Administrative Assistant III

Administrative Assistant III Fairfield, CA Job Details Full-time $4,492.71 a month 1 day ago Qualifications Meeting minutes Computer operation Phone communication Inventory management Workflow management (operations management method) Word processing Writing skills Student record keeping Basic math Financial report writing Filing Executive administrative support English Mid-level Transcription Data management Task prioritization Financial record maintenance Mainframe Order placement Typing Public relations Clerical experience Budget preparation Productivity software Office management Managing executive calendars Training Travel scheduling Grammar Experience Full Job Description JOB The initial assignment will be in the Academic Success & Tutoring Center (ASTC).Under direction of a Dean or other assigned administrator, perform a variety of complex secretarial duties and provide administrative support to the administrator of an instructional division or major student services program; process materials not requiring the immediate attention of the administrator; prepare documents and materials using automated equipment; assist in managing the administrator's office and in coordinating communications.

DISTINGUISHING

CHARACTERISTICSAdministrative Assistant III is the advanced level classification of the administrative assistant series. Incumbents assist in managing a large division office and in coordinating communications and the timely paper flow for a dean or another assigned administrator. Administrators at this level may supervise large staffs and/or serve large numbers of students. Administrative Assistant I incumbents perform responsible secretarial work in support of an assigned supervisor. Administrative Assistant II incumbents perform more complex duties and report to the manager of a single, homogeneous program.

APPLICATION PROCESS DETAILS

To be considered for this position, all complete applications and supporting materials must be received by the application deadline.

Meeting the minimum qualifications does not assure the candidate an interview. It is, therefore, important that the application be thorough and detailed.

Reference checks for the finalists will be conducted.

Candidates should not expect official notification until the selection of the candidate has been completed.

The College may re-advertise or delay filling a position.

Travel costs related to the interview are the responsibility of the candidate.

Finalists may be invited to a second interview with members of the administration.

Board approved: 06/19/96, revised: 03/01/06 EXAMPLE

OF DUTIES

Perform secretarial and administrative support duties to relieve the administrator of clerical and technical detail; perform multiple projects concurrently and meet fluctuating deadlines.

Assist in coordinating, organizing, monitoring and processing workflow throughout the division or other unit; work with administrator to establish and revise work priorities to assure the timely completion of assignments.

Assist in coordinating communications between the administrator and other District officials, staff, students, the public and external organizations and agencies; interpret information and policies and exchange information.

Establish and maintain positive staff and public relations; receive telephone calls and greet office visitors; provide detailed information requiring judgment and knowledge of pertinent programs and functions.

Perform office management duties as directed by the administrator.

Train and provide work direction to student workers and temporary personnel as assigned; order office supplies and assure proper operation of office machines.

Format, type, proofread and distribute correspondence, reports, lists, summaries and other items to appropriate District offices, State agencies and other organizations.

Establish and maintain records and inter-related filing systems containing financial, statistical and student information; maintain confidentiality of sensitive information as appropriate; create and maintain logs and other manual records as required.

Prepare and maintain financial and statistical records and data; contact faculty and supervisors to assure submission of data required.

May perform routine to moderately complex purchasing related duties for the assigned area such as acquisition of equipment, supplies.

Order stock, maintain stock levels and may perform central stores inventory.

Assist in maintaining calendars and in scheduling appointments, meetings and conferences for administrators; may arrange transportation and hotel accommodations and process required documentation.

Arrange and attend meetings and conferences; prepare agendas and background materials; take and transcribe meeting minutes; compose and distribute minutes as appropriate.

Facilitate communications between the assigned Dean, administrators, staff and outside agencies; interact and relay information regarding assigned areas.

Take and transcribe dictation as required by the assignment.

Operate standard office equipment, mainframe computer terminals and microcomputers proficiently; prepare correspondence, reports, lists and other documents using word processing, spreadsheet and data base management software.

Secondary Functions:

Assist faculty and staff with clerical work as time allows.

Compile and consolidate information to prepare budgets and other fiscal reports.

Perform job-related duties as assigned.

SUPPLEMENTAL INFORMATION

KnowledgeDemonstrate knowledge of: Modern office practices, procedures and equipment, including letter and report writing, financial and statistical record-keeping, receptionist and telephone techniques. Research methods and techniques. Office management techniques. Perform difficult and complex secretarial and office management duties. Operate mainframe computer terminals and microcomputers including word processing, data base management, spreadsheet, graphics and desktop publishing software. Operate office equipment including copier, calculator, facsimile machine and others. Operate an electronic keyboard accurately at 60 words per minute. Learn laws, regulations and policies related to assigned areas of responsibility. Record and transcribe information accurately at an acceptable rate of speed. Format, type, proofread and distribute documents and other written materials. Train and provide work direction to others. Establish and review work priorities. Meet demanding schedules and multiple, often conflicting timelines. Maintain accurate statistical and financial records. Plan and organize work. Establish and maintain effective and cooperative working relationships with others. Work confidentially with discretion. Demonstrate a sensitivity to relate to persons with diverse socio-economic, cultural, and ethnic backgrounds, including the disabled. Work effectively and independently with minimal supervision. Perform assigned work with speed and accuracy. Use word processing, graphics and desktop publishing software to prepare a variety of documents and printed materials.

Skills Language Skills:

Ability to read, interpret, apply and explain District and division policies, procedures and regulations. Ability to compile information and write reports, business correspondence, and procedure manuals. Ability to read, interpret, apply and explain program policies and requirements. Ability to write routine reports and correspondence using correct English usage, grammar, spelling, punctuation and vocabulary. Ability to effectively present information in person or on the telephone to students, staff or the public.

Mathematical Skills:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

AbilitiesReasoning Ability:

Ability to learn quickly and apply specific laws, regulations, rules, policies and procedures of the department and functions to which assigned. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to analyze situations accurately and use an effective course of action. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to learn quickly and apply specific rules, policies and procedures of the program and function to which assigned. Ability to exercise good judgment and discretion in analyzing and resolving confidential, difficult and sensitive situations.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties outlined in this classification, employees in this classification are regularly required to sit for long periods of time, use hands and fingers to operate an electronic keyboard or other office machines, reach with hands and arms, stoop or kneel or crouch to file, speak clearly and distinctly to answer telephones and to provide information; and hear and understand voices over telephone and in person. Employees in this classification are frequently required to attend meetings or to pick up or deliver materials at other campus locations. Employees assigned to this classification must regularly lift, carry and/or move objects weighing up to 10 pounds. Specific vision abilities required for positions assigned to this classification include close vision (clear vision at 20 inches or less) and the ability to adjust focus (ability to adjust the eye to bring an object into sharp focus).

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The work assigned to this classification is typically performed in an office environment. While performing the duties of this classification, the employee regularly is subjected to continual interruptions and exposed to the risks of computer-generated video radiation. The work environment is sometimes noisy.