Administrative Asst II - Special Resource Center

This position is contingent upon available categorical funding

Under the direction of an assigned Administrator, perform a variety of complex and responsible secretarial, administrative assistance and research activities to relieve the administrator of administrative detail in a major, complex, program or function.

The Administrative Assistant I provides secretarial and administrative support to a Director of a College program or service. The Administrative Assistant II reports to a senior level administrator at the level of a Dean or Director of a major, complex, program or service of broader scope and accountability.

• Organize and manage day-to-day activities of an assigned office to assure efficient and effective office operations; coordinate communications; relieve the administrator of detailed administrative procedures.
• Perform a variety of duties independently in support of functions delegated to assigned administrator; interpret and apply rules and regulations as appropriate.
• Type a variety of materials such as correspondence, agendas, minutes, reports, forms, applications, memoranda and other documents.
• Coordinate communication between the administrator and staff, students, faculty, vendors, the public and others, obtain and provide information, coordinate activities and resolve problems.
• Coordinate communication with vendors, contractors and public and private representatives in arranging programs, supporting contracts, and maintaining community liaisons as assigned.
• Utilize judgment in screening and maintaining the confidentiality of concerns or complaints presented by students, faculty, staff, applicants, vendors or the general public.
• Greet office visitors and answer telephone calls, screen and direct calls and visitors to appropriate personnel; take and relay messages; schedule conference calls.
• Respond to requests for information from students, staff and the general public regarding District programs, policies, procedures and regulations.
• Organize, develop and maintain a variety of records, logs, files and departmental reports, including information of a confidential nature; verify data for accuracy, completeness and compliance with established procedures; input and retrieve data in computer systems as required; maintain confidentiality of information.
• Research District policies or divisional or departmental practices and compile data for use by administrator or staff, compile information and prepare reports.
• Schedule meetings, conferences, appointments and travel accommodations for assigned administrators, faculty or staff, maintain administrator's calendar.
• Participate as a member of a selection panel, quality council or special committee, as assigned by the position.
• Receive, open and route mail; screen and respond to administrator's mail as appropriate.
• Order, issue and maintain department supplies, forms and equipment.
• Operate a variety of office equipment including personal computer terminals, peripheral devices, related word processing and database or spreadsheet software programs; operate multiplex telephone system, electronic mail system, typewriter, calculator, facsimile equipment and copier.
• Maintaining and verifying current budget information; monitor expenditures and assist in budget preparation as required.
• Train, provide work direction and monitor progress of student workers and clerical personnel as assigned.
• Perform related duties as assigned.

• Education and Experience:
  
  Any combination equivalent to graduation from high school, including or supplemented by courses in secretarial science and four years of increasingly responsible secretarial experience.
• Computer Skills Test
  
  Required:
  
  Successfully pass the Computer Skills Microsoft Office 2016 Intermediate Word Test with at least 70% accuracy.
• Applicants who meet the qualifications will be sent an email from  with a link to take the tests. The information will be sent to the email address provided on your application.
• Please be sure to log into igreentree and check your application status for updates.

• Basic knowledge of various disability groups or experience working with individuals with disabilities.
• Basic knowledge of the ADA, Title V of the California Ed Code on Disabled Students Programs & Services.
• Basic knowledge of Disabled Students Programs and Services, (DSPS).
• Provides customer service support to students as needed.

• Knowledge/Areas of Expertise:
  Organization and objectives of assigned department or program.
• Modern office practices, procedures and equipment.
• Financial and statistical record-keeping techniques.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Oral and written communication skills.
• Applicable sections of State Education Code and other applicable laws.
• Interpersonal skills using tact, patience and courtesy.
• Computer hardware and word processing and database or spreadsheet software application programs.
• Telephone techniques and…