Administrative Assistant II - Information Technology Services

El Camino Community College • Torrance, CA

27d • Onsite

About The Position

Under the direction of an assigned Administrator, perform a variety of complex and responsible secretarial, administrative assistance and research activities to relieve the administrator of administrative detail in a major, complex, program or function. The Administrative Assistant I provides secretarial and administrative support to a Director of a College program or service. The Administrative Assistant II reports to a senior level administrator at the level of a Dean or Director of a major, complex, program or service of broader scope and accountability.

Requirements

• Any combination equivalent to: graduation from high school, including or supplemented by courses in secretarial science and four years of increasingly responsible secretarial experience.
• COMPUTER SKILLS TEST REQUIRED: Successfully pass the Computer Skills Microsoft Office 2016 Intermediate Word Test with at least 70% accuracy.
• Applicants who meet the qualifications will be sent an email from [email protected] with a link to take the test. The information will be sent to the email address provided on your application.
• Organization and objectives of assigned department or program.
• Modern office practices, procedures and equipment.
• Financial and statistical record-keeping techniques.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Oral and written communication skills.
• Applicable sections of State Education Code and other applicable laws.
• Interpersonal skills using tact, patience and courtesy.
• Computer hardware and word processing and database or spreadsheet software application programs.
• Telephone techniques and public relations etiquette.
• Perform secretarial and administrative duties with speed and accuracy and maintain confidential records.
• Interpret, apply and explain rules, regulations, policies and procedures of assigned office.
• Make arithmetic computations quickly and accurately.
• Take dictation using technological equipment or shorthand at 95 wpm and transcribe accurately as assigned.
• Work independently with little direction.
• Establish and maintain cooperative and effective working relationships with others.
• Plan and organize work.
• Meet schedules and timelines.
• Assemble data and prepare reports.
• Analyze situations accurately and adopt an effective course of action.
• Communicate effectively both orally and in writing.
• Operate a variety of office equipment including computer terminal, printer, multiplex telephone system, typewriter, calculator, facsimile equipment and photocopier.
• Maintain a variety of files, records and logs.
• Participate upon various committees, depending upon position assignment.
• Train and provide work direction to others.

Responsibilities

• Organize and manage day-to-day activities of an assigned office to assure efficient and effective office operations; coordinate communications; relieve the administrator of detailed administrative procedures.
• Perform a variety of duties independently in support of functions delegated to assigned administrator; interpret and apply rules and regulations as appropriate.
• Type a variety of materials such as correspondence, agendas, minutes, reports, forms, applications, memoranda and other documents.
• Coordinate communication between the administrator and staff, students, faculty, vendors, the public and others, obtain and provide information, coordinate activities and resolve problems.
• Coordinate communication with vendors, contractors and public and private representatives in arranging programs, supporting contracts, and maintaining community liaisons as assigned.
• Utilize judgment in screening and maintaining the confidentiality of concerns or complaints presented by students, faculty, staff, applicants, vendors or the general public.
• Greet office visitors and answer telephone calls, screen and direct calls and visitors to appropriate personnel; take and relay messages; schedule conference calls.
• Respond to requests for information from students, staff and the general public regarding District programs, policies, procedures and regulations.
• Organize, develop and maintain a variety of records, logs, files and departmental reports, including information of a confidential nature; verify data for accuracy, completeness and compliance with established procedures; input and retrieve data in computer systems as required; maintain confidentiality of information.
• Research District policies or divisional or departmental practices and compile data for use by administrator or staff, compile information and prepare reports.
• Schedule meetings, conferences, appointments and travel accommodations for assigned administrators, faculty or staff, maintain administrator's calendar.
• Participate as a member of a selection panel, quality council or special committee, as assigned by the position.
• Receive, open and route mail; screen and respond to administrator's mail as appropriate.
• Order, issue and maintain department supplies, forms and equipment.
• Operate a variety of office equipment including personal computer terminals, peripheral devices, related word processing and database or spreadsheet software programs; operate multiplex telephone system, electronic mail system, typewriter, calculator, facsimile equipment and copier.
• Maintaining and verifying current budget information; monitor expenditures and assist in budget preparation as required.
• Train, provide work direction and monitor progress of student workers and clerical personnel as assigned.
• Perform related duties as assigned.

Benefits

• Health, Life, Dental and Vision Insurance
• The College provides a diversified insured benefit program for all full-time employees, including medical, dental, vision and life insurance. Dependent medical, dental, and vision insurance is available, toward which both the College and the employee contribute.
• Sick Leave and Disability
• Paid sick leave is granted equal to one day for each month of service. Sick leave days may be accumulated indefinitely. Rather than State Disability Insurance.
• Retirement
• Public Employees Retirement System (PERS) and Social Security. Previous employment performed in a different public retirement system may allow eligibility to continue in the same retirement system.
• Summer Work Hours
• During the summer, employees work eight 32-hour work weeks with full pay.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Executive, Legislative, and Other General Government Support
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees