Administrative Assistant Short Term ; Temporary

Position: Administrative Assistant Short Term Hourly (Temporary)
DESCRIPTION

BASIC FUNCTION:

Implements directives of the Dean and performs a wide variety of complex specialized secretarial and administrative functions in support of the division; coordinates communication and office activities assuring efficient office operations; performs a variety of duties and responsibilities which are of a sensitive and confidential nature; and performs other related responsibilities as may be assigned.

REPRESENTATIVE DUTIES

REPRESENTATIVE DUTIES: E = indicates essential duties of the position

* Organizes and manages the daily activities of the division office to assure efficient and effective office operation; coordinates communications and handles administrative matters; develops and implements efficient and effective office practices and procedures. (E)

* Performs a variety of duties independently in support of functions delegated to the assigned administrator; interprets and applies rules and regulations as appropriate. (E)

* Prepares correspondence independently or from oral instructions; drafts, prepares, and edits a wide variety of materials such as correspondence, reports, surveys, forms, charts, and other documents; utilizes the computer to perform advanced-level word processing functions including complex formatting of documents, creating charts, developing spreadsheets and using a variety of software; verifies data for accuracy, completeness and compliance with established procedures;

inputs and retrieves computerized data. (E)

* Greets visitors, initiates and answers telephone calls, screens and directs calls and visitors to appropriate personnel; responds to requests for information from students, staff and the general public regarding District programs, policies, procedures and regulations; exercises discretion and confidentiality in evaluating and/or resolving problems and complaints, including security and safety issues. (E)

* Coordinates communication and activities with other District departments and personnel, students, educational institutions, vendors, other outside organizations and the public; obtains and provides information regarding District personnel and the general public regarding District programs, policies, procedures, and regulations. (E)

* Develops schedules related to division activities and services; assembles information, verifies accuracy and inputs or oversees the input of information into the computer; processes data according to established procedures and timelines; processes division schedule changes, post notices accordingly. (E)

* Assists in budget preparations; maintains records of expenditures and other financial records. (E)

* Organizes, establishes filing and record keeping systems; maintains a variety of files, and records including those of a sensitive and confidential nature. (E)

* Compiles information and data from a variety of sources for reports and assist in the preparation of statistical and narrative reports from a variety of sources; conducts research as required; prepare, duplicates, and collates materials. (E)

* Schedules meetings and appointments for assigned administrator; prepares agenda items for meetings; maintains records, attends meetings and prepares minutes for distribution to appropriate personnel. (E)

* Receives, opens and routes mail; orders, issues, and maintain department supplies and forms; orders and disburses a variety of materials to other departments; faculty, student and the community. (E)

* Provides training and work direction to student assistants, hourly personnel and others as assigned; participates as requested in hiring personnel and provide input regarding performance evaluations. (E)

* Schedules classroom and facilities use; coordinates with facilities and necessary personnel; initiates and assists at special events and performs research and other special projects; coordinates activities between the administrators and staff, students, the public or other District or campus officials; obtains and provides information, coordinates student and public activities and resolves problems. (E)

* Completes and submits forms related to staff absences and/or leaves and prepares payroll reports.

* Processes new hires and resignations including request for phone extensions, network accounts, Banner access, email, keys, general supplies, and assembles new hire packets for disbursement.

* Acts a liaison between the Dean and the Inter Club Council, their advisors, the Associated Student Association-student government members and the Student Trustee.

* Provides appropriate interface between the community, business representatives, students, faculty and the dean. (E)

* Maintains efficient tracking of all tasks and projects to ensure timely completion of all tasks and projects essential to the business of the division. (E)

* Prepares brochures and program flyers. (E)

* Takes and transcribes dictation and utilizes transcription equipment; maintains confidentiality of sensitive information as appropriate. (E)

* Performs other related duties…