Administrative Assistant ll - Short-Term Pool

Overview

SHORT-TERM/TEMPORARY POOL UP TO 28 HOURS/WEEK

$22.55/HOUR

Under the direction of an assigned supervisor, perform varied and responsible secretarial and administrative assistant duties in support of an instructional division having multiple departments or a single function of similar scope of service and to relieve the administrator of administrative and clerical detail; plan, coordinate and organize office activities and coordinate flow of communications and information for the administrator; prepare and maintain a variety of manual and automated records and reports related to assigned activities.

ESSENTIAL DUTIES:

• Perform varied and responsible secretarial and administrative assistant duties in support of an instructional division having multiple departments or a single function of similar scope and to relieve the administrator of administrative and clerical detail.
• Plan, coordinate and organize office activities and coordinate flow of communications and information; assure smooth and efficient office operations.
• Serve as primary secretary to the assigned administrator; perform public relations and communication services for the administrator; receive, screen and route telephone calls; take, retrieve and relay messages as needed; schedule and arrange appointments, conferences and other events.
• Receive visitors, including administrators, staff, parents and the public; provide information or direct to appropriate personnel; exercise independent judgment in resolving a variety of issues; refer difficult issues to the administrator as needed; provide technical information and assistance related to program or organizational operations and related laws, rules, regulations, policies and procedures.
• Compile information and prepare and maintain a variety of records, logs and reports related to programs, students, financial activity, budgets, attendance, staff, projects and assigned duties; establish and maintain filing systems; revise, verify, proofread and edit a variety of documents.
• Input a variety of data into an assigned computer system; establish and maintain automated records and files; initiate queries, develop spreadsheets, manipulate data and generate various computerized lists and reports as requested; assure accuracy of input and output data.
• Compose, independently or from oral instructions, note or rough draft, a variety of materials such as inter-office communications, forms, letters, memoranda, bulletins, agenda items, labels, fliers, requisitions, handbooks, newsletters, brochures, certificates, contracts and other materials; format materials to meet program and office needs.
• Research, compile and verify a variety of data and information; compute statistical information for various reports as necessary; process a variety of forms and applications related to assigned functions; duplicate and distribute materials as needed.
• Coordinate, schedule and attend a variety of meetings, workshops and special events; prepare and send out notices of meetings; compile and prepare agenda items and other required information for meetings, workshops and other events; set up equipment and supplies for meetings and other events as needed; take, transcribe and distribute minutes as directed; assist in the preparation of meeting materials and reports.
• Monitor funds for income and expenditures; assist in assuring expenditures to do not exceed established budget limitations as assigned; calculate, prepare and revise accounting and budgetary data; balance and reconcile assigned accounts and budgets as required.
• Assist in the budget development process by gathering and compiling required information; maintain budget records and files; prepare and input accounting forms such as purchase orders, payment vouchers; monitor budget and staffing requests.
• Prepare and review routine personnel and payroll requisitions and claims for reimbursements.
• Perform special projects and prepare various forms and reports on behalf of the assigned administrator; attend to administrative details on special matters as assigned.
• Assist in the preparation and maintenance of course schedules, College catalogs,…