Administrative Assistant, Counseling

Antelope Valley College

Administrative Assistant, Counseling

Salary: $4,133.39 Monthly

Deadline: 9/8/2021 11:59 PM Pacific

Complete job description and application available online at: http://50.73.55.13/counter.php?id=206327

BASIC FUNCTION:   

Implements directives of the Dean and performs a wide variety of complex specialized secretarial and administrative functions in support of the division; coordinates communication and office activities assuring efficient office operations; performs a variety of duties and responsibilities which are of a sensitive and confidential nature; and performs other related responsibilities as may be assigned. 

REPRESENTATIVE DUTIES

• Organizes and manages the daily activities of the division office to assure efficient and effective office operation; coordinates communications and handles administrative matters; develops and implements efficient and effective office practices and procedures.  (E)

• Performs a variety of duties independently in support of functions delegated to the assigned administrator; interprets and applies rules and regulations as appropriate.  (E)

• Prepares correspondence independently or from oral instructions; drafts, prepares, and edits a wide variety of materials such as correspondence, reports, surveys, forms, charts, and other documents; utilizes the computer to perform advanced-level word processing functions including complex formatting of documents, creating charts, developing spreadsheets and using a variety of software; verifies data for accuracy, completeness and compliance with established procedures; inputs and retrieves computerized data.  (E)

• Greets visitors, initiates and answers telephone calls, screens and directs calls and visitors to appropriate personnel; responds to requests for information from students, staff and the general public regarding District programs, policies, procedures and regulations; exercises discretion and confidentiality in evaluating and/or resolving problems and complaints, including security and safety issues.  (E)

• Coordinates communication and activities with other District departments and personnel, students, educational institutions, vendors, other outside organizations and the public; obtains and provides information regarding District personnel and the general public regarding District programs, policies, procedures, and regulations.  (E)

• Develops schedules related to division activities and services; assembles information, verifies accuracy and inputs or oversees the input of information into the computer; processes data according to established procedures and timelines; processes division schedule changes, post notices accordingly.  (E)

• Assists in budget preparations; maintains records of expenditures and other financial records. (E)

• Organizes, establishes filing and record keeping systems; maintains a variety of files, and records including those of a sensitive and confidential nature.  (E)

• Compiles information and data from a variety of sources for reports and assist in the preparation of statistical and narrative reports from a variety of sources; conducts research as required; prepare, duplicates, and collates materials.  (E)

• Schedules meetings and appointments for assigned administrator; prepares agenda items for meetings; maintains records, attends meetings and prepares minutes for distribution to appropriate personnel.  (E)

• Receives, opens and routes mail; orders, issues, and maintain department supplies and forms; orders and disburses a variety of materials to other departments; faculty, student and the community.  (E)

• Provides training and work direction to student assistants, hourly personnel and others as assigned; participates as requested in hiring personnel and provide input regarding performance evaluations.  (E) 

• Schedules classroom and facilities use; coordinates with facilities and necessary personnel; initiates and assists at special events and performs research and other special projects; coordinates activities between the administrators and staff, students, the public or other District or campus officials; obtains and provides information, coordinates student and public activities and resolves problems.  (E)

• Completes and submits forms related to staff absences and/or leaves and prepares payroll reports.

• Processes new hires and resignations including request for phone extensions, network accounts, Banner access, email, keys, general supplies, and assembles new hire packets for disbursement.

• Acts a liaison between the Dean and the Inter Club Council, their advisors, the Associated Student Association-student government members and the Student Trustee.

• Provides appropriate interface between the community, business representatives, students, faculty and the dean. (E)

• Maintains efficient tracking of all tasks and projects to ensure timely completion of all tasks and projects essential to the business of the division.  (E)

• Prepares brochures and program flyers.  (E)

• Takes and transcribes dictation and utilizes transcription equipment; maintains confidentiality of sensitive information as appropriate.  (E)

• Performs other related duties as may be assigned. 

 (E = indicates essential duties of the position)

MINIMUM QUALIFICATIONS

EDUCATION AND EXPERIENCE: 

Any combination equivalent to: graduation from high school including or supplemented by course work in business, secretarial science or related field and three years increasingly responsible secretarial experience. 

OTHER INFORMATION

KNOWLEDGE OF: 

• Operations, procedures and activities of a division office. Microsoft Office Suite and other software and hardware applications, 

• Modern office practices, procedures and equipment.

• Financial and statistical record-keeping techniques.

• Receptionist and telephone techniques.

• Correct English usage, grammar, spelling, punctuation and vocabulary.

• Oral and written communication skills. Interpersonal skills using tact, patience and courtesy.

• District organization, operations, policies and objectives. Operation of office machines including computer equipment and applicable software.  

ABILITY TO:  

• Perform responsible secretarial support duties for a dean.

• Provide information and communicate effectively with College personnel, students and the public.

• Read, interpret, apply and explain rules, regulations, policies and procedures.

• Compose correspondence independently.

• Perform responsible clerical work rapidly and accurately.

• Type at 60 words net per minute.

• Take dictation transcribe accurately.

• Maintain records and prepare reports.

• Compile and organize data and prepare reports.

• Operate a variety of office equipment such as typewriter, computer, printer, word processor, calculator and other equipment as assigned.

• Learn and apply procedures, rules, regulations and terminology concerning the assigned division.

• Work independently with little direction.

• Establish and maintain cooperative and effective working relationships with others.

• Communicate effectively both orally and in writing. 

• Complete work with many interruptions.

• Work confidentially with discretion.

• Train and provide work direction to others.

For a complete listing and details of all open positions and how to apply, select the HR & Employment link on the AVC Web site at https://www.avc.edu/administration/hr/employment or contact the Human Resources Office at (661) 722-6311; Voice/Relay, (661) 722-6300 x. 6360, 3041 West Avenue K, Lancaster, CA 93536.