Administrative Assistant III (Student Services)

Position Definition

To perform a variety of complex and responsible clerical and administrative duties for assigned office, department or program, including document processing, record keeping, and technical report compilation and interpretation of policies and procedures within assigned area.

Distinguishing Characteristics Administrative Assistant I -This classification performs less complex clerical, program, or instructional support assignments while learning District policies and procedures.

Administrative Assistant II This classification is distinguished from the Administrative Assistant I by the performance of a variety of activities involved in the preparation of reports, scheduling and a broad range of complex administrative tasks.

Administrative Assistant III This classification performs more complex administrative tasks and interpretation of policies and procedures with minimal supervision.

Typically reports to a College Dean or other high-level manager.

Administrative Assistant, Senior This classification typically supports a Vice President or other executive manager with a broad level of responsibility with substantial District-wide impact.

The duties involve a wide variety of diverse and complex administrative tasks as well as departmental coordination, requiring a substantial amount of tact, judgment, and initiative.

Examples of Duties / Essential Functions Acts as a liaison between campus employees and the public to coordinate activities;

answers phones and screen calls; schedules appointments; provides general departmental information, documents, and forms.

Assists or gives guidance and general information to staff, students and the public in navigating departmental processes.

Assists in planning and scheduling department activities; researches and provides direction on questions pertaining to policies and procedures.

Performs routine personnel, budget, and payroll functions for assigned department; develops and initiates a variety of files and records such as payroll, budget and attendance.

Examines and verifies fiscal records and expenditures; maintains budget records; reconciles budget accounts to ensure accuracy;

receives purchasing invoices; arranges for payment of appropriate purchases.

Receives, classifies, reconciles, interprets, consolidates, and / or summarizes documents and information.

Maintains department / office records and fiscal information for control purposes, such as student and employee databases, transcripts, correspondence, tests, advisory certificates and probation reports.

Researches and prepares reports and analyses within prescribed guidelines, including statistical reports, drawing data from a variety of both internal and external sources.

Prepares and proofreads a wide variety of documents such as course proposals, confidential memoranda, exams, class outlines, reports, schedules, and letters;

organizes and maintains internal records and filing systems.

Operates a variety of office equipment, including photocopier, calculator, and computer.

May notify students of and post canceled classes.

Dispatches service requisitions; determines and assigns priorities of requests.

May serve as Secretary to a committee; prepares agendas; schedules facilities; records and prepares minutes.

Performs related duties as assigned. Minimum Qualification-Education / Experience EXPERIENCE AND TRAINING

Three (3) years of experience performing broad and varied complex clerical and administrative duties.

EDUCATION / LICENSE OR CERTIFICATE

Possession of a high school diploma / GED or the equivalent with some college coursework. Minimum Qualification-Knowledge Of Modern office procedures, practices and technology / equipment.

Modern software applications (Microsoft Office Suite, etc.).

English usage, grammar, spelling, punctuation and vocabulary. Minimum Qualification-Skill To Keyboard with accuracy.

Perform responsible clerical work with accuracy and speed.

Meet multiple established timelines and deadlines without immediate supervision.

Learn and interpret District or college rules, laws, and policies, and apply them using good judgment in a variety of procedural situations.

Communicate effectively, both orally and in writing.

Make mathematical calculations quickly and accurately.

Serve students, staff and colleagues in a helpful, empathetic, professional manner.

Establish and maintain cooperative work relationships with those contacted in the performance of required duties.

Apply general rules, policies and procedures of the departmental / office to which assigned.

Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, race, ethnicity, gender identity, sexual orientation, age, mental or physical disability, and religious background of all students, faculty and staff, and with all individuals encountered in the performance of required duties.

Minimum Qualification-Ability To Desirable Qualifications Job Open Date : 08 / 19 / 2024 Job Close Date : 09 / 16 / 2024 Open Until Filled No Foreign Degree and Credit Statement : In accordance with the Human Resources Procedure , all foreign degrees and credits used to meet the minimum qualifications must be evaluated by an approved National Association of Credential Evaluation Services (NACES) agency prior to the implementation of the equivalency process.

You must upload your evaluation with your application when you apply for this position to be considered. We cannot accept foreign degree evaluations after the closing date.

The candidate bears all responsibility and costs associated with obtaining the evaluation. Employee Benefits : Insurance : The District offers health, vision, dental and life insurance for monthly classified employees and managers / supervisors and their eligible dependents.

Monthly classified employees and managers / supervisors covered by another health medical plan may waive District coverage and receive a monthly cash stipend.

Retirement : Most employees are members of the PERS (Public Employees Retirement System). Faculty employees and Academic Managers are members of the STRS (State Teachers Retirement System).

Police Service employers are members of Safety Public Employees Retirement System.

Deferred Compensation : The District offers two optional deferred compensation plans. Eligible employees have a choice of the 457, 403b plans and a selection of savings and investment options.

Leave Allowance : The District offers monthly eligible classified employees and managers / supervisors a generous vacation and sick leave benefits as well as 20 paid holidays annually (which can vary based on length of winter break).

Additional Benefits : The District also offers monthly eligible classified employees and managers / supervisors educational reimbursements, employee assistance programs, a travel assistance plan, longevity compensation, retiree benefits, employee discounts on health memberships and a comprehensive wellness program.

Newly hired employees may notify the respective union (Local 1 or United Faculty) if they opt to join and / or authorize payment to the union.

If the newly hired employee authorizes payment to the union then the following fees apply : Local 1 has a one-time initiation fee of $ and monthly contribution of 1% of gross pay +$1.

United Faculty has an agency fee of .55% of gross pay plus $ (All confidential, supervisory and management positions are exempt from union membership)