational structure, services and programs. ... (full list abbreviated for brevity)

Skills and Abilities to: Perform a variety of specialized and complex secretarial and administrative assistant duties... (full list abbreviated)

Work Schedule

Campus: Kentfield
Full-time Equivalent: 1.0 - Full-time
Months per Year: 12
Work Days/Hours: Monday - Friday, 7.5 Hours per Day, 37.5 Hours per Week.

Required Application Materials

1. Cover Letter describing your interest in the position, including how you meet the minimum requirements and are qualified to perform the essential functions as listed in this job posting. In your response include how you apply equity-minded and inclusive practices in administrative, customer service, or office support roles.
2. Resume

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