Administrative Assistant

Glendale Community College•Glendale, CA

11d•Onsite

About The Position

Under direction, performs technical office and administrative support duties in compliance with established policies, procedures and requirements; prepares and proofreads complex documents; greets visitors and explains a wide variety of policies, procedures and requirements; maintains information in manual and electronic systems; prepares and processes financial records; performs advanced financial clerical duties and other related duties as assigned. This role works under the direct supervision of the department manager and may provide work direction to student workers, lower level employees, and/or temporary employees.

Requirements

High School Diploma or equivalent.
Four (4) years of clerical or office administrative experience in a high volume, high traffic office.
Knowledge of administrative support methods of researching, gathering, organizing and reporting data.
Knowledge of administrative support practices related to bookkeeping, payroll, purchasing, inventory control, and office systems development/maintenance.
Knowledge of methods of prioritizing, planning and organizing work.
Knowledge of laws, regulations, standards, and/or requirements applicable to areas of assignment.
Knowledge of standard office practices or procedures.
Knowledge of standard office software and modern office equipment.
Knowledge of standard formats for business letters and other communications.
Knowledge of methods of filing information using alpha, numeric and alphanumeric systems.
Knowledge of correct use of the English language, including spelling, punctuation and grammar.
Knowledge of principles and practices of customer service.
Knowledge of business arithmetic.
Ability to perform technical administrative work.
Ability to research, organize and maintain information, including financial or program-specific data.
Ability to understand, apply, and explain the laws, regulations, policies and/or procedures applicable to the area of assignment.
Ability to operate a variety of office equipment including computers and printers/copiers.
Ability to utilize standard office software (e.g., email, word processing, and spreadsheet software).
Ability to maintain confidentiality of sensitive and/or protected information.
Ability to prepare reports, correspondence and other documents using multiple business formats.
Ability to prioritize work and complete assignments accurately and within established deadlines.
Ability to provide and obtain detailed information to/from others.
Ability to provide customer service with a high level of sensitivity, tact and patience.
Ability to exercise reasonable judgment in performing job duties.
Ability to perform and prioritize multiple tasks.
Ability to communicate effectively, both orally and in writing.
Ability to establish and maintain cooperative and effective working relationships with all employees and others encountered in the course of work.
Ability to demonstrate a sensitivity to, and understanding of, the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students.

Nice To Haves

May provide staff support and coordination for a board, commission or committee.
May gather, review, verify and prepare time sheets, attendance records and other routine employment-related documents; may receive and process faculty evaluations submitted by students.
May assist in coordinating departmental special events.
May assist in updating department websites, social media accounts, and/or other communication tools; may prepare flyers and informational materials regarding departmental events.
May provide work direction to student workers, lower level employees, and/or other temporary employees.

Responsibilities

Performs technical office and administrative support duties in compliance with established policies, procedures and requirements; determines work plans and sets priorities to meet deadlines; exercises reasonable judgment in the implementation of administrative procedures and protocols within the scope of established policies.
Maintains specialized information related to department operations; develops and maintains logs and records in support of office operations; sorts, codes, files and retrieves documents using various manual and computerized filing systems; maintains complex interrelated files; searches databases and record systems to gather, compile and report information.
Greets and assists employees, students, and/or the public in person, on the phone, on the computer or through other means of communication and provides customer service in a calm, helpful and effective manner; researches complex issues and interprets and explains specialized information regarding established rules, regulations, policies, procedures and technical office operations; receives and seeks resolution for customer complaints; obtains in-depth, complex and/or sensitive information from employees, students, and others.
Prepares, proofreads and edits complex and detailed reports, letters, contracts, course outlines/documentation/schedules, correspondence, requisitions, statistical reports, grant reports, federal and state reports and other documents; checks documents for technical accuracy, completeness, punctuation, spelling and grammatical correctness; inserts charts, graphs, tables and other requested items; consistent with established templates or examples; may develop informational materials and/or presentations regarding department programs/services.
Researches, compiles and processes financial and/or other types of numerical data related to departmental administrative and/or academic operations; maintains manual or automated data systems; searches records, extracts/compiles data, and provides information and reports to management and/or other staff.
Coordinates and/or performs clerical bookkeeping duties related to payroll, purchasing, inventory management, and/or related functions; computes, collects and receipts monies and fees; maintains ledgers, accounts, spreadsheets and/or databases; orders, receives, stores, and issues supplies, books, materials, and equipment and maintains office inventories; coordinates with external vendors and Purchasing staff to initiate large purchases in accordance with College procurement policies; assists with developing, preparing and administering departmental and/or program budgets.
Receives and processes applications for programs, services, awards, scholarships or special classes; gathers student eligibility information from academic histories, transcripts and the completion of prerequisites; notifies students of missing or needed courses or information.
Performs routine administrative support work in support of management and faculty; monitors schedules, deadlines and calendars as assigned; arranges and coordinates meetings, seminars or classes; prepares meeting agendas, materials and minutes; arranges for travel and transportation; maintains computerized systems and processes and coordinates with information technology staff as needed to resolve problems.
Identifies and recommends options for improving office efficiency; develops clerical and administrative tools, such as complex spreadsheets and databases, to assist management with tracking and analyzing information; investigates and recommends solutions for improving office technology.
May provide staff support and coordination for a board, commission or committee.
May gather, review, verify and prepare time sheets, attendance records and other routine employment-related documents; may receive and process faculty evaluations submitted by students.
May assist in coordinating departmental special events.
May assist in updating department websites, social media accounts, and/or other communication tools; may prepare flyers and informational materials regarding departmental events.
May provide work direction to student workers, lower level employees, and/or other temporary employees.
Performs other related duties as assigned.

Benefits

Medical, vision, and dental plans for employee and eligible dependent(s)
Basic life/AD&D insurance
Supplemental life/AD&D insurance
Various optional insurance plans (short term disability, accident, critical care, and hospital)
Flexible spending account
Defined-benefit retirement plan participation through CalPERS or CalSTRS
Optional 403(b) and 457(b) retirement plans
Paid sick leave
Paid vacation (classified staff and administrators)
Paid District holidays
Wellness Program (health, nutrition, exercise activities and workshops)