Administrative Asst I - Student Development Office

Job details Salary $4,101 a month Full Job Description Job Detail

• Job Title: Administrative Asst I - Student Development Office
• Req: C2021-021
• Location: ECC Campus
• Division: Student Support Services
• Position Type: Classified Staff
• Posting Close Date: 04/19/2021

JOB DESCRIPTION

BASIC FUNCTION:

Under the direction of an assigned administrator, perform a variety of specialized and responsible secretarial and administrative assistance duties in a College program or service.

DISTINGUISHING CHARACTERISTICS:

The Administrative Assistant I provides secretarial and administrative support to a Director of a College program or service. The Administrative Assistant II reports to a senior level administrator at the level of a Dean or Director of a major, complex, program or service of broader scope and accountability.

REPRESENTATIVE DUTIES:

Organize and manage day-to-day activities of an assigned office to assure efficient and effective office operations; coordinate communications; relieve the administrator of detailed administrative procedures.

Perform a variety of duties independently in support of functions delegated to assigned administrator; interpret and apply rules and regulations as appropriate.

Type a variety of materials such as correspondence, agendas, minutes, reports, forms, applications, memoranda and other documents.

Coordinate communication between the administrator and staff, students, faculty, vendors, the public and others, obtain and provide information, coordinate activities and resolve problems.

Coordinate communication with vendors, contractors and public and private representatives in arranging programs, supporting contracts, and maintaining community liaisons as assigned.

Utilize judgment in screening and maintaining the confidentiality of concerns or complaints presented by students, faculty, staff, applicants, vendors or the general public.

Greet office visitors and answer telephone calls, screen and direct calls and visitors to appropriate personnel; take and relay messages; schedule conference calls.

Respond to requests for information from students, staff and the general public regarding District programs, policies, procedures and regulations.

Organize, develop and maintain a variety of records, logs, files and departmental reports, including information of a confidential nature; verify data for accuracy, completeness and compliance with established procedures; input and retrieve data in computer systems as required; maintain confidentiality of information.

Research District policies or divisional or departmental practices and compile data for use by administrator or staff, compile information and prepare reports.

Schedule meetings, conferences, appointments and travel accommodations for assigned administrators, faculty or staff, maintain administrator's calendar.

Participate as a member of a selection panel, quality council or special committee, as assigned by the position.

Responsible for clerical duties such as filing, opening mail, answering phones and other duties as needed.

Order, issue and maintain department supplies, forms and equipment.

Operate a variety of office equipment including personal computer terminals, peripheral devices, related word processing and database or spreadsheet software programs; operate multiplex telephone system, electronic mail system, typewriter, calculator, facsimile equipment and copier.

Assist in maintaining and verifying current budget information; monitor expenditures and assist in budget preparation as required.

Train, provide work direction and monitor progress of student workers and clerical personnel as assigned.

Perform related duties as assigned.

REQUIRED QUALIFICATIONS KNOWLEDGE AND ABILITIES KNOWLEDGE OF:

Organization and objectives of assigned department or program.

Modern office practices, procedures and equipment.

Financial and statistical record-keeping techniques.

Correct English usage, grammar, spelling, punctuation and vocabulary.

Oral and written communication skills.

Applicable sections of State Education Code and other applicable laws.

Interpersonal skills using tact, patience and courtesy.

Computer hardware and word processing and database or spreadsheet software

application programs.

Telephone techniques and public relations etiquette.

ABILITY TO:

Perform secretarial and administrative duties with speed and accuracy and maintain

confidential records.

Learn, interpret, apply and explain rules, regulations, policies and procedures of assigned office.

Make arithmetic computations quickly and accurately.

Work independently with little direction.

Establish and maintain cooperative and effective working relationships with others.

Meet schedules and time lines.

Assemble data and prepare reports.

Analyze situations accurately and adopt an effective course of action.

Communicate effectively both orally and in writing.

Operate a variety of office equipment including computer terminal, printer, multiplextelephone system, typewriter, calculator, facsimile equipment and photocopier.

Maintain a variety of files, records and logs.

Participate upon various committees, depending upon position assignment.

Train and provide work direction to others.

EDUCATION AND EXPERIENCE: Any combination equivalent to: graduation from high school, including or supplemented by courses in secretarial science and three (3) years of increasingly responsible secretarial experience. The ability to pass a Basic Word 2016 Computer Skills Test with at least 70% accuracy. Applicants who meet the qualifications will be sent an email from [email protected] with a link to take the test. The information will be sent to the email address provided on your application.

DESIRABLE QUALIFICATIONS

Experience in higher education, community college, student services, specifically student conduct and student activities. Knowledge and experience with web-based software and student information systems such as Datatel/Colleague, Maxient, Formstack, and Engage. Demonstrate a sensitivity to, understanding of, and commitment to meeting the needs of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, staff, management and campus community. Demonstrate excellent customer service skills. Experience with assisting in maintaining and verifying current budget information; initiating, monitoring, and obtaining approvals for revenues and expenditures; and preparing budget reports. Please be sure to log into igreentree and check your application status for updates. WORKING CONDITIONS: PHYSICAL ABILITIES:

Dexterity of hands and fingers to operate a keyboard.

Hearing and speaking to exchange information in person and on the telephone.

Sitting for extended periods of time.

Seeing to read a variety of materials.

Typical office setting.

Extensive computer work

Long periods of standing and sitting.

Ability to carry up to 25 lbs.

Ability to move from one work area to another as needed.

STARTING SALARY: (Step A) $4,101 per month.

Employees contribute 7% of their earnings toward the Public Employees Retirement System (PERS).

• Salary increases are granted on the first day of the month following each year of service, until step F is reached.

CONDITIONS OF EMPLOYMENT:

This position is designated as a full-time, twelve-month classified. Excellent fringe benefits include eight 32-hour workweeks during the summer. Working hours will be Monday, Tuesday, Thursday 8:00 a.m. until 5:00 p.m., Wednesday 9:00 a.m. until 6:00p.m. and Friday 7:45 a.m. until 4:30 p.m. Candidates selected for employment must agree to be fingerprinted, submit Certficate of Completion of the Tuberculosis Risk Assessment and/or Examination, provide proof of eligibility for employment in the United States, and present a valid Social Security card upon hire.