Description
Under the direction of the assigned manager, perform a variety of
complex and responsible, administrative assistance and research
duties to support management in the administrative details of a
major, complex program or function.
DISTINGUISHING CHARACTERISTICS:
This is the journey level class in the Administration Assistant
series. Positions at this level are distinguished from other
classes within the series by the level of responsibility assumed
and the complexity of duties assigned. Employees at this level are
required to be fully trained in all procedures related to assigned
areas of responsibility.
Responsibilities and Duties
ESSENTIAL FUNCTIONS:
- Organize and manage the day-to-day activities of an assigned
office to ensure efficient and effective office operations.
Establish work procedures, lead and direct student workers and
lower-level staff.
Perform administrative functions for an assigned
administrator(s), programs or services; develop and proofread a
wide variety of agendas, minutes, reports, letters and memoranda
from rough draft or verbal instruction; independently compose
correspondence related to assigned areas of responsibility.
Coordinate communication between the administrator(s) and
staff, students, faculty, vendors, and the public; obtain and
provide information, coordinate activities and resolve issues.
Establish, maintain and revise manual and computerized filing
systems, departmental reports and mailing lists, databases and
other necessary records. Verify data for accuracy, completeness and
compliance with established and mandated requirements.
Establish practices and procedures to protect and maintain
confidentiality of records.
Screen telephone calls and visitors; respond to inquiries and
requests from students and the public; take and relay messages;
schedule conference calls; receive concerns and complaints
presented by students, faculty, staff, applicants, vendors, and the
public.
Schedule and maintain calendar(s) including meetings,
conferences, appointments and travel arrangements for assigned
administrator(s), faculty or staff.
Research District policies, procedures and practices for
assigned administrator(s), faculty or staff.
Compile data and information; prepare and submit for approval
reports as necessary.
Monitor budget expenditure and account balances; provide
reports for management for budget development.
Enter requisitions and disbursement vouchers into the financial
software system; process and route invoices for payment.
Process and monitor contracts and special services agreements,
as required.
Compile and maintain timecard and payroll information for
employees in the assigned area; collect and process monthly absence
reports.
Maintain and update the unit’s website, as required.
Receive, screen and sort office mail; route to appropriate
staff; send and receive email.
Research and obtain estimates from vendors regarding needed
supplies and equipment; order supplies as needed.
Provide information and forms to students related to programs
and division curriculum.
Coordinate or assist in coordinating events and activities
within assigned areas including planning, notifications,
arrangements, and scheduling staff.
Prepare service requests and work orders for classrooms, labs,
workshops and offices; schedule repairs.
Attend meetings, prepare agendas, record and distribute minutes
and reports.
Perform related duties and responsibilities as assigned.
Qualifications
Knowledge of:
- Office procedures and methods.
- Standard office equipment and machines.
- MS Office software applications.
- Principles of business letter writing and basic report
preparation.
- Principles and practices of filing and record keeping.
- Proper language usage, spelling, grammar and punctuation.
- Pertinent Federal, State and local codes, laws and
regulations.
Ability to:
- Perform a wide variety of duties in support of assigned
staff.
- Independently prepare correspondence and memoranda.
- Organize and schedule work to maximize efficiency.
- Accurately keyboard at a satisfactory pace.
- Maintain a calendar of activities and schedule meetings
appropriately.
- Operate standard office equipment.
- Respond to requests and inquiries from students, faculty and
staff.
- Maintain a variety of files and records.
- Communicate clearly and concisely, both orally and in
writing.
- Establish and maintain cooperative and effective working
relationships with all employees and others encountered in the
course of work.
- Demonstrate sensitivity to and understanding of the diverse
academic, socioeconomic, cultural, disability, gender identity,
sexual orientation, linguistic, and ethnic backgrounds and
disabilities of community college students and staff as
demonstrated by skills and abilities in cultural responsiveness and
cultural humility.
EDUCATION AND EXPERIENCE:
Any combination of experience and training that would provide
the required knowledge and abilities is qualifying. A typical way
to obtain the required knowledge and abilities would be:
Education:
High school diploma or equivalent.
Experience:
Three years’ experience of increasingly responsible administrative
support.
Supplemental Information
WORKING CONDITIONS:
Consistent with its obligations under the law, the San Joaquin
Delta College will provide reasonable accommodation to any employee
with a disability who requires accommodation to perform the
essential functions of their job.
Physical Demands:
- Regularly perform desk-based computer tasks.
- Frequently sitting.
- Occasionally stand/walk, reach/work above shoulders, grasp
lightly/fine manipulation, grasp forcefully, use a telephone,
sort/file paperwork or parts, lift/carry/push/pull objects that
weigh up to 30 pounds.
- Rarely twist/bend/stoop/squat, kneel/crawl.
Work Environment:
Office Environment. A workplace featuring typical office amenities,
including computers, telephones, and office furniture, in a
controlled indoor setting.
