Substitute-Administrative Assistant I Continuous Applicant Pool

Imperial Valley College; Imperial (CA); On-site; USD 49,000 - 64,000; Part time

Job summary

Imperial Valley College is seeking a Substitute-Administrative Assistant I to support the Administrative Services division in a fast-paced college setting. This entry-level role handles confidential administrative duties, calendar coordination, correspondence, and general office operations.

The position requires a High School diploma or equivalent and one year of administrative experience. A California driver's license may be required for certain assignments.

Qualifications

• High School graduate or equivalent and one year of administrative related experience.
• Valid California driver’s license may be required for some assignments.

Responsibilities

• Coordinate and maintain the Director/Manager's calendar, meetings, events, and appointments.
• Organize and manage office flow, prioritizing deadlines and administrative duties.
• Research information, prepare reports, and maintain files and records.
• Serve as an information resource on policies and procedures within the assigned area.
• Prepare documents, forms, and materials for applicable departments and staff.
• Draft correspondence and respond to inquiries, including public records requests.
• Manage special projects and events, records, and programs as needed.
• Supervise and provide direction to student employees in the office.
• Train office staff on policies and procedures as required.
• Greet visitors, answer calls, and refer inquiries to appropriate sources.

Skills

Calendar management

Office coordination

Records management

Student supervision

Education

High School diploma or equivalent

Job description

Substitute-Administrative Assistant I Continuous Applicant Pool

Salary: $48,900.80 - $63,814.40 Annually

Job Type: Classified Substitute

Job Number: SUB-AAI

Closing: Continuous

Location: 380 East Aten Road, Imperial, CA

Division: Administrative Services

Representative Duties

BASIC FUNCTION: Under direction from a Director or Manager, the Administrative Assistant provides a variety of responsible and confidential administrative duties and oversees the proper functioning of all administrative activities under their assigned area of responsibility, including coordination of communication for the Office.

DISTINGUISHING CHARACTERISTICS: This classification is an entry level administrative position in the series of administrative classifications requiring a basic level of competency in communication, judgement, confidentiality, working independently, discretion, administrative skills, and governing rules and regulations applicable to the office or service area they are supporting.

REPRESENTATIVE DUTIES: The following duties and responsibilities describe the general nature and level of work being performed. It is not intended to be restricted or construed as an exhaustive list of all duties and responsibilities required of individuals so classified, and not all duties listed are necessarily performed by each employee in this classification.

1. Provide administrative assistance to the Director or Manager by coordinating and maintaining the calendar to schedule meetings, events, appointments, and workshops.
2. Organize and coordinate the flow of activities through the office in relation to priorities, schedules, and deadlines; perform administrative duties for the Director or Manager.
3. Research information and data; prepare and submit reports; maintain files and records.
4. Acts as an information resource regarding policies and procedures of assigned area responsibility; coordinate and track the review and updating of relevant department and office policies, procedures, and processes.
5. Assemble, prepare, review, and submit documents, forms, and supplemental materials for assigned area of responsibility to appropriate department level. Assist and coordinate with the appropriate Department or Administrative Assistant as required.
6. Prepare correspondence and reports for the Director or Manager, screen, and route incoming correspondence. Compose and prepare responses to correspondence and requests for public records.
7. Perform and manage administrative related projects and processes unique to assigned area of responsibility, i.e. special events and activities, reports, and special programs.
8. Monitor, provide work direction, and supervise student employees assigned to the office.
9. Coordinate and train office staff in their area of responsibility for department and office administrative policies, procedures, and processes as needed.
10. Act as a liaison for the Director or Manager; promote and maintain positive staff relations; screen incoming calls; greet visitors; maintain positive relations with employees and community. Answer inquiries, provide information, and offer referrals to appropriate sources.
11. Arrange meeting and event services for the Director or Manager's office such as reception coordination, planning logistics, and providing materials.
12. Assist with ordering, receiving, and storing supplies and materials.
13. Perform other job-related duties as assigned.

Minimum Qualifications

EDUCATION AND EXPERIENCE: High School graduate or equivalent and one (1) year of administrative related experience.

LICENSE AND OTHER REQUIREMENTS

LICENSE AND OTHER REQUIREMENTS: Certain assignments may require a valid California driver's license and the ability to maintain insurability under the district's vehicle insurance program.

Supplemental Information

RANGE 10 ON THE UNREPRESENTED CLASSIFIED CONFIDENTIAL SALARY SCHEDULE: Salary placement is at Step 1.

EEO Information

Imperial Valley College is an equal opportunity employer and does not discriminate against persons on the basis of race, religion, national origin, sexual orientation, gender, gender identity and expression, marital status, age, disability, pregnancy, medical condition, or covered veteran status.

COMMITMENT TO EQUITY AND DIVERSITY

Imperial Community College is committed to creating an academic and work environment that fosters diversity, equity, and inclusion and equal opportunity for all, and ensures that students, faculty, management, and staff of all backgrounds feel welcome, included, supported, and safe. Our culture of belonging, openness, and inclusion makes our district a unique and special place for individuals of all backgrounds. It is important that our employees' values align with our District's mission and goals for Equal Opportunity, Diversity, Equity, Inclusion, and Access.

The Imperial Community College District is committed to the principles of equal employment opportunity and will implement a comprehensive program to put those principles into practice. It is the District's policy to ensure that all qualified applicants for employment and employees have full and equal access to employment opportunity, and are not subjected to discrimination in any program or activity of the District on the basis of ethnic group identification, race, color, national origin, religion, age, sex, gender identity, physical disability, mental disability, ancestry, sexual orientation, language, accent, citizenship status, transgender status, parental status, marital status, economic status, veteran status, medical condition, ancestry, political or organizational affiliation, or on the basis of these perceived characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics. The District will strive to achieve a workforce that is welcoming to men, women, persons with disabilities and individuals from all ethnic and other groups to ensure the District provides an inclusive educational and employment environment. Such an environment fosters cooperation, acceptance, democracy and free expression of ideas.