Administrative Assistant II
Initial Review Date: 10/13/2023**
**Any complete applications received
after the review date will only be forwarded to the hiring
committee at their request.
$5,478.30 (per month)
Range: $5,478.30 - $7,337.43 (per month)
The Foothill-De Anza Community College District is
currently accepting applications for the classified position
The Foothill - De Anza Community College District does not have a
remote work policy. All employees are expected to be available to
work in person and on-site per the requirement of the
Foothill - De Anza Community College District Mission
The mission of the Foothill-De Anza Community College District is
student success and educational excellence. The district and its
colleges provide access to affordable, quality educational programs
and services that develop a broadly educated and socially
responsible community that supports an equitable and just future
for California and the global community. Every member of our
district contributes to a dynamic instructional and learning
environment that fosters student engagement, equal opportunity, and
innovation in meeting the various educational and career goals of
our diverse students. Foothill-De Anza is driven by an equity
agenda and core values of integrity, inclusion, care for our
students' well-being, and sustainability.
De Anza College Mission Statement:
De Anza College provides an academically rich, multicultural
learning environment that challenges students of every background
to develop their intellect, character and abilities; to realize
their goals; and to be socially responsible leaders in their
communities, the nation and the world.
De Anza College fulfills its mission by engaging students in
creative work that demonstrates the knowledge, skills and attitudes
contained within the college's Institutional Core
- Communication and expression
- Information literacy
- Physical/mental wellness and personal responsibility
- Civic capacity for global, cultural, social and environmental
- Critical thinking
- Be responsible for supporting the dean and enrollment services
division departments--Admissions & Records, Assessment,
Evaluations, Outreach & High School Relations, International
Student Programs, and Veterans Services Office.
- Perform budget functions (hiring and purchase requisitions,
etc.) and standard office business practices, and under the
direction of the dean, may help organize program services (example:
petitions, records requests, complaints, etc.) and special events
for the division.
- Be proficient in the use of technology and data entry so to
perform database work; and assist with data and analysis for the
purposes of preparing reports and presentations for the
- Be part of the enrollment services team and will interact with
potential, new and current students and their families as well as
community members and organizations. Multilingual candidates are
encouraged to apply.
Under general supervision, performs a variety of complex office
administrative support, customer service, and/or program support
duties requiring knowledge of the assigned
program/department/division and services, policies, procedures, and
operational details; composes and prepares correspondence using
independent judgment in content and style; interacts frequently
with students, staff, faculty, and the general public and explains
program, department, and/or division policies and procedures,
provides other District information, and/or directs questions and
inquiries to the appropriate staff; implements and oversees program
or task elements related to assigned function; assists in
administering assigned program/department/division budget; and
performs related duties as assigned.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from assigned supervisory and
managerial staff. Exercises no supervision of staff.
This is the journey-level class in the Administrative Assistant
series. Positions at this level are distinguished from the I-level
by the performance of the full range of duties as assigned, working
independently, and exercising judgment and initiative. Positions at
this level receive only occasional instruction or assistance as new
or unusual situations arise and are fully aware of the operating
procedures and policies of the work unit. This class is
distinguished from Senior Administrative Assistant in that the
latter performs more technical, specialized, and complex tasks
requiring additional training and/or experience and an in-depth
knowledge of division/department services, policies, and procedures
such as performing a wider variety of assignments related to the
research, analysis, and administration of budgets and coordinating
the workflow of the entire office, including providing direction to
other office support staff.
EXAMPLES OF TYPICAL FUNCTIONS (Illustrative Only)
- Provides administrative support to assigned dean, director, or
management staff by coordinating multiple calendars, scheduling
meetings, making travel arrangements, and handling sensitive and/or
confidential materials; assists with special research and projects;
acts as a liaison between the dean, director, and management staff
with other staff or the public, coordinating resolutions to issues,
problems, and complaints as appropriate.
