Administrative Assistant I (Limited Term)

Los Rios Community College District; Folsom (CA); On-site; USD 55,000 - 85,000; Full time

Job summary

Los Rios Community College District in California seeks an experienced administrative assistant at the Dean level to manage complex clerical tasks within standard policies. The role emphasizes careful record-keeping, calendar management, and coordination with multiple campus offices to support students, staff, and community services.

You will prepare reports, assist with budget monitoring, arrange travel, and draft materials for meetings.

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 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.
• Have an equity-minded focus, responsiveness, and sensitivity to and understanding of the diverse backgrounds of community college students, including those with disabilities.
• Education must be from an accredited institution.

Responsibilities

• Assist administrator with office organization and developing procedures.
• Interview callers and answer inquiries requiring knowledge of college resources.
• Coordinate services for students, staff, and the public; refer inquiries to appropriate staff.
• Assist with coordinating events and maintain calendars for managers.
• Prepare materials for presentations, reports, and other documents, including confidential information.
• Assist with monitoring and reconciliation of department budgets.

Skills

Office administration

Calendar management

Record keeping

Communication skills

Interdepartmental coordination

Education

One year of college-level business, office technology, or related coursework

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.

This position is 100% categorically funded (funded by federal or state grants). Categorical funded positions are for a limited term,see beginning and ending dates in this job posting. When the funding ends, the District may eliminate this position due to the lack of funding. If that happens, the District will provide notices to all affected employees explaining their rights under the BoardPolicy, Collective Bargaining Agreement, and Education Code.

Typical Duties

Assist administrator with office organization and detail and recommend operating practices and procedures to create new or to revise existing methods; implement systems to improve internal process in support of changing departmental and District needs, informing affected staff and providing training as needed; interview callers; answer inquiries requiring knowledge of college and District resources, activities, services, policies and procedures and refer inquiries as appropriate; provide information regarding college standards and procedures and assist in the coordination of services for students, staff, and the public; assist students and staff to resolve problems relating to special programs, student services records, or related complaints, referring to appropriate staff members; coordinate activities with other District offices; schedule meetings, conferences and appointments; assist with coordinating events; maintain calendars for managers and/or professional staff; make arrangements for travel, meetings, and conferences, and process travel claims; prepare materials for presentations and instruction; prepare records and reports for District and/or external agencies; independently prepare correspondence, memoranda, agendas, reports, technical requests, and other materials, including information of a confidential nature; prepare required District and departmental documents including, but not limited to, time sheets, reports, preliminary payroll records, travel forms, purchasing forms, requisitions, and workers compensation claim forms; assist with the monitoring and reconciliation of department and/or office budgets; order materials, supplies, and services and resolve issues encountered in the purchasing process to assure timely payment to vendors; maintain accurate records and databases; assist with the preparation of the college catalog for printing; assist in developing and publishing curriculum and committee calendars; prepare and distribute meeting agendas, minutes, correspondence, memoranda, reports and other correspondence; take minutes at meetings exercising judgment and discretion in editing and composition; assist in preparing material for published class schedules, catalogs, student guides, newsletters, bulletins and registration; develop and maintain forms; verify and calculate full-time equivalency (FTE) and instructional load for faculty; track flex obligation for faculty; prepare adjunct faculty assignment paperwork and related documents; assist with coordination of department hiring and orientation processes; process mail; receive and accounts for fees; operate and maintain office equipment; serve on committees as assigned; have lead responsibility for temporary employees, including interviewing and training. 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 institution may be substituted for up to one year of the required experience.

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.)

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. Applicable part-time experience will be converted to the full-time equivalent for purposes of meeting the experience requirement. EducationRequirement: One year of education is equal to 30 semester units.)

Education must be from an accredited institution.