Administrative Assistant - Student Services

College of the Sequoias Community College District•Visalia, CA

1d•Onsite

About The Position

Under the direction of a Dean, Student Services, the Administrative Assistant will perform a wide variety of technical, specialized and responsible secretarial and administrative duties to relieve the administrator of administrative detail. This is a full-time 12-month position assigned to the Visalia Campus. The work schedule is Monday – Friday, 7:45 a.m. – 4:45 p.m. Initial salary placement is at $59,550. College of the Sequoias Community College District serves a diverse community of learners and is a designated Hispanic Serving Institution. COS provides a wide range of opportunities in transfer, general education, career and technical programs for our students. We are dedicated to recruiting employees who are committed to helping a diverse population of students achieve their educational goals. We seek candidates who exhibit an understanding and commitment to the community college mission, and who have a passion for student success.

Requirements

Two years of relevant college-level course work in computer applications and business (office skills)
Three years increasingly responsible secretarial experience.
Knowledge of organization, policies and rules of assigned department.
Knowledge of modern office practices, procedures and equipment.
Knowledge of record-keeping techniques.
Knowledge of correct English usage, grammar, spelling, punctuation and vocabulary.
Knowledge of District organization, operations, policies and objectives.
Knowledge of oral and written communication skills.
Knowledge of applicable sections of State Education Code and other applicable laws.
Knowledge of interpersonal skills using tact, patience and courtesy.
Knowledge of telephone techniques and etiquette.
Knowledge of public relations techniques.
Knowledge of printing terms and applications as required.
Ability to perform secretarial and administrative assistance duties.
Ability to interpret, apply and explain rules, regulations, policies and procedures.
Type 50 words net per minute from clear copy.
Ability to work independently with little direction.
Ability to establish and maintain effective working relationships with others.
Ability to meet schedules and time lines.
Ability to prepare reports by gathering and organizing data from a variety of sources.
Ability to work confidentially with discretion.
Ability to analyze situations accurately and adopt an effective course of action.
Ability to communicate effectively both orally and in writing.
Ability to work efficiently with many interruptions.
Ability to operate a variety of office equipment such as typewriters, computer terminals, calculators, copiers, word processors and dictation equipment.
Ability to make arithmetic calculations quickly and accurately.
Ability to understand and follow oral and written directions.
Ability to make arrangements for meetings and conferences.
Ability to maintain a variety of files, records and logs.
Ability to plan and organize work.

Nice To Haves

A genuine interest in working with faculty, staff and students, and being a part of a team environment while displaying great interpersonal skills.
Experience with marketing
Staying organized while being able to multi-task.

Responsibilities

Organize and manage the day–to–day activities of an assigned office to assure efficient and effective office operations; coordinate communications; relieve the administrator of administrative detail.
Perform a variety of duties independently in support of functions delegated to assigned administrator; interpret and apply rules and regulations as appropriate.
Prepare correspondence and memoranda independently or from oral instructions.
Prepare and edit a wide variety of materials such as correspondence, reports, forms, applications, memoranda, flyers, brochures and other documents.
Perform a variety of duties in support of assigned function such as maintaining credential, payroll and sick leave records of employees assigned to function, assisting at special events and performing research and other special projects.
Coordinate communication between the administrator and staff, students, the public or other District or campus officials; obtain and provide information, coordinate activities and resolve issues.
Greet office visitors, initiate, and answer telephone calls; screen and direct calls and visitors to appropriate personnel; take message as necessary.
Respond to requests for information from students, staff and the general public regarding District programs, policies, procedures and regulations.
Maintain a variety of records, logs and files including information of a confidential nature; maintain confidentiality of information and records.
Maintain and compile new and modified curriculum data for input into computer terminal for the production of the annual college catalog as assigned.
Compile information and data for reports and assist in the preparation of reports as required.
Review, check, correct and compile a variety of information; verify data for accuracy, completeness and compliance with established procedures; input and retrieve computerized data in computer systems as required.
Schedule meetings, conferences and appointments for assigned administrator; maintain administrator’s calendar.
Prepare agenda items for meetings as required; take and transcribe minutes and distribute to appropriate personnel as required; maintain records for meetings as required.
Receive, open and route mail; order, issue and maintain department supplies, forms and equipment.
Coordinate communication and activities with other educational institutions, vendors, other outside organizations and the public.
Operate a variety of office equipment such as typewriters, word processors, computer terminals, calculators, copy machines, and dictation equipment.
Assist in the gathering, preparation and record keeping of division class schedules to include maintenance record keeping for all curriculum masters within the District throughout the year.
Utilize the District’s integrated software in performing the required duties of the position.
Perform related duties as assigned.
Reconcile account balances of bank/CALCARD statements; reconcile monthly statements from vendors to verify invoices billed have been received and submitted for payment.
Maintain separate databases, books, and financial statements for various District funds; balance, check, and correct irregularities.
Prepare a variety of materials, such as checks, purchase orders, requisitions, and reports as required.