Administrative Assistant III

Administrative Assistant III

Please note: Applications must be submitted by 11:59 p.m. PST on the closing date. Late or incomplete applications will not be accepted.

Position Details

• Classification
  
  Title:
  
  Administrative Assistant III
• Salary Range: $6,154 – $7,430 per month
• Location:
  
  District Services Department, District Public Affairs, 100% full time
• Work Schedule:
  
  Monday–Friday, 8:30 AM – 5:30 PM (schedule and shift may change based on department needs)
• Hybrid Work Program: 3 days in office, 2 days remote (approval required; may vary by department)

Primary Purpose

This position supports the head of a functional activity within the college or district through a wide range of comprehensive, complex, and specialized administrative duties. It requires independent performance of advanced administrative tasks, management of office functions, and frequent interaction with internal and external stakeholders.

Essential Functions

• Prepare and maintain class schedules, staff assignments, room assignments, textbook orders, audio‑visual and computer equipment, and related paperwork; assist instructors with curriculum preparation, forms, applications, and testing materials.
• Assist with probationary tenure reviews and prerequisite clearance for registration.
• Plan and organize special projects, committees, receptions, and events; maintain the calendar of activities, events, and special meetings; schedule appointments and prepare agenda items and materials; attend meetings, transcribe and distribute minutes.
• Assist in the compilation and preparation of budgets; maintain department expenditures and budgets; approve expenditures within established guidelines; calculate and submit time sheets; respond to financial inquiries.
• Maintain complex confidential records (Board, district, personnel, student matters); input and retrieve computerized data; develop, maintain, and update specialized forms, databases, logs, files, schedules, lists, certificates, records, and reports.
• Compose and prepare correspondence; format presentations and reports; prepare complex statistical and narrative reports from diverse sources.
• Order supplies and equipment; prepare purchase requisitions; track orders; process facilities maintenance requests.
• Provide functional direction to other administrative support staff; train and guide others as directed.
• Learn and apply emerging technologies and advances to perform duties efficiently.
• Participate in initiatives to increase diversity of faculty and staff and address student achievement gaps; attend and participate in diversity, equity, and inclusion trainings and events.
• Perform related duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge of district organization, operations, policies, and objectives.
• Knowledge of applicable sections of the State Education Code and other relevant laws.
• Knowledge of modern office practices, procedures, equipment, record‑keeping techniques, and basic bookkeeping procedures.
• Knowledge of correct English usage, grammar, spelling, punctuation, and vocabulary.
• Knowledge of various computer software applications.
• Ability to interpret, apply, and explain rules, regulations, policies, and procedures.
• Ability to perform quick and accurate arithmetic calculations.
• Typing speed of 60 words per minute from clear copy.
• Ability to operate a variety of office equipment such as a calculator, computer, copier, etc.
• Ability to analyze situations accurately and adopt an effective course of action.
• Ability to plan, organize, and prioritize work.
• Ability to work independently with little direction.
• Ability to complete work efficiently despite many interruptions.
• Ability to work confidentially with discretion.
• Ability to meet schedules and timelines.
• Ability to understand and follow oral and written directions.
• Ability to communicate effectively, both orally and in writing.
• Ability to understand the scope of authority in making independent decisions.
• Ability to review situations accurately and determine appropriate actions according to established guidelines.
• Ability to establish and maintain effective working relationships with others.

Minimum Qualifications

• High school diploma or GED and one year of…