Administrative Assistant I

Los Rios Community College District•Sacramento, CA

About The Position

Positions in this class are generally assigned to Dean-level positions. Incumbents perform varied and complex administrative assistant and clerical tasks within a framework of standard policies and procedures, with minimal oversight. They support office organization and operations, provide information and assistance to students, staff, and the public, coordinate departmental activities, prepare and maintain records and documents, and assist with budgets, purchasing, events, and hiring processes. The role may also have lead responsibility for temporary employees. Perform related duties as required.

Requirements

Two years of experience related to the duties of the position. One year of college-level business, office technology, or related coursework from an accredited institution may substitute for up to one year of the required experience.
Promotional applicants must have one year of experience performing clerical duties with Los Rios Community College District; this applies to current, regular District Classified employees.
Demonstrate 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 students with physical or learning disabilities and differences in learning styles; successfully foster and support an inclusive educational and employment environment.
Education must be from an accredited institution. One year of education equals 30 semester units; one year of experience equals 12 months at 40 hours per week, and applicable part-time experience is converted to full-time equivalent.
Applicants must be authorized to work for any employer in the United States; visa sponsorship or transfer is not available.
Submit a Los Rios Community College District application, letter of interest, and resume. Applications must include required information and documents; references such as “see resume” or “see transcripts” are not accepted. Only information on the application and transcripts, if requested, will be used to verify minimum qualifications.

Responsibilities

Assist administrators with office organization and recommend operating practices and procedures; implement systems to improve internal processes, inform affected staff, and provide 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 about college standards and procedures and help coordinate services for students, staff, and the public.
Assist students and staff in resolving problems involving special programs, student services records, or related complaints, referring matters to appropriate staff.
Coordinate activities with other District offices; schedule meetings, conferences, and appointments; maintain calendars; assist with events; and arrange travel, meetings, and conferences, including processing travel claims.
Prepare materials for presentations and instruction and prepare records and reports for District or external agencies.
Independently prepare correspondence, memoranda, agendas, reports, technical requests, and other materials, including confidential information.
Prepare District and departmental documents, including time sheets, reports, preliminary payroll records, travel forms, purchasing forms, requisitions, and workers' compensation claim forms.
Assist with monitoring and reconciling department or office budgets.
Order materials, supplies, and services and resolve purchasing issues to help ensure timely vendor payment.
Maintain accurate records and databases; develop and maintain forms; and process mail.
Assist with preparation of the college catalog for printing and with developing and publishing curriculum and committee calendars.
Prepare and distribute meeting agendas, minutes, correspondence, memoranda, reports, and other materials; take meeting minutes using judgment and discretion in editing and composition.
Assist in preparing material for published class schedules, catalogs, student guides, newsletters, bulletins, and registration.
Verify and calculate faculty full-time equivalency and instructional load, track faculty flex obligations, and prepare adjunct faculty assignment paperwork and related documents.
Assist with coordinating department hiring and orientation processes.
Receive and account for fees; operate and maintain office equipment; and serve on committees as assigned.
Provide lead responsibility for temporary employees, including interviewing and training.