Senior Administrative Assistant

Work Site Location: Workforce Training Center

Job Summary:
Under general supervision, the individual in this position performs diverse administrative and support activities for the Director for Workforce Training and Community Education. This position serves as a central point of contact with other departments and external constituencies in the resolution of a variety of day-to day matters. The Senior Administrative Assistant is distinguished from the Administrative Assistant by the more complex level of assigned work, specialized knowledge, discretion, skills and experience required.

Job Duties:


This list includes, but is not limited to the following:

• Performs a variety of complex, diverse and confidential duties that involve exercising some independent judgment and discretion, multi-tasking with efficiency, and maintaining accuracy.
• Understands and applies office procedures and practices associated with the specialized nature of the department or division.
• Responds effectively to inquiries from students, staff and/or the public regarding departmental procedures or services.
• Utilizes knowledge and understanding of underlying operational issues and established department/division practices and/or dictation to compose and edit technical and/or administrative correspondence, documentation, and complex reports using a personal computer.
• Oversees and/or performs specialized recordkeeping requiring compilation and classification of varied information, data collection and database management, and/or specified information-gathering projects and tasks associated with department or division internal and external reporting or compliance requirements.
• Reconciles accounts and information as required, ensures accuracy, and resolves problems.
• Schedules and coordinates meetings, events, interviews, appointments, and/or other similar activities, which may include coordinating travel and lodging arrangements.
• Manages administrative activities and maintains workflow of the department or division in the manager’s absence.
• Provides and/or oversees support activities for the department or division such as answering telephones, resolving and/or referring a range of administrative problems and inquiries to appropriate individuals, and following up on operational commitments.
• Composes, prepares, or ensures timely responses to a variety of routine written inquiries.
• Prepares, transcribes, composes, types, edits, and distributes agendas and/or minutes of meetings as required.
• Monitors, tracks, reconciles and reports on budgetary and other business affairs for a department as required.
• Requisitions supplies, printing, maintenance, and other services, prepares appropriate purchasing documents, and processes invoices as required.
• Adapts or modifies existing office processes to accommodate new procedures or methods.
• Trains others on office processes and procedures, equipment and software.
• May lead and direct the work activities of part-time or work-study office employees by planning, assigning, and directing work, and addressing and resolving problems.
• Sorts, screens, reviews, and distributes incoming and outgoing mail.
• Maintains a positive, helpful, constructive attitude and work relationship with supervisor, college staff, students, and the community.

Department Specific Duties

• Creates PowerPoint presentations and assists with preparation for internal and external presentations.
• Provides backup for the Senior Accounting Technician as needed.

Marginal Duties

• Performs other duties as assigned.

Minimum Qualifications
Education and Experience : Associate’s degree or Applied Associate’s degree or certification from a two-year college or professional/technical school or program and a minimum of three years full-time related experience and/or training; or equivalent combination of education and experience.

Knowledge, Skills, and Abilities:
• Excellent customer service and interpersonal skills
• Strong written and verbal communication skills
• Proficient skills using Microsoft Office applications, including PowerPoint and Excel
• Proficient skills using a variety of database systems
• Knowledge and understanding of budgets, spreadsheets and accounting practices
• Ability to work cooperatively with faculty, staff, students, industry, community organizations and members of the public
• Ability to prioritize multiple tasks in a fast-paced environment
• Ability to work effectively under pressure, meet deadlines while exercising sound judgment and discretion
• Ability to operate standard office equipment including phone and copier

Employment is contingent upon successful completion of background check

All application materials must be upload and the application completed prior to the close date

Advertised: April 23, 2021 Pacific Daylight Time
Applications close: May 07, 2021 11:55 PM Pacific Daylight Time