Senior Administrative Assistant Job at Compton Community College District
Job Description:
DEFINITION
Under general direction, performs a variety of routine to complex office administrative, secretarial, and clerical duties in support of an assigned Dean and related management, professional, and supervisor staff, including planning, organizing, and overseeing the operations and functions of the assigned office; coordinates assigned programs, projects, and services with other District departments, divisions, and outside agencies; interacts frequently with the public and provides information or directs questions and
requests to the appropriate staff; and performs other duties as required.
SUPERVISION RECEIVED AND EXERCISED
Receives general direction from an assigned Dean and/or assigned management staff. Exercises no
supervision of staff. May exercise technical and functional direction over and provide training to lower- level staff or student workers.
CLASS CHARACTERISTICS
This is the advanced journey-level class in the office support and administrative assistant series.
Incumbents perform a wide variety of specialized technical and administrative support work for an assigned Dean and related management, professional, and supervisory staff. Responsibilities include performing specialized and technical office support duties for the assigned department to ensure efficient service provision. Responsibilities require the frequent use of tact, discretion, and independent judgment as well as knowledge of departmental and District activities. The work requires the interpretation and application of policies, procedures, and regulations and involves frequent contact with the public, as well as performing various research, programmatic, and budgetary support functions. This class is distinguished from the Administrative Assistant to the President in that the latter is the highest-level in the administrative assistant series and performs varied and complex administrative support duties within the office of the President.
EXAMPLES OF ESSENTIAL JOB FUNCTIONS (Illustrative Only)
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
Plans, organizes, and carries out administrative assignments and special projects related to the assigned department, including assisting with budget preparation, planning, and implementation; recommends organizational or procedural changes affecting support activities; recommends improvements in work flow, procedures, and use of equipment and forms.
Relieves the Dean of a variety of administrative details; independently responds to routine letters and general correspondence; composes, proofs, edits, and prepares letters, memoranda, and reports
pertaining to standard policies.
Assists in the preparation and monitoring of departmental payroll, including preparing timecards for management approval and disbursing paychecks.
Collects and compiles department-related materials for review and analysis; provides recommendations for changes in programs, policies, or procedures to improve efficiency and cost effectiveness of operations.
Assists in a variety of department and program operations; coordinates, oversees, monitors, and
participates in special projects, assignments, and activities as assigned; maintains control files on matters in progress and expedites their completion; serves on committees as assigned.
Prepares monthly Board agenda items.
Takes minutes and meetings as required.
Performs a wide variety of routine to complex administrative and clerical duties to support departmental/divisional operations, including filing, preparing records and monthly reports, purchase
orders, requests for proposals, contracts, and ordering and maintaining office and related supplies.
Screens calls, visitors, and mail; assists in interpreting and applying regulations, policies, procedures, systems, rules, and precedents in response to inquiries, complaints, and requests for information from the public; directs callers to appropriate District staff; represents the District to all callers and visitors in a professional and customer friendly manner.
Organizes and maintains various administrative, reference, imaging, and follow-up files in accordance with the records retention policy.
May serve as secretary to a board, commission, or special task force; provides a variety of
administrative and coordinative support to the assigned body, including coordinating and scheduling meetings, appointments, and speaking engagements; reserving meeting rooms; maintaining reports;
compiling and distributing agenda packets; attending meetings; developing, formatting, and
distributing minutes; and following up on decisions as required.
Checks and tabulates standard arithmetic or statistical data; may summarize such information and prepare periodic numerical reports.
Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining
completeness of applications, records, and files.
Types, originates, formats, proofreads, and distributes a wide variety of reports, correspondence, and memoranda from rough drafts, verbal instructions, or transcription machine recordings; checks drafts
for punctuation, spelling, and grammar; makes or suggests corrections to drafts.
Gathers, assembles, updates, and distributes a variety of department specific information, forms, records, and data as requested; prepares and maintains a variety of databases and reports.
Coordinates travel arrangements and accommodations for department personnel and submits all
related paperwork.
May coordinate community outreach and event details, under the direction of assigned management staff.
Required Qualifications:
Education and Experience:
Equivalent to the completion of the twelfth (12th) grade and four (4) years of responsible administrative support experience involving a high level of public contact and customer service.
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