(Temporary/Substitute) Administrative Professional II

Description of Basic Functions and Responsibilities

DESCRIPTION OF BASIC FUNCTIONS AND RESPONSIBILITIES:

Office support professional who performs a wide variety of complex and highly responsible administrative professional functions in support of the day-to-day operations, programs, and procedures within assigned area. Organizes and coordinates the workflow and office support functions within assigned area to relieve the assigned administrator of routine administrative details not requiring their immediate attention. Employees in this position receive limited supervision within a framework of standard policies and procedures. Employees in this classification may direct, oversee, and review the work of student assistants and other classified support staff. This position requires the use of initiative, organization skills, problem solving, and independent judgment in the processing of work through assigned area.

CLASSIFICATION: Range 35 on the current Classified Salary Schedule, Up to 28 hours per week, Up to 12 months per year. Work assignment hours vary from 8:00 a.m. to 5:00 p.m., Monday through Friday.

Typical Duties, Knowledge and Ability

This role presupposes duties of Administrative Professional I position description and includes:

Essential Functions:

• Effectively communicates and interacts with faculty, staff, and students.
• Exercises independent judgment; relieves assigned administrator of routine administrative actions not requiring their immediate attention.
• Performs varied and responsible administrative professional duties to assist in the coordination and processing of workflow within assigned area.
• Prepares correspondence, memoranda, reports, center and advisory committee minutes, and other materials.
• Participates in and/or coordinates the preparation, checking, compiling, and recording of a variety of data/information.
• Prepares and proofreads a wide variety of materials and documents such as interoffice communications, requisitions, forms, letters, reports, statistics, curriculum projects, classroom and instructional assignments, and specifications from rough draft or verbal instructions.
• Assists in preparing area budget including monitoring grants and maintaining detailed records.
• Keeps records of expenditures, budget accounts and running balances.
• Acts as information source regarding area policies, procedures, and requirements; receives and interviews callers and provides information, refers matters to proper staff using judgment, knowledge, and interpretation of established procedures/policies.
• Arranges and schedules appointments and meetings, notifies participants, confirms date and time, reserves meeting sites and prepares needed materials.
• Assists with development of schedule of classes and catalog information related to area activities and services in collaboration with the instructors, dean, and instructional services.
• Collects and handles incoming money and receipts for special projects.
• Receives, handles, and processes confidential information and requests ensuring that security and strict rules of confidentiality are maintained.
• Maintains accurate and detailed calendar of events, due dates, and schedules as they relate to assigned area to ensure proper tasks and activities occur as scheduled.
• Receives, reviews, and verifies documents, records, and forms for accuracy, completeness, and conformance to applicable rules, regulations, policies, and procedures.
• Receives, sorts, and distributes outgoing and incoming mail; prioritizes and designates appropriate response whenever possible and/or responding to correspondence as directed.
• Develops or assists in the development of office operating procedures, forms, worksheets, and record keeping systems.
• Makes travel arrangements.
• Directs, trains, and monitors student assistants; trains and oversees the work of others in a lead capacity.
• Participates in campus committees and events.
• Performs other related duties similar to the above in scope and function as assigned.

Knowledge of:

• Microsoft Office Suite.
• Use of apps on District issued computer.
• Interpersonal skills using tact, patience, and courtesy.
• Proper office methods, techniques, and procedures including filing systems, business correspondence, receptionist techniques, report writing, and telephone techniques.
• Basic accounting principles and requirements.
• Correct English usage including grammar, punctuation, vocabulary, and spelling.

Ability to:

• Compile and maintain the security of confidential information.
• Learn the operations, procedures, policies, and requirements of assigned area and apply them with good judgment in a variety of procedural situations.
• Understand and carry out a variety of oral and written instructions independently.
• Prioritize, direct, and coordinate workflow within assigned area.
• Learn and utilize a variety of computer software as assigned.
• Accurately type at a rate required for successful job performance.
• Establish and maintain a variety of records and filing systems to include accounting records.
• Work independently with minimum supervision.
• Prioritize and appropriately schedule workload, meet established deadlines.
• Operate standard office equipment including computer, printer, calculator, copier, etc.
• Effectively and tactfully communicate in both oral and written forms.
• Supervise and train student workers and others as assigned.
• Establish and maintain effective work relationships with those contacted in the performance of required duties.

Experience/Education

Education Required:

• Associate degree or equivalent education and experience.

Experience Required:

• Two years of increasingly responsible administrative professional experience or equivalent.
• Demonstrated sensitivity to, and understanding of, the diverse academic, socioeconomic, cultural, and ethnic backgrounds of staff and students, as well as staff members and students with physical and/or learning disabilities.

Experience Preferred:

• Knowledge of or experience in an educational institution, or comparable setting, and/or equivalent.