Administrative Assistant I - Short Term/Substitute Ongoing Pool

San Joaquin Delta College•Stockton, CA

About The Position

Under the direction of the assigned manager, perform a variety of specialized and responsible administrative assistance duties for a District program or service. This is the entry level to the Administration Assistant Series. Positions at this level are distinguished from other classes within the Administration Assistant Series by the level of responsibility assigned and the complexity of duties assigned. Provides administrative support to an assigned manager of a District program or service. This class is distinguished from Administrative Assistant II and III and support major, complex programs or services with a broader scope and accountability. The Administrative Assistant II and the Administrative Assistant III are the primary administrative support to a Director/Dean or other high-level administrator.

Requirements

Knowledge of office procedures, and methods.
Knowledge of standard office machines and equipment including computers, scanners, copiers, and fax machines.
Knowledge of MS Office software applications.
Knowledge of District procedures, policies and operations of assigned program.
Knowledge of methods and techniques of word processing.
Knowledge of methods and techniques of telephone etiquette.
Knowledge of principles of business letter writing and basic report preparation.
Knowledge of principles and procedures of manual and electronic filing and record keeping.
Knowledge of proper language usage, spelling, grammar, and punctuation.
Ability to perform word processing and clerical support duties.
Ability to lead, organize, and review the work of student staff.
Ability to accurately keyboard at a satisfactory rate.
Ability to prepare a variety of documents and reports.
Ability to maintain accurate records, files, and logs.
Ability to respond to requests and inquiries from students, faculty, staff, and the public.
Ability to operate office equipment including computers, scanners, copiers and fax machines.
Ability to work independently in the absence of supervision.
Ability to understand and follow oral and written instructions.
Ability to communicate clearly and concisely, both orally and in writing.
Ability to establish and maintain cooperative and effective working relationships with all employees and others encountered in the course of work.
Ability to 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.
High school diploma or equivalent.
Two years’ experience of increasingly responsible clerical support.

Responsibilities

Perform a variety of administrative duties in support of an assigned program or service.
Coordinate communication between the administrator and staff, students, faculty, and the public; obtain and provide information; coordinate activities and assist in resolving issues.
Answer the telephone to provide information to students, faculty, staff, and the public; take and relay messages; explain District programs, policies and procedures.
Direct and greet guests and visitors.
Receive and appropriately respond to sensitive or confidential concerns and complaints presented by students, faculty, staff, applicants, vendors, and the public.
Respond to requests for information from faculty, students, staff, and the public regarding District programs, policies, procedures, and regulations.
Schedule meetings, and appointments for assigned administrators, faculty, and staff.
Process travel request forms.
Order, issue, and inventory department supplies, forms, and equipment.
Process financial transactions; doing data entry to initiate the requisitions and purchase orders; routing invoices to Fiscal as necessary.
Compose, type, and proofread a variety of correspondence and documents including, but not limited to, agendas, forms, reports, letters, memoranda; record and take meeting notes.
Organize, develop, maintain, and monitor a variety of manual and electronic records, logs, files, and departmental reports.
Perform a variety of data entry tasks, entering information into appropriate computer programs.
Process staff timecards; calculate and verify hours worked.
Receive requests and process work orders and repair services; enter work orders and monitor the status of work orders.
Pick up, sort, and distribute incoming and outgoing mail.
Process routine forms.
Verify the work of assigned student employees for accuracy, proper work methods, techniques, and compliance with applicable standards and specifications.
Obtain, compile, and record data.
Perform related duties and responsibilities as assigned.