Administrative Assistant II - Applied Science, Business and Technology

Under the direction of an assigned administrator, performs a variety of complex and responsible, administrative assistance and research duties to support management in the administrative details of a major, complex program or function.

DISTINGUISHING CHARACTERISTICS

This is the journey level class in the Clerical series. Positions at this level are distinguished from other classes within the series by the level of responsibility assumed and the complexity of duties assigned. This class is distinguished from Administrative Assistant I and Administrative Assistant III by providing administrative support to a dean or director of a District program or service. Administrative Assistant III report to more senior level administrators and support larger District or more complex programs and services with broader scope and accountability. Employees at this level are required to be fully trained in all procedures related to assigned area of responsibility.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from an assigned senior level management or supervisor.

May oversee student workers and lower level clerical staff.

1. Organize and manage the day-to-day activities of an assigned office to assure efficient and effective office operations. Establish work procedures; lead and direct student workers and lower level staff.
2. Perform administrative functions for an assigned administrator(s), programs or services; develop and proofread a wide variety of agendas, minutes, reports, letters and memoranda from rough draft or verbal instruction; independently compose correspondence related to assigned area of responsibility.
3. Coordinate communication between the administrator(s) and staff, students, faculty, vendors, and the public; obtain and provide information, coordinate activities and resolve issues.
4. Establish, maintain and revise manual and computerized filing systems, departmental reports and mailing lists, databases and other necessary records. Verify data for accuracy, completeness and compliance with established and mandated requirements.
5. Establish practices and procedures to protect and maintain confidentiality of records.
6. Screen telephone calls and visitors; respond to inquiries and requests from students and the public; take and relay messages; schedule conference calls; receive concerns and complaints presented by students, faculty, staff, applicants, vendors, and the public.
7. Schedule and maintain calendar (s) including meetings, conferences, appointments and travel arrangements for assigned administrator(s), faculty or staff.
8. Research District policies, procedures and practices for assigned administrator (s), faculty or staff.
9. Compile data and information; prepare and submit for approval reports as necessary.
10. Monitor budget expenditures and account balances; provide reports for management for budget development.
11. Enter requisitions and disbursement vouchers into the financial software system; process and route invoices for payment.
12. Process and monitor contracts and special services agreements, as required.
13. Compile and maintain time card and payroll information for employees in assigned area; collect and process monthly absence reports.
14. Maintain and update the unit’s website, as required.
15. Receive, screen and sort office mail; route to appropriate staff; send and receive email.
16. Research and obtain estimates from vendors regarding needed supplies and equipment; order supplies as needed.
17. Provide information and forms to students related to programs and division curriculum.
18. Coordinate or assist to coordinate events and activities within assigned area including planning, notifications, arrangements, and scheduling staff.
19. Prepare service requests and work orders for class rooms, labs, work shops and offices; schedule repairs.
20. Attend meetings, prepare agendas, record and distribute minutes and reports.
21. Perform related duties and responsibilities as required.

Knowledge of:

• Office procedures and methods
• Standard office equipment and machines.
• MS Office software applications.
• Principles of business letter writing and basic report preparation.
• Principles and practices of filing and record keeping.
• Proper language usage, spelling, grammar and punctuation.
• Pertinent Federal, State and local codes, laws and regulations.

Ability to :

• Perform a wide variety of duties in support of assigned staff.
• Independently prepare correspondence and memoranda.
• Organize and schedule work to maximize efficiency.
• Accurately keyboard at a satisfactory pace.
• Maintain a calendar of activities and schedule meetings appropriately.
• Operate standard office equipment.
• Respond to requests and inquiries from students, faculty and staff.
• Maintain a variety of files and records.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships.
• Sensitivity to and understanding of, the diverse academic, socioeconomic, cultural, linguistic, ethnic backgrounds and disabilities of community college students and staff.

Education and Experience Requirements:

Education:


Completion of the twelfth grade or the equivalent. Additional clerical or administrative training is preferred.

Experience :

Three (3) years of increasingly responsible administrative experience.