Administrative Assistant II

SAN-Joaquin-Delta-College; Stockton (CA); On-site; USD 42,000 - 64,000; Full time

Job summary

San Joaquin Delta College seeks an experienced Administrative Assistant to support a major program and its management. Under the assigned manager, you will prepare agendas, minutes, reports and correspondence, and coordinate communications with staff, faculty and the public.

The role requires organizing day-to-day office activities, managing calendars, and maintaining confidential records in accordance with district policies.

Qualifications

• MS Office applications and keyboarding proficiency.
• Familiarity with filing and record-keeping principles.
• Clear written and verbal communication.

Responsibilities

• Organize day-to-day office activities to ensure smooth operations.
• Prepare agendas, minutes, reports and correspondence from drafts.
• Coordinate communication between administrators, staff and the public.
• Maintain filing systems, databases and confidential records.
• Screen calls, manage calendars and travel arrangements.
• Process invoices, requisitions and roll into financial system.
• Assist in budget monitoring and monthly absence reports.
• Support events and scheduling within assigned areas.

Skills

MS Office

Record keeping

Communication

Education

High school diploma or equivalent

Job 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.

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.

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.

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.