Administrative Assistant I

Los Rios Community College District; Folsom (CA); On-site; USD 48,000 - 60,000; Full time

Job summary

Los Rios Community College District is seeking an Administrative Assistant to perform varied clerical tasks within standard policies and procedures. The role supports administrators, schedules meetings and travel, prepares materials for presentations, and maintains calendars across departments.

Responsibilities include preparing records and reports for the District and external agencies, handling confidential information, assisting with budget monitoring and purchasing, and coordinating events

Qualifications

• Two years of experience related to the duties of the position.
• One year of college level business, office technology, or related course work from an accredited institution may substitute for up to one year of the required experience.
• Promotional: One year of experience with Los Rios Community College District performing clerical duties.
• Have an equity-minded focus, responsiveness, and sensitivity to and understanding of the diverse backgrounds of community college students, including those with disabilities.

Responsibilities

• Assist administrator with office organization and detail; recommend operating practices and procedures to create new or revise existing methods.
• Interview callers and answer inquiries requiring knowledge of college and District resources.
• Coordinate activities with other District offices; schedule meetings, conferences and appointments; assist with coordinating events.
• Maintain calendars for managers and professional staff; prepare materials for presentations and instruction.
• Prepare records and reports for District and external agencies; handle confidential materials and correspondence.
• Assist with monitoring and reconciliation of department budgets; order materials and services; process purchasing forms and travel claims.

Education

One year of college level business, office technology, or related course work from an accredited institution

Job description

Position Summary

Positions in this class are generally assigned to Dean level positions, and incumbents perform varied and complex administrative assistant and clerical tasks within a framework of standard policies and procedures with minimal oversight. For a detailed job description for this Los Rios ClassifiedEmployees Association (White Collar) posting.

Typical Duties

Assist administrator with office organization and detail andrecommend operating practices and procedures to create new or torevise existing methods; implement systems to improve internalprocess in support of changing departmental and District needs,informing affected staff and providing training as needed;interview callers; answer inquiries requiring knowledge of collegeand District resources, activities, services, policies andprocedures and refer inquiries as appropriate; provide informationregarding college standards and procedures and assist in thecoordination of services for students, staff, and the public;assist students and staff to resolve problems relating to specialprograms, student services records, or related complaints,referring to appropriate staff members; coordinate activities withother District offices; schedule meetings, conferences andappointments; assist with coordinating events; maintain calendarsfor managers and/or professional staff; make arrangements fortravel, meetings, and conferences, and process travel claims;prepare materials for presentations and instruction; preparerecords and reports for District and/or external agencies;independently prepare correspondence, memoranda, agendas, reports,technical requests, and other materials, including information of aconfidential nature; prepare required District and departmentaldocuments including, but not limited to, time sheets, reports,preliminary payroll records, travel forms, purchasing forms,requisitions, and workers compensation claim forms; assist with themonitoring and reconciliation of department and/or office budgets;order materials, supplies, and services and resolve issuesencountered in the purchasing process to assure timely payment tovendors; maintain accurate records and databases; assist with thepreparation of the college catalog for printing; assist indeveloping and publishing curriculum and committee calendars;prepare and distribute meeting agendas, minutes, correspondence,memoranda, reports and other correspondence; take minutes atmeetings exercising judgment and discretion in editing andcomposition; assist in preparing material for published classschedules, catalogs, student guides, newsletters, bulletins andregistration; develop and maintain forms; verify and calculatefull-time equivalency (FTE) and instructional load for faculty;track flex obligation for faculty; prepare adjunct facultyassignment paperwork and related documents; assist withcoordination of department hiring and orientation processes;process mail; receive and accounts for fees; operate and maintainoffice equipment; serve on committees as assigned; have leadresponsibility for temporary employees, including interviewing andtraining. Perform related duties as required.

Minimum Qualifications

EXPERIENCE: Two years of experience related to the duties of the position.

EDUCATION: One year of college level business, office technology, or related course work from an accredited institution may be substituted for up to one year of the required experience.

Promotional: One year of experience with Los Rios Community College District performing clerical duties. (Promotional applies to current, regular Classified employees working with the Los Rios Community College District.)

Have an equity-minded focus, responsiveness, and sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, including those with physical or learning disabilities as it relates to differences in learning styles; and successfully foster and support an inclusive educational and employment environment.

(Experience Requirement: One year of experience is equal to 12 months of experience at 40 hours per week. Applicablepart-time experience will be converted to the full-time equivalentfor purposes of meeting the experience requirement. EducationRequirement: One year of education is equal to 30 semesterunits.)

Education must be from an accredited institution.