Administrative Assistant I, Academic Services

Copper Mountain Community College District•Joshua Tree, CA

36d

About The Position

Under the general supervision of an Administrator/Director/Supervisor, plan, coordinate and perform a variety of complex secretarial and clerical office duties to assure timely and efficient office operations. Assist the Supervisor with administrative duties, such as research, collect, analyze and compile data and information as needed; maintain files and records related to departmental operations, programs and expenditures. Perform related duties as assigned. Please remember to attach your resume, unofficial transcripts, and a letter of interest or your application packet may not be considered.

Requirements

Any combination of education and experience equivalent to one (1) year of college coursework and two (2) years of increasingly responsible secretarial or administrative support experience with public contact.
Knowledge of: Modern office practices, procedures and equipment; telephone techniques and etiquette; record-keeping techniques; operation of office machines including computer equipment and software for word processing, spreadsheets and graphics; correct English usage, grammar, spelling, punctuation and vocabulary; oral and written communication skills; interpersonal skills using tact, patience and courtesy; policies and objectives of assigned activities.
Ability to: Plan and perform complex secretarial and public contact work in support of a Supervisor; plan and organize work; apply and explain rules, regulations, policies and procedures; recommend improvements to departmental office procedures and methods; work confidentially with discretion; meet schedules and time lines; maintain logs, reports and records; answer telephones and greet the public courteously work independently with little direction; operate a variety of office machines including a computer and applicable software; type at 50 words net per minutes from clear copy; communicate effectively both orally and in writing; maintain records and prepare reports; establish and maintain cooperative and effective working relationships with others; maintain confidentiality of student records; understand and follow oral and written instructions.

Responsibilities

Assist instructors, students, staff, and the public in person or on the telephone.
Provide information concerning departmental activities.
Plan, organize and perform complex secretarial and clerical office duties to assure timely and efficient office operations and assist the Supervisor by coordinating the office work flow.
Perform various secretarial duties including answering telephones and greeting visitors; provide information in person or on the telephone or refer to appropriate personnel; open, screen and route mail.
Compose, prepare, type and distribute a variety of correspondence, memos, reports and other materials; proofread and edit materials to assure accuracy and completeness.
Coordinate office functions to assure efficient and effective office operations.
Implement new and improved systems and procedures as a result of new policies or directives; assist with implementation after securing approval.
Research and prepare information as directed for dissemination through various communication means maintaining confidentiality of sensitive employee and student files and records, as well as other departmental information.
Organize and maintain accurate and complex files and records as required to support the departmental office functions.
Process documents specific to the departmental office according to established procedures.
Coordinate office services and activities with the Dean's office, Payroll, Purchasing, Admissions and Records, and other offices as appropriate.
Operate office machines including computers, photocopiers, calculators, typewriter and other office equipment as assigned.
Schedule appointments and meetings and notify appropriate individuals of meeting times and locations; arrange for meeting facilities as needed; prepare calendars as required; attend meetings as directed and take and transcribe minutes and noes; make travel arrangements.
Assist with the administering of special programs as assigned, such as community services, registering students, receive and account for registration monies, prepare rosters and other records for a variety of courses and programs.
Communicate with faculty regarding schedules, textbook selection, absence reporting, ordering new materials and other matters.
Receive and process requisitions; assure accuracy of data and proper authorizations.
Order, receive and maintain an appropriate level of office supplies and order forms and other office supplies as necessary.
Post, monitor, adjust and balance assigned accounts.
Prepare and review time sheets for posting and payments.
Perform related duties as assigned.