Administrative Assistant

Administrative Assistant

Salary: $61,777.00 - $75,977.00 Annually

Location:

Districtwide, CA
Job Type: Permanent
Division: DO Personnel Commission
Job Number: 2026046
Closing: 7/21/2026 11:59 PM Pacific

Under general supervision, performs advanced administrative support for a Dean, Director or department head; creates and maintains documents, reports, records and files required for work processes; assists in budget development and tracking; performs complex scheduling and calendaring; provides staff support to committees, taking and posting agendas and minutes; coordinates event logistics; and performs related duties as assigned.

• Provides clerical and administrative support to an administrative Dean, Director or department head; using standard office software, composes and/or types memoranda, correspondence, reports, agreements, contracts, presentations, spreadsheets, forms and other documents, often of a highly technical and sensitive nature; proofreads and checks typed and other materials for accuracy, completeness and compliance with District standards, policies and procedures; may take and transcribe dictation;
  
  ensures materials, contracts, reports and documents for signature are accurate and complete.
• Screens and responds independently to phone calls, correspondence and email inquiries regarding a variety of department matters, occasionally of a confrontational and disagreeable nature; acts as liaison in coordinating calendar and matters between the manager's office and other departments, divisions, educational and industry partners and vendors; represents the department in important interactions with department constituencies over the phone, in person and online;
  
  provides information and handles issues that may require sensitivity and use of tact and independent judgment; prioritizes requests and facilitates the completion of time‑sensitive items and the flow of information; researches requests or complaints and refers matters to appropriate staff and/or takes or recommends actions to resolve issues.
• Coordinates administrative processes for department hiring for staff and faculty positions including submitting and tracking requisitions, assisting selection committee with materials and scheduling and preparing hiring paperwork.
• Coordinates full‑ and part‑time staff and faculty payroll administrative processes at the department/division level, including auditing time logs, calculating sick leave and ensuring conformance to work hour restrictions; computes and categorizes pay according to departmental/program billing accounts; ensures accurate usage of funding codes and calculates departmental/program billing; tracks approved vacation and sick time for departmental staff.
• Organizes, maintains and updates confidential, specialized and technical files, documents and records including department personnel records; creates and maintains electronic and physical filing systems.
• Creates and maintains spreadsheets and small application databases; reviews, submits and tracks requests for payments and purchase orders in accordance with District policies and procedures; assists in ordering textbooks, equipment and materials; reviews travel and conference expense forms; calculates budget usage and fund percentages; prepares budget variance reports and spending forecasts for management review; tracks multiple funding sources; may participate in grant administration functions including basic grant writing, collecting program data and generating performance reports.
• Maintains and coordinates a variety of manager and/or division calendars; makes meeting arrangements including preparing and posting agendas and notices; prepares and distributes agendas and supporting documents to appropriate parties; takes and transcribes meeting minutes; may serve as recording secretary to a committee; prepares and distributes follow‑up letters and documentation; assists with setup and cleanup for special events; contacts vendors for food orders, supplies and audio‑visual equipment;
  
  handles other meeting logistics.
• May provide administrative, logistical and technical support to the department; independently…