Administrative Assistant, Senior

Position Title

Administrative Assistant, Senior

Special Instructions to Applicants

NOTE: New employees will be placed at the first step which is $65,424.00 per year, second step $68,724.00 per year or third step at $72,204.00 per year (depending upon experience). Based on current salary placement guidelines, all step increases for which an employee becomes eligible shall take place on July 1st of each fiscal year. These increases will occur, on annual basis, until the maximum step of $79,704.00 per year is reached on the salary schedule.

Yearly Salary: $65,424.00 (Step 1) – $79,704.00 (Step 5)

Recruitment Type:

Open (Internal and External applicants)

Location

Los Medanos College

Posting Number

0002285

# of Openings

1

Range

58

Salary

Yearly: $65,424.00 (Step 1) - $79,704.00 (Step 5)

Position Status

Permanent

Overtime Status

Non-Exempt (eligible)

Position

Full-Time

# of Hours Scheduled Per Week

40

Work Schedule By Day and Work Hours

Monday- Friday
8:30am-5:30pm (Fully in person)

# of Months

12

EEO Job Category

Clerical/Secretarial

Employee Group

Classified

Department

L1090-Office of Instruction

Position Definition

To perform a variety of highly responsible and complex administrative and secretarial duties in support of an assigned Vice Presidents Office or other high-level executive manager.

Examples of Duties/Essential Functions

Duties may include, but are not limited to, the following: Serves as administrative assistant to an assigned high-level executive manager such as a Vice President; participates and assists in the administration the Executives Office, relieving the executive of a variety of technical and administrative duties. Serves as a liaison between the executive and the public, students, staff, and other campus officials. Exercises good judgment and discretion in handling matters of a difficult and sensitive nature. Assists assigned executive in meeting reporting requirements, functional responsibilities, and research objectives. Provides complex workflow and office coordination of assigned department or program area. Maintains and updates web pages for assigned department. Assists in the development and implementation of department or program goals, objectives, strategies and work plans. Assists or gives guidance to staff, students and the public regarding departmental processes. Assists in planning, scheduling and supervising department activities; researches and provides direction for the more difficult or complex questions pertaining to policies and procedures. Participates in budget preparation and administration; prepares cost estimates for budget recommendations; examines and verifies fiscal records and expenditures; maintains budget records; reconciles budget accounts to ensure accuracy; receives invoices for purchases and arranges for payment of purchases. Develops initiates and maintains a variety of files and records such as payroll, budget, staff vacation, sick leave and schedule changes. Receives, classifies, reconciles, interprets, consolidates, and/or summarizes documents and information. Maintains department/office records and balance information for control purposes, such as student and employee databases, transcripts, correspondence, tests, advisory certificates and probation reports. Researches and prepares complex reports and analyses, including highly complex statistical reports, drawing data from a variety of sources within and outside of the department. Prepares and proofreads a wide variety of documents such as course proposals, confidential memoranda, exams, class outlines, reports, schedules, and letters. Operates a variety of office equipment, including photocopier, calculator, and computer. May notify students of and post canceled classes. Dispatches service requisitions; determines and assigns priorities of requests. May serve as Secretary to a Committee; prepares agendas; schedules facilities; records and prepares minutes. Performs related duties as assigned.

Minimum Qualification-Education/Experience

EXPERIENCE AND TRAINING Four (4) years of experience performing broad and increasingly responsible clerical and administrative duties. EDUCATION/LICENSE OR CERTIFICATE Possession of an Associate degree from an accredited college, or the equivalent.

Minimum Qualification-Knowledge Of

Modern office procedures, practices and technology/equipment. Modern software applications (Microsoft Office Suite, etc.). English usage, grammar, spelling, punctuation and vocabulary.

Minimum Qualification-Skill To

Skill/Ability to: Keyboard with accuracy. Perform responsible and complex clerical work with accuracy and speed. Meet multiple established timelines and deadlines without immediate supervision. Develop new procedures for the clerical and administrative operation of assigned area. Interpret and communicate District or college rules, laws, and policies, and apply them using good judgment in a variety of procedural situations. Carry out verbal and written directions independently. Make mathematical calculations quickly and accurately. Communicate effectively, both orally and in writing. Serve students, staff and colleagues in a helpful and professional manner. Establish and maintain cooperative work relationships with those contacted in the performance of required duties. Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, race, ethnicity, gender identity, sexual orientation, age, mental or physical disability, and religious background of all students, faculty and staff, and with all individuals encountered in the performance of required duties.

Desirable Qualifications

Demonstrated ability to independently manage complex, high-volume administrative operations for senior leadership, exercising sound judgment, prioritizing effectively, and ensuring timely, high-quality completion of work. Demonstrated ability to interact effectively and respectfully with diverse students, faculty, staff, and community members, applying an equity-minded lens to communication, problem-solving, and service delivery while maintaining professionalism and appropriate boundaries. Ability to independently gather, analyze, and synthesize information from multiple sources and present it in clear, well-organized, and accurate written formats that support executive decision-making and reflect institutional priorities and standards.