Administrative Assistant II– Academic Programs

Administrative Assistant II– Academic Programs

Reports to: Executive Director
- Academic Programs
PC#: 24246
Pay Grade: 704
Duty Days: 239
Salary Range: $39,674 - $47,800
FLSA Status: Non-Exempt

Provides a full range of administrative, secretarial, and clerical support in the Academic Programs Department. Responsible for preparing reports, work orders, letters, and entering digital information including fiscal information into appropriate locations. Maintains office files, initiates general correspondence, and performs routine administrative functions.

• Compiles and generates reports, statistics, timelines, tables, graphs, correspondence, and presentations.
• Answers incoming calls from employees, community members, and others; provides general information, and refers callers as appropriate to other staff or District personnel.
• Performs secretarial and clerical duties to assist directors and Satellite Campus Principal in the department.
• Assists with preparing activity reports and data analysis, as requested by Department directors.
• Works collaboratively within the Academic Programs Team.
• Arranges and coordinates meetings and conferences; maintains calendar of meetings and prepares follow-up materials for the team.
• Prepares periodic reports regarding related program activities.
• Prepares and maintains forms and records including personnel and payroll information.
• Operates all office equipment (computers, printers, copy machines).
• Maintains office files in a systematic and confidential manner.

• Maintains a system for receiving and tracking invoices.
• Orders and maintains supplies for the department.
• Enters Purchase Orders/Requisition s and Work Orders including travel.
• Maintains and reconciles budget expenditures.
• Maintains and reconciles payroll for department.

• Performs preventive maintenance on tools and equipment and ensures equipment is in safe operating condition.
• Follows established safety procedures and techniques to perform job duties including lifting and climbing; operates tools and equipment according to established safety procedures.
• Corrects unsafe conditions in work area and promptly reports any non‑immediately correctable conditions to supervisor.

None.

• All employees must maintain a commitment to the District's mission, vision, and strategic goals.
• Exhibits high professionalism, standards of conduct and work ethic.
• Demonstrates high quality customer service; builds rapport/relationship with the consumer.
• Demonstrates cultural competence; respects co‑workers; communicates and acts as a team player; promotes teamwork; responds appropriately in confrontational situations.

• Performs all job‑related duties as assigned and in accordance with the Board rules, policies and regulations. All employees are expected to comply with lawful directives in rare situations driven by need where a team effort is required.

• Knowledge of office procedures and of spelling, grammar, punctuation, and arithmetic.
• Knowledge of records administration and maintenance techniques and procedures.
• Knowledge of using software in a department administration environment, including MUNIS, KRONOS, and Smart Find.
• Skill at the intermediate level, working with Google Suite and Microsoft Office 365, especially Google Forms/Sheets, Outlook, PowerPoint, Word, and MS Teams.
• Skill in performing mathematical calculations with accuracy and data entry with minimal errors.
• Skill in actively looking for ways to help people.
• Skill in interpersonal relationships, including using tact, patience, and courtesy.
• Ability to accurately prepare and maintain records, files, and reports.
• Ability to process and handle confidential information with discretion.
• Ability to organize and coordinate work, including maintaining attention to details and quality, and prioritize work while meeting multiple deadlines.
• Ability to use software to create spreadsheets, databases, and do word processing.
• Ability to communicate effectively, both oral and written forms.
• Ability to engage in self‑evaluation with…