Limited Term Senior Administrative Assistant

Job Title:

Limited Term Senior Administrative Assistant

Definition

Under general direction, performs a variety of routine to complex office administrative, secretarial, and clerical duties in support of an assigned Dean and related management, professional, and supervisory staff. Responsibilities include planning, organizing, and overseeing the operations and functions of the assigned office; coordinating programs, projects, and services with other district departments, divisions, and outside agencies; interacting frequently with the public and directing questions to appropriate staff;

and performing other duties as required.

Supervision Received and Exercised

Receives general direction from the assigned Dean and/or management staff. Exercises no supervision of staff but may provide technical direction and training to lower‑level staff or student workers.

Class Characteristics

This is the advanced, journey‑level class in the office support and administrative assistant series. Incumbents perform a wide variety of specialized technical and administrative support work, ensuring efficient service provision. Responsibilities require tact, discretion, and independent judgment, as well as knowledge of departmental and district activities and policies.

Examples of Essential Job Functions

• Plan, organize, and carry out administrative assignments and special projects, including assisting with budget preparation and implementation.
• Relieve the Dean of administrative details; independently respond to routine letters and general correspondence; compose, proof, edit, and prepare letters, memoranda, and reports pertaining to standard policies.
• Assist in payroll preparation, including timecard approval and paycheck disbursement.
• Collect and compile departmental materials for review and analysis; recommend changes to improve efficiency and cost effectiveness.
• Coordinate, oversee, monitor, and participate in special projects; maintain control files and expeditiously complete assigned tasks.
• Prepare monthly board agenda items and take minutes.
• Perform a wide variety of administrative and clerical duties, including filing, preparing records, monthly reports, purchase orders, requests for proposals, contracts, and ordering supplies.
• Screens calls, visitors, and mail; assist in interpreting and applying regulations, policies, and procedures; and direct callers to appropriate district staff.
• Organize and maintain administrative, reference, imaging, and follow‑up files in accordance with records retention policy.
• Serve as secretary to boards, commissions, or task forces; coordinate meetings, schedule appointments, reserve rooms, maintain reports, compile agenda packets, attend meetings, and distribute minutes.
• Verify and review forms and reports for completeness and conformity with regulations and procedures.
• Type, format, proofread, and distribute reports, correspondence, and memoranda; check drafts for punctuation, spelling, and grammar; make corrections.
• Update and distribute departmental information, forms, records, and data; prepare and maintain databases and reports.
• Coordinate travel arrangements and accommodations for department personnel.
• Operate standard office equipment, including computer hardware and software, fax, and multi‑line telephones.
• Maintain accurate records of work performed and provide training to lower‑level and new staff as required.

Ability to

• Perform responsible administrative and secretarial support with accuracy, speed, and minimal supervision.
• Provide varied and responsible secretarial and office administrative work requiring tact and discretion.
• Understand the organization and operation of the district and outside agencies as necessary.
• Participate in developing goals, policies, and work standards for assigned programs.
• Analyze, interpret, summarize, and present administrative and technical information effectively.
• Research, analyze, and evaluate new service delivery methods and procedures.
• Prepare clear and concise reports, correspondence, policies, and other written materials.
• Ensure compliance with applicable federal, state, and local policies, procedures, laws, and regulations.
• Represent the district in…