Administrative Assistant I - District Pool

Stanford, USC and UCLA, UC Berkeley, UC Irvine, Cal State LA, Cal State Long Beach, and Whittier College to name a few.

Strengths

Our caring and dedicated student-centered staff, faculty, and administrators are devoted to the advancement of educational justice, equity, and opportunity for all our students. Our Colleges 900 employees, with close to 600 faculty, hold themselves accountable for the academic success of disproportionately impacted student populations. Our entire staff, with unwavering team collaboration, work hard to ensure our students reach their full potential by eliminating gaps in academic outcomes that traditionally hinder students of color.

Rio Hondo College is committed to the recruitment of qualified and diverse employees who are dedicated to our students success. We recognize that diversity in an academic environment fosters cultural awareness, promotes mutual understanding and respect, and provides suitable role models for our students. We are steadfast in our hiring practices and staff development processes which reinforce the goals of equal opportunity, diversity, and inclusion. Our practices and processes also support the importance of a workforce that reflects the community and the diverse student population we serve.

Rio Hondo College employs approximately 55% tenured track faculty of color; 60% part-time faculty of color; 85% classified staff of color; and 50% administrators of color.

Rio Hondo College offers 30 associate degrees that guarantee transfer (ADTs) to Cal State Universities, a bachelors degree in Automotive Technology, more than 60 certificates, a Pathway to Law School, dual enrollment with K-12 districts, state championship speech & debate team, top-notch athletic teams, student leadership opportunities, travel abroad experiences and more.

In collaboration with the communities in Pico Rivera, Santa Fe Springs, El Monte, South El Monte, Whittier, portions of Norwalk, La Mirada, Downey, La Puente, the City of Industry, Los Nietos and Avocado Heights, Rio Hondo College provides an exceptional academic curriculum to meet the unique needs of our region and strengthen our communities.

Basic Function

Under the direction of an administrator or manager, performs a variety of routine administrative responsibilities including but not limited to extraction and gathering of data to process information on behalf of an office, department, or assigned program(s).

Representative Duties

1. Assists in the day-to-day activities and workflow of an office, department, or assigned program; performs administrative responsibilities in support of the area of assignment. E
2. Plans, schedules, and performs a wide variety of routine administrative responsibilities in support of an assigned office, department, and/or program; schedules a variety of appointments, meetings, or scheduled events; may apply various codes related to type of appointment. E
3. Serves as the first point of contact; answers inquiries and provides information utilizing various modalities including but not limited to in-person, phone, email, chat, and video conferencing to respond to requests regarding programs, college procedures, and activities related to the area of assignment. E
4. Receives and responds to a variety of requests for information of specialized or confidential nature from District officials, faculty, students, and external institutions, agencies, or organizations; utilized discretion and judgement in the explanation of District rules, regulations, policies, and procedures. E
5. Updates, maintains, and prepares standard forms and documents from notes, rough drafts, written, or verbal instructions. E
6. Updates, maintains, and sorts various department or program materials such as lists, logs and office, department, and/or program files, filing systems, records, and reference materials; assembles and files data in specialized files and records; maintains confidentiality of records and information. E
7. Reviews and edits documents, records, forms, and other materials for accuracy, completeness, and compliance in accordance with established procedures and standards. E
8. Operates a variety of office machines including but not limited to computers, computer software applications, programs, and databases, peripheral hardware and equipment. E
9. Extracts, gathers, and compiles information and simple statistical data from various sources; updates and maintains standard reports as directed. E
10. Assists with coordinating, planning, and scheduling of special events related to the area of assignment, including but not limited to vendor, contractor, and/or performer contact, informational collateral, facility rental, and event support as needed; update, maintain, and distribute event materials through digital and/or online webpages or platforms. E
11. Performs a variety of clerical and administrative responsibilities in support of the departments day-to-day activities and/or operations utilizing a variety of communication modalities including but not limited to answers and responds to phone calls, emails, text messages, and chat platforms; opens, screens, and distributes mail and correspondence; photocopies documents and requests duplication services; ensures maintenance and repairs of assigned work areas, facilities, or equipment; enters various requests for services from IT, Facilities, and Maintenance; contacts vendors for equipment service, when needed; follows-up with vendors to ensure satisfactory completion of requests; may perform simple repairs or maintenance to standard office equipment. E
12. Performs a variety of accounting functions including but not limited to creating and submitting purchase orders (POs), requisitions, timekeeping reports, and requests for reimbursement. E
13. May schedule student appointments and assist students with completion and submission of program and/or office forms depending on the area of assignment. E
14. May provide work direction to student assistants, student workers, and short-term, temporary staff.
15. May serve and participate in a variety of college, department, and/or District trainings, meetings, and/or committees, as requested.
16. Performs related duties that support the overall objective of the position.

