Administrative Assistant

Salary: $29.33 Hourly
Location : Rocklin, CA
Job Type: Full-Time
Job Number: 3
Division: Instruction Office
Department: Instruction Office
Opening Date: 04/16/2025
Closing Date: 5/8/:59 PM Pacific

Description
Under general supervision from an assigned Director, Dean or Associate Dean, performs complex administrative, secretarial and clerical assistance duties in support of an assigned area; provides advanced and complex administrative and secretarial assistance to academic and classified staff, students and the public; and performs a variety of special tasks and projects relative to assigned area of responsibility.
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Examples Of Functions and Tasks
Representative Duties - The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

•  Performs secretarial and administrative support duties for an assigned manager; relieves administrator of a variety of clerical, technical and administrative details.
•  Screens office visitors and telephone callers; responds to sensitive questions, complaints and requests for information from administrative, management, academic, and/or classified staff, the general public and students; communicates information in person, by telephone or electronic mail.
•  Maintains a calendar of events to assure timely coordination of office activities and status of assigned projects; schedules and arranges meetings and appointments; coordinates activities with other divisions and departments; makes travel arrangements for staff.
•  Facilitates communication between assigned administrators, students, academic and classified staff, other offices, educational institutions, public agencies and the general public; interacts and relays information, questions and decisions regarding administrator's area of assignment.
•  Composes correspondence independently; prepares responses to letters, general correspondence and personal inquiries of a sensitive nature for administrator's approval; formats, types, proofreads, duplicates and distributes correspondence, notices, lists, forms, memoranda and other materials according to established procedures, policies and standards.
•  Establishes and maintains filing systems including confidential files; establishes and maintains files for information, records and reports; maintains records related to specific area of assignment.
•  Compiles, verifies, summarizes, records and evaluates information; prepares and distributes narrative, statistical and financial data; completes reports; verifies and reviews forms and reports for completeness and conformance with established regulations and procedures.
•  Facilitates the coordination of schedule production; coordinates and inputs data in accordance with established District policies and procedures; calculates class hours for reporting to state for apportionment purposes.
•  Coordinates classroom usage between divisions and locations; releases room schedule for electronic publication.
•  Monitors enrollment figures and recommends necessary additions or cancellations; enters corrected data into database.
•  Creates, verifies, edits and distributes hourly and full-time faculty loading records; monitors faculty workload and leave provisions; ensures compliance with provisions of applicable collective bargaining agreements.
•  Records and verifies faculty, classified, student and hourly temporary time sheets; calculates and processes faculty stipends; generates and proofs monthly faculty pay reports and submits for processing.
•  Coordinates, schedules, compiles, tabulates and processes faculty member performance evaluations.
•  Assists in budget administration; tracks and reconciles budget activity; posts, monitors and tracks invoices, credit card and other expenditures; prepares purchase requisitions, check requests, independent contracts, and claims for reimbursement.
•  Maintains records of expenditures and income for organizational unit supplies; initiates, codes and monitors fund transfers from various budget accounts.
•  Prepares requisitions and claims for reimbursement; resolves invoicing, purchase order and other financial documentation questions or problems with vendors.
•  Prepares financial documents and reports; prepares and balances financial summaries.
•  Arranges or coordinates with staff the use of campus and off site facilities and meeting rooms; researches room charts for available locations; initiates and submits required forms for use of facilities.
•  Operates office equipment including computer equipment, typewriter, calculator, copier and facsimile machine; utilizes various computer applications and software packages; maintains and generates reports from a database or network system.
•  Orders office supplies, equipment and materials; assures proper functioning of office equipment; coordinates repairs of office equipment as needed.
•  Coordinates and oversees specialized functions or projects; assures that work is performed in a timely and accurate manner; uses independent judgment to develop and provide recommendations, suggestions or information as appropriate.
•  Receives mail and identifies and refers matters to the administrator in order of priority.
•  Trains and provides work direction to assigned student workers and temporary help as assigned.
•  Performs related duties as required.
Minimum Qualifications
Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:
Equivalent to the completion of the twelfth grade supplemented by college level course work in business administration, secretarial science or a related field.

Experience:
Three years of increasingly responsible secretarial and clerical experience preferably in an administrative office of a public agency or in an educational environment.

QUALIFICATIONS - The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:
•  Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
•  Principles, practices and procedures of business letter writing.
•  Principles and practices used to establish and maintain files and information retrieval systems.
•  Principles, practices and procedures of fiscal, statistical and administrative record keeping.
•  Principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.
•  Basic mathematical concepts.
•  Basic research methods and techniques.
•  Work organization and basic office management principles and practices.
•  English usage, grammar, spelling, punctuation, and vocabulary. Ability to:
•  Understand the organization and operation of the assigned division and/or department as necessary to assume assigned responsibilities.
•  Understand and apply administrative and office policies and procedures as well as pertinent laws, regulations and ordinances.
•  Perform a range of administrative, technical, secretarial and clerical duties involving the use of independent judgment and personal initiative.
•  Independently compose and prepare correspondence and memoranda using correct English usage, grammar, spelling, punctuation and vocabulary.
•  Respond to requests and inquiries from students, staff, or the public; effectively present information in person or on the telephone to students, staff, or the public.
•  Use sound judgment in recognizing scope of authority.
•  Type or enter data at a speed necessary for successful job performance.
•  Take and transcribe dictation, if required by the position, at a speed necessary for successful job performance.
•  Research, compile, analyze, and interpret data.
•  Implement and maintain filing systems.
•  Train and provide work direction to others.
•  Plan and organize work to meet schedules and changing deadlines.
•  Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
•  Adapt to changing technologies and learn functionality of new equipment and systems.
•  Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
•  Work effectively with minimal supervision.
•  Communicate clearly and concisely, both orally and in writing.
•  Establish and maintain effective working relationships with those contacted in the course of work. PHYSICAL DEMANDS AND WORKING ENVIRONMENT . click apply for full job details