Administrative Assistant - Student Services (IWV)

Kern Community College District•Ridgecrest, CA

7d•Onsite

About The Position

Under the direction of an assigned supervisor, provide administrative support and assistance to an assigned program; perform a wide variety of special projects; participate in budget preparation and administration. This role involves answering telephones, screening callers, responding to inquiries, and managing mail. It also includes maintaining calendars, coordinating activities, organizing filing systems, and composing correspondence. The position requires performing research, compiling data, and participating in meetings. Additionally, it involves processing personnel actions for new hires, participating in faculty recruitment, and maintaining office supplies.

Requirements

Associate degree and four years of increasingly responsible secretarial experience.
Knowledge of modern office practices, procedures and equipment.
Knowledge of principles and procedures of financial record-keeping, bookkeeping and audit procedures.
Knowledge of basic principles and practices of fiscal, statistical and administrative research and report preparation.
Knowledge of policies and objectives of assigned program and activities.
Knowledge of budgeting practices regarding monitoring and control.
Knowledge of operation of computer equipment and specified software such as word processing and spreadsheets.
Knowledge of correct English usage, grammar, spelling, punctuation and vocabulary.
Knowledge of interpersonal skills using tact, patience and courtesy.
Knowledge of oral and written communication skills.
Knowledge of record-keeping techniques.
Knowledge of public relations techniques.
Ability to read, interpret, apply and explain rules, regulations, policies and procedures.
Ability to maintain current knowledge of program rules, regulations, requirements and restrictions.
Ability to research, compile, analyze, interpret and prepare a variety of fiscal, statistical and administrative reports.
Ability to participate in budget preparation and administration.
Ability to compose correspondence and written materials independently.
Ability to answer telephones and greet the public courteously.
Ability to maintain records and files.
Ability to communicate effectively both orally and in writing.
Ability to establish and maintain cooperative and effective working relationships with others.
Ability to operate a computer and specified software such as word processing and spreadsheets.
Ability to complete work with many interruptions.
Ability to work independently with little direction.
Ability to plan and organize work.
Ability to work confidentially with discretion.

Responsibilities

Provide administrative support and assistance to an assigned program; evaluate office activities; recommend improvements and modifications; assist in the implementation of goal and objectives; review and evaluate work products, methods and procedures.
Answer telephone and screen callers; respond to inquiries and requests for information concerning regulations, procedures, systems and precedents; receive and route mail.
Participate in budget preparation and administration; prepare cost estimates for budget recommendations; submit justifications for budget items; monitor and control expenditures and budget accounts.
Respond to budget inquiries from staff; type and process requisitions and purchase orders; prepare budget summaries utilizing a computer and assigned software.
Maintain calendar of program or office activities, meetings and events; coordinate activities with other departments, offices, students, the public and outside agencies; process travel requests.
Organize and maintain complex and confidential filing systems; operate a variety of office equipment including a computer; input and retrieve data and text; organize and maintain disk storage and files.
Independently compose and edit correspondence related to assigned activities; maintain a variety of manuals, codes, handbooks and directories; prepare or direct the preparation of a variety of annual, quarterly or administrative reports.
Research, compile, analyze and summarize data for special projects, programs and comprehensive reports; develop and coordinate or perform the implementation of special projects and programs.
Coordinate and participate in a variety of meetings and conferences within assigned area; take and transcribe minutes; disseminate information; coordinate projects and implement procedural changes; follow-up on action items.
Process personnel actions for new hires; participate in the recruitment of faculty; evaluate compliance with faculty services areas and verify equivalencies; monitor faculty load; coordinate and maintain job evaluation schedules for staff.
Maintain levels of office supplies; order supplies as necessary; receive, verify and distribute supply deliveries.
Perform related duties as assigned.