Administrative Assistant

College of the Sequoias Community College District•Visalia, CA

26d•Onsite

About The Position

Under the direction of the Dean of the English and Fine Arts Division, the Administrative Assistant performs a wide variety of technical, specialized, secretarial, and administrative duties to relieve the administrator of administrative detail. This is a full-time, 12-month position assigned to the Visalia Campus, with a Monday–Friday schedule from 7:45 a.m. to 4:45 p.m. Initial salary placement is $62,733. College of the Sequoias Community College District serves a diverse community of learners and is a designated Hispanic Serving Institution. The District offers transfer, general education, career, and technical programs, and seeks employees committed to the community college mission, a diverse student population, and student success. The position organizes and supports the daily operations of an assigned office; prepares correspondence and other materials; maintains records and confidential files; coordinates communications and activities; supports meetings, reports, curriculum and class-schedule records, and special projects; and uses the District’s integrated software and office equipment. The role works in an office environment with constant interruptions.

Requirements

Any combination equivalent to two years of relevant college-level coursework in computer applications and business (office skills) and three years of increasingly responsible secretarial experience.
Type 50 net words per minute from clear copy.
Knowledge of the organization, policies, and rules of the assigned department; modern office practices, procedures, and equipment; and record-keeping techniques.
Knowledge of correct English usage, grammar, spelling, punctuation, and vocabulary; District organization, operations, policies, and objectives; and oral and written communication skills.
Knowledge of applicable sections of the State Education Code and other applicable laws, interpersonal skills using tact, patience, and courtesy, telephone techniques and etiquette, public relations techniques, and printing terms and applications as required.
Ability to perform secretarial and administrative assistance duties; interpret, apply, and explain rules, regulations, policies, and procedures; and work independently with little direction.
Ability to establish and maintain effective working relationships, meet schedules and timelines, prepare reports using data from varied sources, work confidentially with discretion, and analyze situations and take effective action.
Ability to communicate effectively orally and in writing, work efficiently despite frequent interruptions, and operate a variety of office equipment.
Ability to make arithmetic calculations quickly and accurately; understand and follow oral and written directions; arrange meetings and conferences; maintain files, records, and logs; and plan and organize work.
Ability to hear and speak to communicate with students and the public; see to read documents; sit and stand for extended periods; reach in all directions; lift moderately heavy objects; and use hand and finger dexterity to operate a computer and office equipment.

Responsibilities

Organize and manage the day-to-day activities of an assigned office, coordinate communications, and relieve the administrator of administrative detail.
Independently perform duties supporting functions delegated to the administrator and interpret and apply relevant rules and regulations.
Prepare correspondence and memoranda independently or from oral instructions; prepare and edit correspondence, reports, forms, applications, flyers, brochures, and other materials.
Maintain employee credential, payroll, and sick leave records; assist at special events; and conduct research and special projects.
Coordinate communication between the administrator and staff, students, the public, and District or campus officials; provide information, coordinate activities, and resolve issues.
Greet visitors; initiate and answer telephone calls; screen and direct calls and visitors; and take messages as needed.
Respond to student, staff, and public requests for information about District programs, policies, procedures, and regulations.
Maintain records, logs, and files, including confidential information, while preserving confidentiality.
Maintain and compile new and modified curriculum data for entry into the system used to produce the annual college catalog, as assigned.
Compile data for reports and assist with report preparation; review, verify, correct, and compile information; and enter and retrieve computerized data.
Schedule meetings, conferences, and appointments; maintain the administrator’s calendar; prepare agenda items; take and transcribe minutes; distribute minutes; and maintain meeting records.
Receive, open, and route mail; order, issue, and maintain department supplies, forms, and equipment.
Coordinate communications and activities with educational institutions, vendors, outside organizations, and the public.
Operate office equipment, including typewriters, word processors, computer terminals, calculators, copiers, and dictation equipment.
Assist with gathering, preparing, and maintaining division class schedules and records for curriculum masters throughout the District during the year.
Use the District’s integrated software to perform position duties.
Perform related duties as assigned.