- Performs a variety of program, department, or division support,
such as collecting and reporting student data to local, state, and
federal agencies; reviewing a wide variety of program, department,
and division data, records, and information to ensure compliance
with policies, procedures, and state and federal regulations; and
entering and maintaining department schedule in appropriate
- Organizes and directs an assigned part of a program or activity
on an on-going basis; leads others as necessary to accomplish
program or functional objectives.
- Coordinates program, department, or division budget
administration processes; researches and works with management to
resolve budget questions and inconsistencies; monitors and tracks
expenditures and revenues; creates and processes contracts,
agreements, and requisitions; processes invoices and prepares
chargeback documentation; verifies budget and account codes;
develops budget reports as needed.
- Assists in preparation and maintenance of the Division
curriculum and class schedule.
- Serves as point of contact for students, parents, staff,
faculty, and the general public for assigned program, department,
or division by answering a variety of questions and responding to
complaints; providing information regarding classes and campus
facilities and directions; explaining program requirements,
policies, procedures, and eligibility questions according to
established guidelines or by referring the customer to other
programs, departments, off-campus services, agencies, and community
groups, as appropriate.
- Designs, creates, and edits a variety of documents, including
confidential documents, such as correspondence, letters, memos,
agendas, reports, lists, forms, schedules, flyers, event materials,
and statistical reports.
- Researches and analyzes data; prepares a variety of reports
according to established procedures and practices; inputs and
retrieves data from various program, department, division, and/or
District-wide software applications and database systems.
- Receives payments, donations, and fees from the public; issues
receipts as appropriate according to established procedures;
prepares bank deposits; allocates receivables to appropriate
accounts and ensures proper coding; and completes reports.
- Verifies and reviews forms and reports for completeness and
conformance with established policies and procedures; applies
policies and procedures in determining completeness of
applications, records, and files.
- Serves as staff support to assigned committees, including
compiling agenda items and supporting documentation, communicating
directly with committee members, and maintaining detailed tracking
of governance processes and actions.
- Plans, schedules, and organizes program, department, and/or
division-related events, workshops, informational seminars,
presentations, and related activities including developing and
monitoring budgets; processing independent contractor agreements
and purchase requisitions; and ensuring compliance with established
timeline and budget.
- Organizes and maintains accurate and detailed databases, files,
and records, verifies accuracy of information, researches
discrepancies, and records information.
- Receives, time stamps, sorts, and distributes incoming and
interdepartmental mail; prepares and distributes outgoing
- Performs a variety of office support and customer service
duties such as registering, dropping, and/or adding students to
programs and/or services; maintaining websites; opening and
securing offices; scheduling meetings with other staff;
coordinating travel arrangements; processing, compiling, and
maintaining timesheets, personnel, and confidential documents;
tracking staff and faculty leaves; processing reimbursements;
attending meetings and taking minutes; and ordering and maintaining
office and other related supplies.
- May provide direction, training, orientation, and guidance to
assigned staff; plan, schedule, prioritize, and assign work; and
review and control quality of work.
- Learns and applies emerging technologies related to the area(s)
- Performs related duties as assigned.
- Modern office practices, procedures, technology, and computer
equipment and applications, including word processing, database,
and spreadsheet applications.
- Applicable federal, state, and local laws, rules, regulations,
ordinances, and District policies and procedures relevant to
assigned area of responsibility.
- Record keeping and filing systems and methods.
- Principles and practices of data collection and report
- Basic business arithmetic and bookkeeping.
- Business letter writing and the standard format for reports and
- Methods of preparing and processing various records, reports,
forms, and other documents specific to assigned program,
department, or division.
- English usage, grammar, spelling, vocabulary, and
- Techniques for providing a high level of customer service by
effectively dealing with the public, students, and District staff,
including individuals of diverse academic, socio-economic, ethnic,
religious, and cultural backgrounds, disability, and sexual
- Demonstrate understanding of, sensitivity to, and respect for
the diverse academic, socio-economic, ethnic, religious, and
cultural backgrounds, disability, and sexual orientation of
community college students, faculty and staff.
- Perform administrative and program support work accurately,
within established deadlines, and with use of independent
- Respond to and effectively prioritize multiple phone calls and
other requests for service.
