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Administrative Assistant I - Academic Senate (Part Time)

Employer
Grossmont/Cuyamaca Community College District
Location
California, United States
Salary
Salary Not specified
Date posted
Nov 21, 2023

SUBSTITUTE OR OUT-OF-CLASS ASSIGNMENT
ADMINISTRATIVE ASSISTANT I – ACADEMIC SENATE (PART TIME)
GROSSMONT COLLEGE

APPLICATION PROCEDURES: Applicants interested in this part time position, send a 1 page cover letter addressing how you meet the requirements of the position, and a complete and current resume by Tuesday, December 5, 2023 at 5:00 p.m. to: alison.haertjens@gcccd.edu

(Probationary Employees, Please Contact Human Resources Prior To Applying To This Position)

SALARY
CL-26: $19.89 (hourly rate)

For internal, out-of-class employees, the compensation shall be paid at the step of the higher classification which is at least five (5) percent greater than the bargaining unit member's monthly salary, including any longevity increment.

DEPARTMENT
Academic Senate

START DATE
January 2024

STATUS/ASSIGNMENT
Temporary/until permanent position is filled

SCHEDULE/HOURS
17 hours/week
Monday - 8am to 5pm and Wednesday – 9am to 5pm

SUMMARY: Under the direction of an assigned supervisor, perform a variety of responsible secretarial and administrative assistant duties in support of a program or functional area.

EDUCATION: Graduation from high school or equivalent.

EXPERIENCE: One year responsible clerical experience or formal training/education.

Applicants who are protected under the Americans with Disabilities Act due to a disability and require accommodations for completing the application process please notify the District Human Resources Department.


SUMMARY:

Under the direction of an assigned supervisor, perform a variety of responsible secretarial and administrative assistant duties in support of a program or functional area.

ESSENTIAL FUNCTIONS:

Perform a variety of secretarial and clerical duties for assigned administrator and other staff, relieving them of a variety of operational duties.

Interpret and apply rules and regulations as appropriate.

Organize and manage the day-to-day activities of an assigned office to assure efficient and effective office operations.

Run reports, requisitions, work orders, purchase orders, fund transfers and other documents related to assigned functions.

Greet office visitors; initiate and answer telephone calls; screen and direct calls and visitors to appropriate personnel; take messages as necessary; provide information; receive sort and route mail.

Assist with arrangement of travel accommodations, conferences and meetings as necessary.

Prepare and review routine correspondence, records, and other documents for accuracy, completeness and conformance to established rules and regulations.

Prepare agenda items for meetings as required; take and transcribe minutes and distribute to appropriate personnel; maintain records of meetings as required.

Establish and maintain a variety of records, logs and files related to assigned functions; obtain and provide information from records and files as requested.

Order and maintain office supplies; schedule maintenance and repair of equipment.

Coordinate the duplication and distribution of a variety of materials; distribute forms, applications and related materials.

Operate a variety of office equipment including computers and peripherals, calculators, copy machines, etc.

Provide work direction to hourly personnel as assigned. Follow district and department policies and procedures. Maintain currency of qualifications for area of assignment.


SECONDARY FUNCTIONS:

Coordinate communication with other district departments and personnel, students, educational institutions, vendors, other outside organizations and the public.

Maintain departmental area(s) in a safe, clean and orderly condition; assure compliance with established safety procedures and regulations.

Substitute for other secretarial personnel as needed. Perform related duties as assigned.

KNOWLEDGE OF:

Modern office practices, procedures, equipment and software, including telephone techniques and etiquette.
Recordkeeping techniques.
Proper use of English grammar, spelling, punctuation and vocabulary.

ABILITY TO:

Perform responsible secretarial and clerical work with speed and accuracy. Keyboard at 55 net words per minute from clear copy.
Transcribe minutes for committee meetings efficiently and effectively. Maintain records, logs, files and other related information.
Operate a variety of office equipment and software consistent with requirements of the position. Understand and follow oral and written directions and communicate effectively.
Establish and maintain cooperative and effective working relationships with others; demonstrate commitment to customer service.
Learn district protocols, policies and procedures. Meet schedules and time lines.
Perform basic mathematical computations. Maintain confidentiality.
Interpersonal skills using tact, patience and courtesy. Work efficiently with many interruptions.
Make arrangements for meetings. Work effectively with direct supervision.

EDUCATION:

Graduation from high school or equivalent.

EXPERIENCE:

One year responsible clerical experience or formal training/education.

WORKING CONDITIONS:

Office environment subject to frequent interruptions.

Subject to sitting for extended periods of time and repetitive motion. Some reaching and bending may be required.

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