Knowledge and Abilities

Knowledge of:

• District and college policies, procedures, rules, and regulations related to the area of assignment.
• California Education Code and Title V as it relates to the area of assignment.
• Federal Educational Rights and Privacy Act (FERPA).
• Federal, state, and local laws, codes, rules, and regulations related to the area of responsibility.
• Campus departments, programs, resources, and services available to students and staff.
• Best practices and procedures on use of various office equipment.
• Correct English usage, grammar, spelling, punctuation, and vocabulary.
• Effective communication techniques and interpersonal skills using tact, patience, and courtesy.
• Organizations and resources available from the surrounding, diverse communities.
• Computer software programs, applications, databases, and Enterprise Resource Planning (ERP) systems; computer hardware and peripheral equipment related to the area of the assignment.
• Operation of a variety of office machines including personal computers, hardware, and peripherals.
• Record-keeping, filing, file sharing, and filing system methods and techniques.
• Modern office practices, procedures, methods, and techniques.
• Effective communication skills both verbally and in writing.
• Type at an acceptable rate of speed based on the requirements of the position.
• Proper telephone etiquette.
• Correct English usage, grammar, spelling, punctuation, and vocabulary.
• Interpersonal skills using tact, patience, and courtesy.
• Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).

Ability to:

• Perform the essential responsibilities of the position.
• Learn, interpret, apply, and explain rules, regulations, policies, and procedures.
• Exercise judgement in completing assignments with minimal supervision or direction.
• Perform a variety of office machines, including personal computer, peripheral hardware, and equipment.
• Plan, schedule, and perform a variety of administrative support of an assigned program, department, or office.
• Plan, organize, and prioritize workload to meet schedules and timelines.
• Demonstrate sound judgement in the application and interpretation of existing methods and procedures.
• Anticipate and identify issues or concerns; make recommendations to increase efficiencies and effectiveness of an office, department, and/or program.
• Exercise tact and diplomacy in dealing with sensitive and complex issues and situations.
• Understand and follow oral and written directions.
• Update and maintain records, files, file sharing, and filing systems.
• Research and evaluate social media posts; track performance and outreach.
• Proofread and edit documents, input data ensuring the accuracy of names and numbers.
• Understand and follow verbal and written directions.
• Effectively communicate both verbally and in writing.
• Adapt to an office environment and circumstances with ever-changing demands and priorities.
• Utilize computer software programs, applications, and databases; computer hardware and peripheral equipment related to the area of assignment.
• Communicate with students, staff, and the public in person and via a variety of communication modalities using various technology resources.
• Operate various office machines including personal computers, computer software programs and applications.
• Communicate with diverse students from a variety of backgrounds and experiences.
• Establish and maintain effective and cooperative working relationships with those encountered in the course of work.

Education and Experience

• High school graduation or General Educational Development (GED);

AND

• Two (2) years of experience providing clerical or administrative support.

OR

• any combination of education and experience which would provide the required qualifications for the position.

Foreign Degrees

Any degree from a country other than the United States, including Canada and Great Britain, must be evaluated by an Evaluation Service prior to the closing date. Certification must be attached with copies of transcripts.

Desired Qualifications

• Availability on Monday, Wednesday, and Fridays
• Three (3) years of experience providing administrative support to an office or department.
• Some college coursework in office management.