- Understand the organization and operation of the District and
of outside agencies as necessary to assume assigned
- Interpret, apply, and explain applicable federal, state, and
local laws, rules, regulations, ordinances, and District policies
and procedures relevant to assigned area of responsibility.
- Gather and compile program/department/division-specific
information from a variety of sources.
- Prepare, review, and present reports and other correspondence
and communications in a clear and concise manner.
- Maintain accurate databases, records, and files.
- Maintain confidentiality and be discreet in handling and
processing confidential information and data.
- Compose correspondence and reports independently or from brief
- Perform arithmetic, financial, and statistical computations
- Organize and prioritize a variety of projects and multiple
tasks in an effective and timely manner; organize own work, set
priorities, and meet critical time deadlines.
- Effectively use and keep current with computer systems,
software, and modern business equipment to perform a variety of
- Use English effectively to communicate in person, over the
telephone, and in writing.
- Use tact, initiative, prudence, and independent judgment within
general policy, procedural, and legal guidelines.
- Establish, maintain, and foster positive and effective working
relationships with those contacted in the course of work.
Licenses and Certifications:
- Understanding of, sensitivity to, and respect for the diverse
academic, socio-economic, ethnic, religious, and cultural
backgrounds, disability, and sexual orientation of community
college students, faculty and staff.
- Any combination of training and experience which would provide
the required knowledge, skills, and abilities is qualifying. A
typical way to obtain the required qualifications would be
equivalent to completion of the twelfth (12th) grade AND
three (3) years of increasingly responsible and varied
administrative and office support experience.
Must possess mobility to work in a standard office setting and use
standard office equipment, including a computer; vision to read
printed materials and a computer screen; and hearing and speech to
communicate in person and over the telephone. Standing in and
walking between work areas is frequently required. Finger dexterity
is needed to access, enter, and retrieve data using a computer
keyboard or calculator and to operate standard office equipment.
Positions in this classification frequently bend, stoop, kneel, and
reach to perform assigned duties, as well as push and pull drawers
open and closed to retrieve and file information. Employees must
possess the ability to lift, carry, push, and pull materials and
objects up to 10 pounds with the use of proper equipment.
Reasonable accommodations will be made for individuals on a
Employees work in an office environment with moderate noise levels,
controlled temperature conditions, and no direct exposure to
hazardous physical substances.
CONDITIONS OF EMPLOYMENT:
- A District on-line application on http://hr.fhda.edu/careers/. *In
the application, you will provide information, which demonstrates
your understanding of, sensitivity to, and respect for the diverse
academic, socio-economic, ethnic, religious, and cultural
backgrounds, disability, and sexual orientation of community
college students, faculty and staff. Additionally, you will be
asked to explain how your life experiences, studies or work have
influenced your commitment to diversity, equity and inclusion.
- A cover letter addressing your qualifications for the
- A current resume of all work experience, formal education and
Full-Time, Permanent, 12-months per year
As soon as possible upon completion of the
If any required application materials are omitted, the committee
will not review your application. Items not required (including
reference letters) will not be accepted. For full-consideration,
all application packets must be received by 11:59 pm on the closing
Please allow yourself ample time to complete your application
and resolve any technical difficulties that may arise with your
submission. We do not guarantee a response to application questions
within 48 hours of the closing date.
Excellent benefits package which includes medical coverage for
employee and eligible dependents, dental, vision care, employee
assistance program, long term disability, retirement benefits and
basic life insurance. For information on our benefits package that
includes medical for employees and dependents, visit our web site:
Persons with disabilities who require reasonable accommodation to
complete the employment process must notify Employment Services no
later than the closing date of the announcement. The successful
applicant will be required to provide proof of authorization to
work in the U.S. All interviewing costs incurred by applicant are
the responsibility of the applicant.
For more information about our application process contact:
Foothill-De Anza Community College District
12345 El Monte Road
Los Altos Hills, California 94022
To apply, visit https://fhda.csod.com/ux/ats/careersite/4/home/requisition/1404?c=fhda