Substitute-Administrative Assistant II Continuous Pool

Position: Substitute-Administrative Assistant II Continuous Applicant Pool
BASIC FUNCTION
Under direction of a Director, the Administrative Assistant II provides a variety of responsible and confidential administrative duties and oversees the proper functioning of all administrative activities under their assigned area of responsibility, including coordination of communication for the Office.

DISTINGUISHING CHARACTERISTICS

This classification is a mid-level administrative position in the series of administrative classifications requiring an increased level of competency in communication, judgement, confidentiality, working independently, discretion, administrative skills, and governing rules and regulations applicable to the department or service area they are supporting.

ESSENTIAL DUTIES & RESPONSIBILITIES
The following duties and responsibilities describe the general nature and level of work being performed. It is not intended to be restricted or construed as an exhaustive list of all duties and responsibilities required of individuals so classified, and not all duties listed are necessarily performed by each employee in this classification.

1. Provide administrative assistance to the Associate Dean or Director by coordinating and maintaining the calendar to schedule meetings, events, appointments, and workshops.

2. Organize and coordinate the flow of activities through the office in relation to priorities, schedules, and deadlines; perform administrative duties for the Associate Dean or Director.

3. Research and analyze information and data; prepare and submit reports; maintain files and records.

4. Acts as an information resource regarding policies and procedures of assigned area responsibility; coordinate and track the review and updating of relevant department policies, procedures, and processes; maintain webpage for assigned area of responsibility.

5. Assemble, prepare, review, and submit Board agenda items and supplemental materials for assigned area of responsibility to appropriate divisional level. Assist and coordinate with the appropriate Administrative Assistant or Vice President’s Executive Assistant as required.

6. Prepare correspondence and reports for the Associate Dean or Director, screen, and route incoming correspondence. Compose and prepare responses to correspondence and requests for public records.

7. Coordinate and prepare all necessary materials and documents in preparation for participatory governance and committee meetings;
Prepare meeting agenda and take meeting notes and minutes as assigned.

8. Perform and manage administrative related projects and processes unique to assigned area of responsibility, i.e. recruitment, accreditation, program review, special events and activities, reports, and special programs.

9. Monitor, provide work direction, and supervise student employees assigned to the office.

10.Coordinate and train department staff in their area of responsibility for department administrative policies, procedures, and processes as needed.

11.Act as a liaison for the Associate Dean or Director; promote and maintain positive staff relations; screen incoming calls; greet visitors; maintain positive relations with employees and community. Answer inquiries, provide information, address complaints, and offer referrals to appropriate sources.

12.Arrange meeting and event services for the Associate Dean or Director’s office such as reception coordination, planning logistics, and providing materials.

13.Compile and prepare federal, State and County reports as assigned; keep informed of pertinent laws, policies, and pending legislation.

14.Propose and administer the budget of the Associate Dean or Director’s Office. Process purchase orders as required.

15.Plan and make travel arrangements and process travel claims as assigned. 16.Perform other job-related duties as assigned.

Perform related duties as assigned.

Please click here to view the full job description Education and Experience:
High School graduate or equivalent and two (2) years of administrative related experience.

Certificates, Licenses, Special Requirements:
Certain assignments may require a valid California driver’s license and the ability to maintain insurability under the district’s vehicle…