Distinguishable Characteristics

Incumbents in the Administrative Assistant I is the entry-level classification within the Administrative Assistant series. The incumbent typically reports to a department manager or office; performs general and routine administrative responsibilities of a routine nature and average difficulty in accordance with clearly defined instructions and/or established office principles, procedures, and District/college guidelines. Incumbents perform administrative activities which may involve limited interpretation, application, or modification of existing policies and procedures.

The Administrative Assistant I is distinguished from the Administrative Assistant II in that the latter is the journey level classification within the Administrative Assistant series. The Administrative Assistant II typically reports to a senior-level manager or manager; performs moderately complex administrative responsibilities which require sound judgement and initiative within a well-defined range of alternatives. The Administrative Assistant II performs a wide variety of moderately complex and responsible office and administrative support functions. The incumbents exercise a moderate level of independent judgement within well-established guidelines, policies, and procedures. Incumbents may occasionally relieve the assigned manager of simple and routine administrative duties.

Working Conditions

PHYSICAL DEMANDS:
While performing the duties of this job, employees are regularly required to sit or stand for extended periods of time; talk or hear, in person and by telephone; use hands repetitively to finger, handle, feel, operate personal computers and other standard office equipment; and reach with hands and arms.

Specific vision abilities required by this job include close vision, ability to distinguish basic shades and colors and the ability to adjust focus.

Employees are frequently required to walk and stand and occasionally lift up to 25 pounds

MENTAL DEMANDS:
While performing the duties of this class, incumbents are regularly required to use written and oral communication skills; read and interpret data; use math and mathematical reasoning; analyze and solve problems; learn and apply new information and skills; perform highly detailed work on multiple, concurrent tasks; and interact with District, students, vendors and others encountered in the course of work, some of whom are dissatisfied or abusive.

WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Employees work under typical office conditions, with constant interruptions, and the noise level may vary depending on activities of the office.

The Americans with Disabilities Act (ADA) requires us to identify the essential duties/functions of the position. We have indicated those duties with an E on the job description.

Position Description

Rio Hondo Community College is currently seeking applicants for part-time, temporary, hourly, clerical, positions on an as needed basis. The application will be valid for 6 months after submission.

Application Procedure

Applications must be submitted by 11:59 p.m. PT on the closing date.

Applicants must submit a complete online application that includes the items listed.

• Rio Hondo College online application (which includes supplemental questions)
• Résumé/Curriculum Vitae
• PAPER APPLICATIONS AND APPLICATION MATERIALS SENT VIA MAIL, FAX, OR EMAIL WILL NO LONGER BE ACCEPTED.
• NOTE THAT ALL CORRESPONDENCE, INCLUDING INTERVIEW INVITATIONS, WILL BE SENT VIA EMAIL.

Additional Information

• The Immigration Reform and Control Act requires the District obtain documentation from every individual who is employed which verifies identity and authorizes his/her right to work in the United States.
• Successful candidate is responsible for verifying all prior work experience and providing all academic transcripts for purposes of salary placement.
• As a condition of employment, the selected applicant must provide a set of fingerprints (at the applicants expense) taken by an official LiveScan agency.
• Provide a Certificate of Tuberculosis Exam for initial employment (The certificate must be renewed every 4 years as a condition of continuing employment).
• For positions requiring a valid California drivers license, proof of insurability is required.
• Applicants who are protected under the Americans with Disabilities Act and require accommodations for completing the application process, testing (if required for position), or the interview, please notify the Human Resources Office.
• A copy of this announcement will be provided in Braille to visually impaired applicants upon request.

Commitment to Diversity

All applicants must have demonstrated cultural competency and sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students and staff.

Cancel RTF Policy

WE RESERVE THE RIGHT TO RE-OPEN, RE-ADVERTISE, DELAY OR CANCEL FILLING THIS POSITION.
THIS RECRUITMENT MAY BE USED TO FILL FUTURE VACANCIES.

EEO Statement

Rio Hondo College is committed to employing qualified administrators, faculty and staff members who are dedicated to student success. The Board recognizes that diversity in the academic environment fosters cultural awareness, promotes mutual understanding and respect, and provides suitable role models for all students. The Board is committed to hiring and staff development processes that support the goals of equal opportunity and diversity, and provide equal consideration for all qualified candidates.