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.
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.
- 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.
- 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.
- Coordinate communication between the administrator(s) and
staff, students, faculty, vendors, and the public; obtain and
provide information, coordinate activities and resolve issues.
- 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.
- Establish practices and procedures to protect and maintain
confidentiality of records.
- 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
- Schedule and maintain calendar (s) including meetings,
conferences, appointments and travel arrangements for assigned
administrator(s), faculty or staff.
- Research District policies, procedures and practices for
assigned administrator (s), faculty or staff.
- Compile data and information; prepare and submit for approval
reports as necessary.
- Monitor budget expenditures and account balances; provide
reports for management for budget development.
- Enter requisitions and disbursement vouchers into the financial
software system; process and route invoices for payment.
- Process and monitor contracts and special services agreements,
- Compile and maintain time card and payroll information for
employees in assigned area; collect and process monthly absence
- Maintain and update the unit’s website, as required.
- Receive, screen and sort office mail; route to appropriate
staff; send and receive email.
- Research and obtain estimates from vendors regarding needed
supplies and equipment; order supplies as needed.
- Provide information and forms to students related to programs
and division curriculum.
- Coordinate or assist to coordinate events and activities within
assigned area including planning, notifications, arrangements, and
- Prepare service requests and work orders for class rooms, labs,
work shops and offices; schedule repairs.
- Attend meetings, prepare agendas, record and distribute minutes
- Perform related duties and responsibilities as required.
Ability to :
- Office procedures and methods
- Standard office equipment and machines.
- MS Office software applications.
- Principles of business letter writing and basic report
- Principles and practices of filing and record keeping.
- Proper language usage, spelling, grammar and punctuation.
- Pertinent Federal, State and local codes, laws and
Education and Experience Requirements:
- Perform a wide variety of duties in support of assigned
- 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
- Operate standard office equipment.
- Respond to requests and inquiries from students, faculty and
- Maintain a variety of files and records.
- Communicate clearly and concisely, both orally and in
- 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.
Completion of the twelfth grade or the equivalent. Additional
clerical or administrative training is preferred.
Three (3) years of increasingly responsible administrative