Substitute Administrative Assistant III Job San Bernardino area,California USA,Administrative/Clerical

Administrative Assistant III

This posting is to create a pool of qualified applicants for the current and/or upcoming academic year. While the department may not be actively recruiting at this time, applicants who meet all minimum qualifications and have submitted complete application materials will be contacted if a substitute position becomes available.

Performs a variety of highly responsible, complex, and sensitive administrative and secretarial duties in support of an assigned Division or District-wide program.

The Administrative Assistant III classification is distinguished from the Administrative Assistant II classification in that it supports an administrator with a broad level of responsibility with substantial District-wide impact. The duties involve a wide variety of diverse, complex, sensitive and confidential administrative and secretarial tasks, requiring tact and independent judgment. Incumbents are required to be self-directed and to relieve the administrator of routine administrative duties.

Receives limited direction from appropriate supervisor; refers only unusual decisions to supervisor. May provide technical and functional direction to assigned student workers.

The following duties are typical for this classification.

Participates and assists in the administration of a Division or District-wide program; serves frequently as a liaison between the administrator and the public, students, staff, and other campus officials.

Assists assigned administrator in meeting reporting requirements, functional responsibilities, and research objectives; assists in organizing programs, functions, and activities promoted by the District, College, or Division area.

Plans and organizes office support functions; oversees, evaluates, and coordinates the flow of office work and ensures that work is performed in a timely and accurate manner; recommends improvements in workflow, procedures, and use of equipment and forms.

Reviews, updates, and informs the assigned administrator and others of essential timelines; discusses and reviews calendar of events on a regular basis with the administrator to assure timely coordination of office activities and status of assigned projects.

Assists the administrator in developing procedures to expedite transmittal of information or facilitate implementation of policies and programs; develops standardized templates for division reports and publications; establishes new and revised office procedures as appropriate.

Develops and maintains assigned calendars, schedules, and appointments; initiates and establishes meetings; collaborates with other divisions and departments on activities and services.

Collects, researches, compiles, analyzes, verifies, summarizes, records, and evaluates information; prepares and distributes narrative, statistical, and financial data, and provides recommendations; completes reports; verifies and reviews forms and reports for completeness and conformance with established regulations and procedures.

Oversees projects independently as assigned; ensures that work is performed in a timely and accurate manner; uses independent judgment to develop and provide recommendations, suggestions, or information as appropriate.

Responds to sensitive questions, complaints, and requests for information; communicates information in person, via email, or by telephone where independent judgment, knowledge, and interpretation of policies and procedures are necessary.

Serves as liaison for the assigned administrator, by relaying messages, answering questions, clarifying information, responding to requests, resolving problems, explaining District, College, Department, or program area policies and procedures, or referring callers to the administrator or others as necessary.

Oversees the preparation of Board agenda items and supporting ensures Board agenda items are forwarded within District timelines and legal requirements and guidelines; makes necessary notifications regarding board action as necessary; researches and resolves discrepancies as necessary.

Collaborates with the administrator in the preparation and administration of program budget(s), cost estimates for…