Administrative Assistant I

Los Rios Community College District; Sacramento (CA); On-site; USD 40,000 - 60,000; Full time

Job summary

Los Rios Community College District in Sacramento seeks candidates for a Dean-level administrative assistant/clerical role. The incumbent will perform varied tasks within standard policies and procedures, supporting administrators and staff across departments.

The position involves preparing correspondence, scheduling, travel, meetings, and coordination of services for students and the public. Responsibilities include organizing offices, improving internal processes, maintaining records, and

Qualifications

• Two years of experience related to the duties of the position.
• One year of college level business, office technology, or related coursework 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.
• Experience requirement: one year equals 12 months at 40 hours per week; part-time converted to full-time for meeting requirement.

Responsibilities

• Assist administrator with office organization and detail; recommend operating practices and procedures.
• Implement systems to improve internal processes and inform staff; provide training as needed.
• Interview callers and answer inquiries about college resources, policies and procedures.
• Coordinate services for students, staff, and the public; resolve problems relating to programs and records.
• Coordinate meetings, events, travel, and calendars; prepare materials for presentations.
• Prepare and maintain records, reports, and correspondence, including confidential material.
• Assist with department hiring and orientation processes; process mail and payments.

Education

One year college level business or office technology coursework

Education must be from an accredited institution

Job description

Position Summary

Positions in this class are generally assigned to Dean levelpositions, and incumbents perform varied and complex administrativeassistant and clerical tasks within a framework of standardpolicies and procedures with minimal oversight. For a detailed job description for this Los Rios ClassifiedEmployees Association (White Collar) posting click here .

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 ofthe position.

EDUCATION: One year of college level business, officetechnology, or related course work from an accredited institutionmay be substituted for up to one year of the requiredexperience.

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

( Experience Requirement: One year of experience is equalto 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.

Have an equity-minded focus, responsiveness, and sensitivity to andunderstanding of the diverse academic, socioeconomic, cultural,disability, gender identity, sexual orientation, and ethnicbackgrounds of community college students, including those withphysical or learning disabilities as it relates to differences inlearning styles; and successfully foster and support an inclusiveeducational and employment environment.