Administrative Assistant (Substitute) (SC - ISTI)

South Orange County Community College District•Mission Viejo, CA

3d•Onsite

About The Position

The Administrative Assistant performs general administrative, secretarial, and clerical support for an assigned program, administrator, staff, students, and the public. The position may support a moderate-sized single-function program under a manager or administrator, support a large instructional, business, or student services program under a dean, or provide secondary administrative support to a larger division. The role handles a broad range of duties independently, typically receiving guidance only for new or unusual situations. Depending on the assignment, technical training and work direction may come from a program supervisor, executive assistant, or higher-level administrative assistant. The position coordinates office activities, schedules, communications, records, and administrative processes. It may assist with budget tracking and transactions, committee support, purchasing, and training assigned workers. In an instructional division, duties may also include helping develop class schedules and course or program offerings, coordinating facilities, and supporting the submission of grades and attendance records. This is an “if and as needed” short-term, temporary hourly Non-Bargaining Unit assignment. It is limited to no more than 160 days and 960 hours per fiscal year, and may be shortened or extended based on departmental needs. The schedule and shift vary and are subject to change; work is limited to up to 25 hours per week. The role is performed onsite, as NBU employees may not work remotely, and employees must reside in California while employed with the District.

Requirements

Equivalent to completion of the twelfth grade, supplemented by college-level coursework or specialized training in business administration, secretarial science, or a related field.
Two years of increasingly responsible secretarial and clerical experience; experience in a public-agency administrative office or educational environment is preferred.
Knowledge of office procedures, methods, and equipment, including computers and word-processing, spreadsheet, and database applications.
Knowledge of business letter writing, file and information retrieval systems, fiscal and administrative recordkeeping, public relations and telephone etiquette, basic mathematics and research methods, office organization, and English usage and mechanics.
Ability to learn the assigned division or department’s organization and operations, and to understand and apply relevant office policies, procedures, laws, regulations, and ordinances.
Ability to perform administrative, secretarial, and clerical work using independent judgment and initiative; compile information and prepare reports, correspondence, and procedure manuals using correct English.
Ability to respond effectively to students, staff, and the public; use sound judgment and discretion with confidential, difficult, and sensitive matters; and recognize the scope of one’s authority.
Ability to type or enter data at a speed necessary for successful performance and to take and transcribe dictation if required by the position.
Ability to research, compile, analyze, and interpret data; prepare administrative and financial records; maintain filing systems; and independently compose routine correspondence and memoranda.
Ability to train and direct others, set and revise office priorities, and organize work to meet schedules and changing deadlines.
Ability to operate office equipment and use word-processing, spreadsheet, and database applications; adapt to changing technologies and learn new systems.
Ability to work under steady pressure with frequent interruptions and substantial public contact, work with minimal supervision, communicate clearly, and maintain effective working relationships.
Ability to work sensitively and effectively with people from diverse backgrounds.
Ability to report to work regularly and consistently as scheduled.
A valid California driver’s license and proof of insurability may be required for some positions that involve driving a District or personal vehicle to meetings or to pick up or deliver materials.
Must reside in California while employed with SOCCCD.

Nice To Haves

Secretarial and clerical experience in an administrative office of a public agency or in an educational environment.
College-level coursework or specialized training in business administration, secretarial science, or a related field.

Responsibilities

Provide secretarial and administrative support to an assigned administrator and relieve the administrator and staff of clerical, technical, and administrative details.
Assist the administrator with reporting requirements, functional responsibilities, and research objectives; coordinate office work, schedules, timelines, priorities, and workflow.
Use electronic technology to manage correspondence, calendars, schedules, and appointments; arrange meetings and coordinate activities with other divisions and departments.
Facilitate communication among supervisors, administrators, students, staff, offices, educational institutions, public agencies, and the general public; prepare preliminary correspondence for administrator approval.
Support standing and ad hoc committees and other groups; attend meetings, take notes or record proceedings, and prepare and distribute agendas, background materials, and minutes.
Assist with budget administration by tracking budget activity, resolving budget issues, processing timesheets, monitoring invoices and expenditures, processing transfers, and preparing requisitions, check requests, independent contracts, and reimbursement claims.
Order office supplies and materials, ensure timely receipt and storage, and help ensure office equipment functions properly.
Answer telephones and respond to routine questions and information requests; communicate information in person or by phone when judgment and interpretation of policies and procedures are needed.
Train and provide work direction to assigned student workers, clerical assistants, and other staff.
Establish and maintain complex filing systems, including confidential files; collect, compile, record, research, and verify narrative, statistical, financial, and other information.
Type, format, proofread, duplicate, and distribute correspondence, reports, notices, schedules, forms, and other materials; compose correspondence related to the assignment.
Receive mail and refer matters to the administrator according to priority.
Use computer applications and software packages, and maintain or generate reports from databases or network systems.
Operate computers, calculators, copiers, scanners, and other standard office equipment.
When assigned to an instructional division, assist with class schedule development, course or curriculum and program offerings, facility coordination, and submission of grades and attendance records.
Perform related duties as required.