Administrative Assistant II (Counseling)

Diablo Valley College • Martinez, CA

263d • $56,424 - $68,724

About The Position

The Administrative Assistant II (Counseling) position involves performing a variety of responsible clerical duties for the assigned office or department. The role includes complex customer service, data entry, correspondence, compiling and preparing reports, indexing records, and performing general accounting functions. The position is permanent, full-time, and requires a commitment to social justice and equitable academic success for students from diverse backgrounds.

Requirements

• Two (2) years of experience performing clerical and administrative duties.
• Possession of a high school diploma / GED or the equivalent.
• Knowledge of modern office procedures, practices, and technology/equipment.
• Proficiency in English usage, grammar, spelling, punctuation, and vocabulary.
• Ability to keyboard with accuracy and perform routine clerical work.
• Ability to meet multiple established timelines and deadlines without immediate supervision.
• Ability to communicate effectively, both orally and in writing.

Nice To Haves

• Knowledge of FERPA and HIPPA regulations regarding student privacy laws.
• Proficiency with 4CD systems: Colleague, Insite, 25Live, SARS, Zoom, SQL, Dynamic Forms, and Microsoft Office Suite.
• Ability to handle a wide variety of office tasks and interpersonal communications with flexibility, diplomacy, and professionalism.

Responsibilities

• Acts as a liaison between campus employees and the public to coordinate activities.
• Answers phones and screens calls; schedules appointments; provides general departmental information, documents, and forms.
• Assists in departmental orientation and training of new classified staff, hourly and student employees.
• Communicates effectively and professionally with the general public, vendors, employees, and students.
• Compiles reports and related analyses following established formats and procedures.
• Inputs and retrieves data and information from relevant computer applications and programs; prepares routine statistical reports.
• Maintains and orders office inventory supplies and equipment; maintains storeroom.
• Maintains department/office records such as student and employee databases, transcripts, correspondence, tests, advisory certificates, and probation reports.
• Operates a variety of office equipment, including photocopier, calculator, and computer.
• Prepares and files departmental forms and documents, such as memoranda, exams, class outlines, reports, schedules, and letters.
• Processes invoices and maintains a running balance of monies.
• Develops schedules related to division/department activities and services; maintains calendars and coordinates committee and other meetings.

Benefits

• Health, vision, dental, and life insurance for employees and eligible dependents.
• Membership in the Public Employees Retirement System (PERS).
• Optional deferred compensation plans (457, 403b).
• Generous vacation and sick leave benefits, plus 20 paid holidays annually.
• Educational reimbursements and employee assistance programs.
• Employee discounts on health memberships and a comprehensive wellness program.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Education Level: High school or GED