Administrative Assistant II

San Bernardino Community College District • San Bernardino, CA

8d

About The Position

Performs the full range of complex administrative and secretarial duties in support of assigned administrative, academic, or student services departments. The role independently handles complex administrative support, including travel approvals and reimbursements, hiring paperwork approvals for hourly and temporary employees, liaison work for Board items, and recommendations and processing of budget transfers. The position receives general direction from an appropriate supervisor and checks with the supervisor regarding non-routine assignments. It may provide technical and functional direction to student workers or lower-level staff.

The Administrative Assistant II supports administrators with reporting requirements, research objectives, program activities, schedules, communications, Board agenda materials, budgets, purchasing, hiring and payroll processes, records, and meetings. The role exercises independent judgment to coordinate work, resolve issues, and make recommendations, while following established policies, procedures, timelines, and legal requirements.

Work is performed primarily in a standard office setting, with frequent interruptions and distractions, extended periods viewing a computer monitor, and possible exposure to dissatisfied individuals. The work may require prolonged sitting or standing, occasional bending and other movements, lifting or moving up to 25 pounds, operating office equipment, and communicating verbally. Vision and hearing must be sufficient to read documents and screens, operate equipment, and exchange information, with or without correction.

Requirements

• Equivalent to high school completion and 15 semester units of college coursework.
• Four years of increasingly responsible secretarial experience involving substantial public contact and secretarial support to management staff.
• In lieu of 15 semester units of college coursework, high school completion and five years of increasingly responsible secretarial experience involving substantial public contact and secretarial support to management staff.
• Ability to manage competing priorities, interruptions, and deadlines while maintaining organization, accuracy, attention to detail, and timely follow-through.
• Excellent written and verbal communication skills, including professional correspondence, report preparation, customer service, and collaboration with diverse stakeholders.
• Adaptability, reliability, professionalism, sound judgment, and accountability; ability to maintain confidentiality, work independently, solve problems, and follow established policies and procedures.
• Ability to meet the role’s physical demands, including occasionally lifting, carrying, pushing, or pulling light to moderate weight up to 25 pounds, and using office equipment and a computer keyboard.
• Successful completion of required pre-employment requirements, including DOJ live scan/fingerprinting, tuberculosis risk assessment, and official transcripts for positions with a higher education requirement; other requirements may apply depending on the position.

Nice To Haves

• Experience in an administrative office in an educational environment.
• Three or more years of increasingly responsible administrative support experience, preferably supporting managers, directors, deans, or other executive-level administrators.
• Experience coordinating meetings, calendars, events, projects, budgets, purchasing activities, records management, and other administrative processes involving multiple stakeholders.

Responsibilities

• Assist the assigned administrator with reporting requirements, functional responsibilities, research objectives, and program functions and activities.
• Review and communicate essential timelines; coordinate calendars, schedules, appointments, meetings, department activities, events, and project status.
• Collect, research, compile, analyze, verify, summarize, record, and evaluate information; prepare and distribute narrative, statistical, and financial data; complete reports and provide recommendations.
• Review forms and reports for completeness and compliance with established regulations and procedures.
• Independently oversee assigned projects, ensure timely and accurate work, and use judgment to develop recommendations, suggestions, or information.
• Answer phones and respond to inquiries in person, by email, and by telephone, interpreting relevant policies and procedures as needed.
• Serve as liaison for the assigned administrator by relaying messages, clarifying information, responding to requests, resolving problems, explaining policies and procedures, or referring matters as appropriate.
• Oversee preparation of Board agenda items and supporting documents; ensure timely forwarding in accordance with District timelines and legal requirements; notify the administrator of Board requests.
• Assist with program budget preparation and administration, cost estimates, budget justifications, and fund allocation; process, monitor, and track expenditures; provide budget reports; resolve budget issues; process transfers; and recommend revisions.
• Assist with travel approvals and staff reimbursements; interact with others regarding deposits; process conference and other reimbursements.
• Recommend equipment, materials, and supply expenditures; ensure timely ordering, receipt, and storage; schedule maintenance and repairs; and monitor invoices and expenditures.
• Support meetings and committees, attend as assigned, take notes or record proceedings, and prepare and distribute agendas, background materials, and minutes.
• Prepare preliminary oral and written responses for supervisor approval and facilitate communications among the supervisor, administrators, students, faculty, staff, other offices, educational institutions, public agencies, and the public.
• Format, type, proofread, update, edit, duplicate, and distribute correspondence and other office materials according to established procedures, policies, and standards.
• Process staff hiring and payroll information; prepare or complete forms, monitor signature processes, and track hiring approvals.
• Establish and maintain complex, interrelated filing systems, including confidential student files, budget and cost records, manuals, and resource materials.
• Receive mail and refer matters to the administrator in priority order.
• May assist with updating and maintaining department website information.
• Perform other duties related to the primary job duties.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED