Administrative Assistant II

San Joaquin Delta College•Stockton, CA

7d•Onsite

About The Position

Under the direction of the assigned manager, perform a variety of complex and responsible, administrative assistance and research duties to support management in the administrative details of a major, complex program or function. This is the journey level class in the Administration Assistant series. Positions at this level are distinguished from other classes within the series by the level of responsibility assumed and the complexity of duties assigned. Employees at this level are required to be fully trained in all procedures related to assigned areas of responsibility.

Requirements

Knowledge of office procedures and methods.
Knowledge of standard office equipment and machines.
Knowledge of MS Office software applications.
Knowledge of principles of business letter writing and basic report preparation.
Knowledge of principles and practices of filing and record keeping.
Knowledge of proper language usage, spelling, grammar and punctuation.
Knowledge of pertinent Federal, State and local codes, laws and regulations.
Ability to perform a wide variety of duties in support of assigned staff.
Ability to independently prepare correspondence and memoranda.
Ability to organize and schedule work to maximize efficiency.
Ability to accurately keyboard at a satisfactory pace.
Ability to maintain a calendar of activities and schedule meetings appropriately.
Ability to operate standard office equipment.
Ability to respond to requests and inquiries from students, faculty and staff.
Ability to maintain a variety of files and records.
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.
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.
Three years’ experience of increasingly responsible administrative support.

Responsibilities

Organize and manage the day-to-day activities of an assigned office to ensure efficient and effective office operations.
Establish work procedures, lead and direct student workers and lower-level staff.
Perform administrative functions for an assigned administrator(s), programs or services; develop and proofread a wide variety of agendas, minutes, reports, letters and memoranda from rough draft or verbal instruction; independently compose correspondence related to assigned areas of responsibility.
Coordinate communication between the administrator(s) and staff, students, faculty, vendors, and the public; obtain and provide information, coordinate activities and resolve issues.
Establish, maintain and revise manual and computerized filing systems, departmental reports and mailing lists, databases and other necessary records.
Verify data for accuracy, completeness and compliance with established and mandated requirements.
Establish practices and procedures to protect and maintain confidentiality of records.
Screen telephone calls and visitors; respond to inquiries and requests from students and the public; take and relay messages; schedule conference calls; receive concerns and complaints presented by students, faculty, staff, applicants, vendors, and the public.
Schedule and maintain calendar(s) including meetings, conferences, appointments and travel arrangements for assigned administrator(s), faculty or staff.
Research District policies, procedures and practices for assigned administrator(s), faculty or staff.
Compile data and information; prepare and submit for approval reports as necessary.
Monitor budget expenditure and account balances; provide reports for management for budget development.
Enter requisitions and disbursement vouchers into the financial software system; process and route invoices for payment.
Process and monitor contracts and special services agreements, as required.
Compile and maintain timecard and payroll information for employees in the assigned area; collect and process monthly absence reports.
Maintain and update the unit’s website, as required.
Receive, screen and sort office mail; route to appropriate staff; send and receive email.
Research and obtain estimates from vendors regarding needed supplies and equipment; order supplies as needed.
Provide information and forms to students related to programs and division curriculum.
Coordinate or assist in coordinating events and activities within assigned areas including planning, notifications, arrangements, and scheduling staff.
Prepare service requests and work orders for classrooms, labs, workshops and offices; schedule repairs.
Attend meetings, prepare agendas, record and distribute minutes and reports.
Perform related duties and responsibilities as assigned.