Administrative Assistant III

Administrative Assistant III

Posting Number: 0002011

Location: Los Medanos College

Salary: $62,268 Step 1 - $75,864 Step 5

Position Definition:

To perform a variety of complex and responsible clerical and administrative duties for assigned office, department or program, including document processing, record keeping, and technical report compilation and interpretation of policies and procedures within assigned area.

Distinguishing Characteristics:

Administrative Assistant I This classification performs less complex clerical, program, or instructional support assignments while learning District policies and procedures.

Administrative Assistant II - This classification is distinguished from the Administrative Assistant I by the performance of a variety of activities involved in the preparation of reports, scheduling and a broad range of complex administrative tasks.

Administrative Assistant III This classification performs more complex administrative tasks and interpretation of policies and procedures with minimal supervision. Typically reports to a College Dean or other high-level manager.

Administrative Assistant, Senior - This classification typically supports a Vice President or other executive manager with a broad level of responsibility with substantial District-wide impact. The duties involve a wide variety of diverse and complex administrative tasks as well as departmental coordination, requiring a substantial amount of tact, judgment, and initiative.

Examples of Duties/Essential Functions:

Acts as a liaison between campus employees and the public to coordinate activities; answers phones and screen calls; schedules appointments; provides general departmental information, documents, and forms.Assists or gives guidance and general information to staff, students and the public in navigating departmental processes.Assists in planning and scheduling department activities; researches and provides direction on questions pertaining to policies and procedures.Performs routine personnel, budget, and payroll functions for assigned department; develops and initiates a variety of files and records such as payroll, budget and attendance.Examines and verifies fiscal records and expenditures; maintains budget records; reconciles budget accounts to ensure accuracy; receives purchasing invoices; arranges for payment of appropriate purchases.Receives, classifies, reconciles, interprets, consolidates, and/or summarizes documents and information.Maintains department/office records and fiscal information for control purposes, such as student and employee databases, transcripts, correspondence, tests, advisory certificates and probation reports.Researches and prepares reports and analyses within prescribed guidelines, including statistical reports, drawing data from a variety of both internal and external sources.Prepares and proofreads a wide variety of documents such as course proposals, confidential memoranda, exams, class outlines, reports, schedules, and letters; organizes and maintains internal records and filing systems.Operates a variety of office equipment, including photocopier, calculator, and computer.May notify students of and post canceled classes.Dispatches service requisitions; determines and assigns priorities of requests.May serve as Secretary to a committee; prepares agendas; schedules facilities; records and prepares minutes.Performs related duties as assigned.

Minimum Qualifications:

Education/Experience:

EXPERIENCE AND TRAININGThree (3) years of experience performing broad and varied complex clerical and administrative duties.

EDUCATION/LICENSE OR CERTIFICATEPossession of a high school diploma / GED or the equivalent with some college coursework.

Knowledge Of:

Modern office procedures, practices and technology/equipment.Modern software applications (Microsoft Office Suite, etc.).English usage, grammar, spelling, punctuation and vocabulary.

Skill To:

Keyboard with accuracy.Perform responsible clerical work with accuracy and speed.Meet multiple established timelines and deadlines without immediate supervision.Learn and interpret District or college rules, laws, and policies, and apply them using good judgment in a variety of procedural situations.Communicate effectively, both orally and in writing.Make mathematical calculations quickly and accurately.Serve students, staff and colleagues in a helpful, empathetic, professional manner.Establish and maintain cooperative work relationships with those contacted in the performance of required duties.Apply general rules, policies and procedures of the departmental/office to which assigned.Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, race, ethnicity, gender identity, sexual orientation, age, mental or physical disability, and religious background of all students, faculty and staff, and with all individuals encountered in the performance of required duties.

Ability To:

N/A

Desirable Qualifications:

• Experience working in an administrative role within a community college or higher education institution.• Strong ability to appropriately take initiative, anticipate department and supervisor needs, and to work independently with minimal direction.• Excellent organizational skills, high attention to detail, and the ability to manage multiple tasks simultaneously in a fast-paced environment• Strong written and verbal communication skills including political acumen in maintaining communications and professional relationships on behalf of the department• Proficient in higher education administrative software such as student information systems (e.g., Colleague, Banner, PeopleSoft), office software (e.g., Microsoft Office Suite, Adobe, Zoom), education-specific platforms (e.g., Canvas, SARS, Starfish), databases (e.g., Tableau), and Project Management Systems (e.g., Asana, Trello, Basecamp).

Special Instructions:

About the College:Los Medanos College (LMC) serves about 10,000 students who pursue transfer preparation, career education, and skill building. Located in East Contra Costa County, Los Medanos College is the only higher education institution in one of the fastest and continually growing regions of the East Bay.

Serving a highly diverse student population at multiple locations including the Pittsburg campus, Brentwood Center, and through a robust online learning environment, LMC provides our community with equitable access to educational opportunities and support services that empower students to achieve their academic and career goals in a diverse and inclusive learning environment. As a proud Hispanic Serving Institution (HSI) dedicated to equitable success for all students we seek talented individuals to join our community who operate with a growth mindset, are highly student centered, and who demonstrate a deep commitment to academic excellence, equity, and inclusion among students, staff, and faculty.

About the Position:This Administrative Assistant III position provides direct support to the Dean of Student Success and indirect support to the departments and programs that are under the Dean's purview. The Dean of Student Success provides leadership for a number of the college's Student Services departments and programs including, but not limited to:

Learning Communities (Honors Program, Puente Program, Transfer Academy, and Umoja Scholars Program), Outreach & Welcome Services, Student Life, and Transfer & Career Services. The office is also responsible for the primary administration of the Student Conduct process, planning the annual college Graduation (Commencement) Ceremony, and processing of the Dean's List.

Key aspects of this position include scheduling, budget tracking and expense processing, meeting agenda and minutes preparation, office communications, event planning support, responding to inquiries to inform students, staff, and faculty of policies or to provide appropriate referrals, and cultivating a welcoming, supportive, and culturally responsive environment for the office. Significant areas of focus include administrative support of the Student Conduct process and event planning support for the Graduation Ceremony event.

NOTE: New employees will be placed at the first step which is $62,268 per year, second step $65,424 per year or third step at $68,724 per year (depending upon experience). Based on current salary placement guidelines, all step increases for which an employee becomes eligible shall take place on July 1st of each fiscal year. These increases will occur, on annual basis, until the maximum step of $75,864 per year is reached on the salary schedule.

YEARLY: $62,268 (Step 1) - $75,864 (Step 5)

Job Close Date: 5/17/2024

Open Until Filled: No

To apply, visit https://apptrkr.com/5177658

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Requirements / Qualifications

Requirements / Qualifications