Administrative Assistant IV - Facilities

Lassen College Portal•Susanville, CA

About The Position

Serves as the senior-most administrative support to a division with multiple sub-divisions (or the equivalent). Performs technical and complex administrative support involving the use of independent judgment and an in-depth understanding of the functions and procedures of the division, with a working understanding of functions and procedures of other divisions. Serves as a liaison to local agencies. Develops and maintains a working knowledge of special terminology related to the function to which assigned. Types from rough drafts or verbal instructions a variety of materials such as letters, memoranda, recurring reports, and statistical data. Composes routine correspondence and forms as necessary. May take and transcribe dictation as assigned. Initiates and answers telephone calls. Receives walk-in guests & students. Schedules appointments. Explains general program policies and procedures within the scope of authority. Provides information of a general or limited technical nature. Provides information and resolves matters as appropriate. Help coordinate and plan various on-campus events (i.e. graduations, Convocation, Discover Lassen, etc.). Performs a variety of administrative and coordinating duties for special projects or events involving multiple departments and/or locations. Coordinates & arranges meetings as directed. Prepares schedules and informs participants, confirming dates and times. Makes hotel and travel reservations as directed. Attends meetings as assigned in place of the CIO , CSSO , CBO or in lieu of other employees under these positions. Records, transcribes, and distributes minutes as directed. Maintains records of committee proceedings. Follows up with committee members on materials or information needed for a timely reports. Assists in the preparation of departmental reports by gathering and summarizing information from a variety of sources, and distributing reports for final review. Evaluates existing intra-office workflow and recommends new or revisions to current procedures, processes, forms, and time lines to make a single office function more efficiently. May provide training and work guidance to student workers or other staff as directed. Performs routine personnel and payroll duties that include but are not limited to faculty and/or classified personnel timesheets, payroll authorizations, leave slips, contracts, and attendance reports. Regularly receives, handles, and stores confidential or sensitive information pertaining to the College, its students, or staff. Maintains confidentiality as required. Maintains budget records and files. Gathers and compiles information required of the CIO , CSSO and CBO (or directed by the CIO , CSSO and CBO to work with other employees under these positions) for budget development. Independently assembles some or all of the performance and budget information for reporting to external agencies. Monitors active budgets, preparing and analyzing periodic variances of budget-to-actual expenditures. Prepares and inputs accounting forms such as purchase orders, budget and staffing requests. Coordinates the documentation and word processing of performance evaluations. Tracks work-in-progress to assure timely completion of reviews. May assist and/or facilitates preparation and maintenance of course schedules, descriptions, and curriculum forms by securing information from faculty and department/division management. Performs other duties as assigned that support the overall objective of the position.

Requirements

Sufficient hand/eye coordination and manual dexterity to keyboard at an advanced rate (about 60 wpm).
Sufficient visual acuity to recognize words, letters, and numbers.
Ability to sit for long periods of time.
Ability to occasionally lift and carry objects of light to medium weight (less than 30lbs).

Responsibilities

Serves as the senior-most administrative support to a division with multiple sub-divisions.
Performs technical and complex administrative support involving independent judgment and in-depth understanding of division functions and procedures.
Serves as a liaison to local agencies.
Develops and maintains a working knowledge of special terminology related to the assigned function.
Types various materials from rough drafts or verbal instructions, including letters, memoranda, reports, and statistical data.
Composes routine correspondence and forms.
Takes and transcribes dictation as assigned.
Initiates and answers telephone calls.
Receives walk-in guests and students.
Schedules appointments.
Explains general program policies and procedures within the scope of authority.
Provides information of a general or limited technical nature.
Resolves matters as appropriate.
Coordinates and plans various on-campus events.
Performs administrative and coordinating duties for special projects or events involving multiple departments/locations.
Coordinates and arranges meetings.
Prepares schedules and informs participants, confirming dates and times.
Makes hotel and travel reservations.
Attends meetings in place of designated personnel.
Records, transcribes, and distributes meeting minutes.
Maintains records of committee proceedings.
Follows up with committee members on materials or information needed for timely reports.
Assists in the preparation of departmental reports by gathering and summarizing information.
Evaluates existing intra-office workflow and recommends improvements to procedures, processes, forms, and timelines.
Provides training and work guidance to student workers or other staff as directed.
Performs routine personnel and payroll duties, including timesheets, payroll authorizations, leave slips, contracts, and attendance reports.
Receives, handles, and stores confidential or sensitive information, maintaining confidentiality.
Maintains budget records and files.
Gathers and compiles information for budget development.
Assembles performance and budget information for reporting to external agencies.
Monitors active budgets and analyzes variances of budget-to-actual expenditures.
Prepares and inputs accounting forms such as purchase orders, budget and staffing requests.
Coordinates the documentation and word processing of performance evaluations.
Tracks work-in-progress to assure timely completion of reviews.
Assists and/or facilitates preparation and maintenance of course schedules, descriptions, and curriculum forms.
Performs other duties as assigned.