Description

FIRST REVIEW APRIL 2, 2024 - OPEN UNTIL FILLED

$3,908 - $4,951 PER MONTH

$46,899 TO $59,411 PER YEAR

12 MONTHS / 40 HOURS PER WEEK POSITION

BASIC FUNCTION: Under the direction of an administrator or manager, performs varied administrative duties in support of an instructional division having multiple departments or a single function of similar scope of service and to relieve the administrator of administrative and clerical detail; plans, coordinates, and organizes office activities and coordinates flow of communications and information for the administrator; prepares and maintains a variety of manual and automated records and reports related to assigned activities.

DISTINGUISHING CHARACTERISTICS: The Administrative Assistant II classification performs varied and responsible secretarial and administrative assistant duties requiring thorough understanding of a program or functional area. Incumbents provide primary secretarial support to a manager of a large program or an assigned director. The Administrative Assistant III classification provides primary secretarial support to a director of a large department or area administrator. Incumbents require thorough knowledge of organizational operations, policies and procedures, and assigned department or programs. The Administrative Assistant I classification provides primary support to a manager of a program or secondary support to higher-level administrators.

Key Duties and Responsibilities

ESSENTIAL RESPONSIBILITIES: The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. Essential responsibilities are designated by *.

1. Monitors funds for income and expenditures; assists in ensuring expenditures do not exceed established budget limitations as assigned; calculates, prepares, and revises accounting and budgetary data; balances and reconciles assigned accounts and budgets as required. *
2. Monitors and maintains Facility use; schedules both internal and community use of campus facilities; ensures community users have proper insurance and facility/custodial needs are scheduled. *
3. Communicates with administrators, personnel, and outside organizations to coordinate activities, resolves issues and conflicts and exchanges information. *
4. Monitors and maintains district van fleet scheduling and mileage maintenance for reporting to the business office. *
5. Works with instructors, programs, and athletics, to coordinate competing schedules. *
6. Requests and maintains all driver DMV records and coordinates drivers training with Human Resources. *
7. Performs varied secretarial and administrative assistant duties in support of facilities, maintenance, transportation, and operations having multiple departments or a single function of similar scope and to relieve the administrator of administrative and clerical detail. *
8. Plans, coordinates, and organizes office activities and flow of communications and information; ensures smooth and efficient office operations. *
9. Serves as primary secretary to the assigned administrator; performs public relations and communication services for the administrator; receives, screens and routes telephone calls; takes, retrieves, and relays messages as needed; schedules and arranges appointments, conferences, and other events. *
10. Inputs a variety of data into an assigned computer system; establishes and maintains automated records and files; initiates queries, develop spreadsheets, manipulates data, and generates various computerized lists and reports as requested; ensures accuracy of input and output data. *
11. Composes a variety of materials such as inter-office communications, forms, letters, agenda items, labels, fliers, requisitions, contracts, and o her materials; formats materials to meet program and office needs, independently or with direction. *
12. Researches, compiles, and verifies a variety of data and information; computes statistical information for various reports as necessary; processes a variety of forms and applications related to assigned functions; duplicates and distributes materials as needed. *
13. Coordinates, schedules, and attends a variety of meetings, workshops, and special events; prepares and send out notices of meetings; compiles and prepares agenda items and other required information for meetings, workshops, and other events; sets up equipment and supplies for meetings and other events as needed; takes, transcribes, and distributes minutes as directed; assists in the preparation of meeting materials and reports. *
14. Assists in the budget development process by gathering and compiling required information; maintains budget records and files; prepares and inputs accounting forms such as purchase orders, payment vouchers; monitors budget and staffing requests. *
15. Performs special projects and prepares various forms and reports on behalf of the assigned administrator; tends to administrative details on special matters as assigned.*
16. Compiles, prepares, and maintains a variety of records, logs and reports related to programs, budgets, staff, projects and assigned duties; establishes and maintains filing systems; revises, verifies, proofreads, and edits a variety of documents. *
17. Communicates with personnel and various outside agencies to exchange information and resolve issues or concerns. *
18. Operates a variety of office equipment including a calculator, copier, fax machine, computer and assigned software. *
19. Monitors and maintains work order requests and assigns appropriate maintenance tech or staff; prioritizes campus work orders by health and safety over general needs. *
20. Monitors Facilities issued radio for general department communication and to monitor the maintenance emergency 5911 call line. *
21. Receives visitors, including administrators, staff, parents, and the public; provides information or directs to appropriate personnel. *
22. Exercises independent judgment in resolving a variety of issues; refers difficult issues to the administrator as needed. *
23. Provides technical information and assistance related to program or organizational operations and related laws, rules, regulations, policies, and procedures. *
24. Monitors and updates department or program website information, as directed. *
25. Receives, sorts, and distributes mail. *
26. Maintains appointment and activity schedules and calendars; coordinates travel arrangements and hotel reservations as necessary; reserves facilities and equipment for meetings and other events as needed. *
27. Monitors inventory levels of office and designated supplies; orders, receives and maintains appropriate levels of inventory as required; prepares, processes and codes purchase orders and invoices as assigned; arranges for billings and payments as directed. *
28. Provides work direction and trains staff as assigned. *
29. Attends a variety of meetings and coordinate events related to position as assigned; serves on committees that involve staff from multiple departments; records proceedings and maintains committee records. *
30. Some travel required; drives a vehicle to conduct work.
31. Performs related duties that support the overall objective of the position.

Minimum Qualifications

High School graduation or General Educational Development (GED) supplemented by college-level course work in secretarial science or related discipline;AND

Three (3) years of increasingly