Administrative Assistant II

San Joaquin Delta College•Stockton, CA

3d•Onsite

About The Position

Under the direction of the assigned manager, the Administrative Assistant II performs complex and responsible administrative assistance and research duties to support management with the administrative details of a major, complex program or function. This is the journey-level class in the Administration Assistant series. Positions are distinguished by their level of responsibility and the complexity of assigned duties; employees are expected to be fully trained in procedures related to their areas of responsibility. The role organizes and manages day-to-day office activities, provides administrative support to assigned administrators, programs, or services, and coordinates communication and activities among administrators, employees, students, faculty, vendors, and the public. Duties also include recordkeeping, research, budget and purchasing support, scheduling, event coordination, and maintaining the unit’s website as required. The position works in an office environment with typical office amenities in a controlled indoor setting.

Requirements

High school diploma or equivalent.
Three years of increasingly responsible administrative support experience.
Knowledge of office procedures and methods, standard office equipment and machines, and MS Office software applications.
Knowledge of business letter writing, basic report preparation, filing and recordkeeping practices, proper language usage, spelling, grammar, and punctuation, and pertinent Federal, State, and local codes, laws, and regulations.
Ability to perform a wide variety of duties in support of assigned staff and independently prepare correspondence and memoranda.
Ability to organize and schedule work efficiently, accurately keyboard at a satisfactory pace, and maintain calendars and schedule meetings appropriately.
Ability to operate standard office equipment and respond to requests and inquiries from students, faculty, and staff.
Ability to maintain files and records and communicate clearly and concisely, both orally and in writing.
Ability to establish and maintain cooperative and effective working relationships with employees and others encountered in the course of work.
Demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, linguistic, and ethnic backgrounds of community college students and staff, including cultural responsiveness and cultural humility.

Responsibilities

Organize and manage the day-to-day activities of an assigned office to support efficient and effective operations.
Establish work procedures and lead and direct student workers and lower-level staff.
Provide administrative support to assigned administrators, programs, or services; develop and proofread agendas, minutes, reports, letters, and memoranda; and independently compose correspondence.
Coordinate communication between administrators and staff, students, faculty, vendors, and the public; provide information, coordinate activities, and resolve issues.
Establish, maintain, and revise filing systems, reports, mailing lists, databases, and other records; verify data for accuracy, completeness, and compliance; and protect confidential records.
Screen telephone calls and visitors, respond to inquiries and requests, relay messages, schedule conference calls, and receive concerns and complaints.
Schedule and maintain calendars for meetings, conferences, appointments, and travel arrangements.
Research District policies, procedures, and practices; compile information and prepare reports for approval.
Monitor budget expenditures and account balances and provide reports to management for budget development.
Enter requisitions and disbursement vouchers in the financial software system and process and route invoices for payment.
Process and monitor contracts and special services agreements as required.
Compile and maintain employee timecard and payroll information and collect and process monthly absence reports.
Maintain and update the unit’s website as required.
Receive, screen, sort, and route office mail and send and receive email.
Research vendor estimates for supplies and equipment and order supplies as needed.
Provide students with information and forms related to programs and division curriculum.
Coordinate or assist with events and activities, including planning, notifications, arrangements, and staff scheduling.
Prepare service requests and work orders for classrooms, labs, workshops, and offices and schedule repairs.
Attend meetings and prepare agendas, record minutes, and distribute minutes and reports.
Perform related duties and responsibilities as assigned.