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Administrative Assistant IV (School of Math and Science OR Liberal Arts)
Administrative Assistant IV (School of Math and Science OR Liberal Arts)
Full Time Classified
8/14/2022 11:59 PM Pacific
This posting is for two open positions; one in the School of Math and Science and one in the School of Liberal Arts
The classification of Administrative IV is distinguished from the lower classifications of Administrative Assistant I/II/III in that employees in this class establish efficient communication with other members of the faculty, staff, administration and the community; produce, distribute, and disseminate information in a variety of formats; and assume responsibility for the completion of special projects. This job class is further distinguished by its advanced use of communication, discretion, initiative, problem-solving skills, independent judgment and scheduling responsibilities.
Board approved: 9/5/2012
Essential duties and responsibilities include the following. Other job-related duties may be assigned.
- Performs a variety of highly responsible administrative, secretarial/clerical, and operational support function of a wide and complex nature; assists and arranges department assignment and activities.
- Perform multiple projects concurrently; Perform preliminary data entry of the School's schedule of classes for Fall, Spring, and Summer semesters for multidisciplinary Schools, payroll support duties and calculations using Districts ERP system.
- Collects and analyzes relevant data; researches, initiates necessary change, and provides background documentation on matters requiring the administrator's attention; assumes responsibility for timely completion of the special projects or tasks; and assists in all pertinent matters.
- Assists in developing and monitoring department and/or office procedures analyzing activities needed to be addressed; recommends course of action for inter-office matters such as personnel, budget, procedures, policies and special projects.
- Directs and assign work to student workers and temporary personnel as assigned; serves as a resource regarding applicable rules, regulations, and policies and procedures; order office supplies and assure proper operation of office machines.
- Serves as liaison between the administrator and other district officials, staff, student, internal and external organizations and regulatory agencies; and enhances communication with the same.
- Collect and compile narrative, statistical and financial data and other information for inclusion into special and period reports. Maintain and update as required current regulations for all regulated programs.
- Establishes and maintains records, filing systems, and logs; monitors staff/faculty calendars as assigned; monitors and records staff/faculty attendance;provides payroll support duties and calculations using District ERP.
- Assists in the development and monitoring of the department budget; establishes open accounts, prepares purchase requisitions; maintains equipment inventory; orders equipment, warehouse and other supplies; resolves invoice discrepancies; initiates, prepares, and submits budget revisions and corrections.
- Schedules, and prioritizes meetings, appointments, and special events for the administrator; reserves meeting sites; coordinates travel arrangements; contacts and confirms appointments and meetings; attends meetings and takes minutes as necessary.
- Interprets and explains department procedures and policies to school district representatives and the general public; refers callers to the appropriate staff member.
- Operates a microcomputer, typewriter, duplicating machine, fax machine, calculator, and other peripheral office equipment in the course of assigned functions.
- Utilizes a variety of accounting, word-processing, graphic/presentation, and data base software applications programs.
- Prepares, types, formats, edits, and distributes a variety of routine and complex correspondence, reports, memorandums, forms, and department publications; may determine the format and content of written communications.
- Receives, opens, and distributes incoming mail; initiates and/or or transmits inter-office memorandums and notices.
- Provides administrative support in the selection process for student workers.
- Performs all other related duties as required.
- Assist faculty and staff with clerical work as time allows.
- Compile and consolidate information to prepare budgets and other fiscal reports.
- Perform job-related duties as assigned.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Graduation from high school including or supplemented by two years of administrative office training AND
- Three years of progressive job related experience as an administrative assistant or office manager, preferably in an educational institution which includes the operation of microcomputers using word processing, spreadsheet and data base management software or any combination of training, experience, and/or education that provides the required knowledge, skills, and abilities.
Knowledge, Skills and Abilities
- Modern office practices, procedures and equipment, including letter and report writing, financial and statistical record-keeping, receptionist and telephone techniques.
- Research methods and techniques
- Office management techniques
- Perform difficult and complex secretarial and office management duties.
- Follow and understand oral and written instructions without immediate supervision
- Operate mainframe computer terminals and microcomputers including word processing, data base management, spreadsheet, graphics and desktop publishing software.
- Operate office equipment including copier, calculator, facsimile machine and others.
- Operate an electronic keyboard accurately at 60 words per minute.
- Interpret and apply applicable state and federal laws, rules, regulations, and procedures, and policies related to assigned areas of responsibility.
- Learn class schedule construction to provide data entry support to the unit.
- Record and transcribe information accurately at an acceptable rate of speed.
- Format, type, proofread and distribute documents and other written materials.
- Train and provide work direction to others.
- Establish and review work priorities.
- Meet demanding schedules and multiple, often conflicting timelines.
- Maintain accurate statistical and financial records.
- Plan and organize work.
- Establish and maintain effective and cooperative working relationships with others.
- Work confidentially with discretion.
- Demonstrate a sensitivity to relate to persons with diverse socio-economic, cultural, and ethnic backgrounds, including the disabled.
- Work effectively and independently with minimal supervision.
- Perform assigned work with speed and accuracy.
- Use word processing, graphics and desktop publishing software to prepare a variety of documents and printed materials.
- Ability to read, interpret, apply and explain District and division policies, procedures and regulations.
- Ability to compile information and write reports, business correspondence, and procedure manuals.
- Ability to read, interpret, apply and explain program policies and requirements.
- Ability to write routine reports and correspondence using correct English usage, grammar, spelling, punctuation and vocabulary.
- Ability to effectively present information in person or on the telephone to students, staff or the public.
- Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
- Ability to learn quickly and apply specific laws, regulations, rules, policies and procedures of the department and functions to which assigned.
- Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
- Ability to analyze situations accurately and use an effective course of action.
- Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
- Ability to learn quickly and apply specific rules, policies and procedures of the program and function to which assigned.
- Ability to exercise good judgment and discretion in analyzing and resolving confidential, difficult and sensitive situations.
- While performing the duties outlined in this classification, employees in this classification are regularly required to sit for long periods of time, use hands and fingers to operate an electronic keyboard or other office machines, reach with hands and arms, stoop or kneel or crouch to file, speak clearly and distinctly to answer telephones and to provide information; and hear and understand voices over telephone and in person. Employees in this classification are frequently required to attend meetings or to pick up or deliver materials at other campus locations.
- Employees assigned to this classification must regularly lift, carry and/or move objects weighing up to 10 pounds.
- Specific vision abilities required for positions assigned to this classification include close vision (clear vision at 20 inches or less) and the ability to adjust focus (ability to adjust the eye to bring an object into sharp focus).
- The work assigned to this classification is typically performed in an office environment. While performing the duties of this classification, the employee regularly is subjected to continual interruptions and exposed to the risks of computer-generated video radiation. The work environment is sometimes noisy.
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