Administrative Assistant II

Under direction, performs a variety of advanced and complex administrative support functions in support of a Dean or Administrator, requiring independent judgment and discretion. Positions may provide lead direction to general clerical support positions.

DISTINGUISHING CHARACTERISTICS

The Administrative Assistant II classification is the second level in the Administrative Assistant series which is comprised of three (3) levels. Positions in the series are distinguished by reporting and working relationships, level of independence, supervision received and exercised, decision making, judgment, and minimum qualifications for employment consideration.

Positions in the Administrative Assistant II level typically perform advanced journey work, requiring the application of analytical problem solving that involves deviations from process, technology and resources.  This class is distinguished from the Administrative Assistant I level by the increased complexity of assignments, broader range of duties, and independence of judgment.  

Depending upon the assignment, the position may be designated as confidential pursuant to the terms of the applicable government code section.  

EXAMPLES OF DUTIES

• Performs administrative support functions for an instructional, program or functional area that requires considerable use of independent judgment and application of college wide policies and practices.

• Composes, edits, formats and prepares letters, reports, charts, requisitions and other media communications.

• Meets and greets visitors; responds to inquiries, requests for information and complaints; and provides information about district services, policies, procedures and other matters involving administrative officials.

• Schedules meetings, events and activities; handles facilities logistics; arranges teleconference calls; makes travel arrangements.

• Installs, maintains and revises electronic files and office systems; recommends clerical support procedures for efficiency and current technical best practices.

• Develops, maintains and reviews forms, databases, spreadsheets, logs, schedules and other records to support work processes.

• May track departmental budget and maintain other financial records.

• May update and maintain District wide materials, departmental or functional service area web sites, bulletin boards and computerized databases.

• May provide lead direction to student assistants and clerical support personnel.

• Performs related duties as assigned

MINIMUM QUALIFICATIONS:

Graduation from high school or GED AND four years of progressively responsible clerical/administrative support experience working for an administrator or manager.

DESIRABLE QUALIFICATIONS:
1.Experience working for senior executives-level managers (C-suite).

KNOWLEDGE OF:

• Rules, regulations, laws and policies governing the community college district.

• Communications and dissemination techniques and methods including written, oral, and visual media.

• Modern office practices, procedures, equipment and software applications.

• Customer service principles and techniques.

• Effective oral and written communication skills.

ABILITY TO:

• Prepare, edit, and maintain a variety of informational material, reports, documents and other media.

• Set priorities and manage time for optimal productivity.

• Work in a multiethnic environment.

• Interpret and explain complex District policies and procedures.

• Establish and maintain effective working relationships with other academic institutions, faculty, staff, students and the public.

PHYSICAL DEMANDS:

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone.  This is primarily a sedentary office classification although standing and walking between work areas may be required.   Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment.  Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information.  Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.

ENVIRONMENTAL ELEMENTS:

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

CORE COMPENTENCIES:

Administrative Support

Independent Judgement

Communication Skills

Organization and Time Management

Problem-Solving

Attention to Detail

Team Collaboration

Customer Service