Essential Duties/Major Responsibilities:
1. Performs a wide variety of moderately complex administrative duties to support the program or department to which assigned, including collecting specialized student data for reporting to regulatory agencies; ensuring compliance with policies, procedures, and state and federal regulations; coordinating campus transportation, events, and/or facilities rentals; receiving, logging, scheduling, and distributing service requests and work orders; assisting with student accommodations; and assisting computer users with troubleshooting basic technical problems.
2. Assists with maintaining program or department budget tracking, and processing department requisitions. Follows up with vendors; assists in the development of contracts; prints and reviews invoices for accuracy.
3. Synthesizes data and develops statistical reports.
4. Assists in coordinating the evaluation process for probationary, adjunct, and/or full-time faculty; schedules and tracks evaluation meetings; monitors and tracks submission of evaluation materials.
5. Assists in providing telephone and/or front counter support to students, parents, staff, faculty, and the general public as assigned; responds to moderately complex inquiries by explaining program requirements, departmental policies, procedures; and applies a moderate level of policy interpretation and independent judgment, or by referring the customer to the appropriate source; provides general information regarding the assigned program, department, or the District; distributes applications, forms, evaluations, and other documents as requested and may assist students, visitors, and other customers in completing such documents; refers callers/visitors to appropriate departments or individuals.
6. Performs a wide variety of customer services duties, such as answering a variety of questions and responding to moderately difficult complaints; providing information regarding classes, classrooms, and campus facilities and directions, and assisting with logistics; verifying enrollment, and assisting with student account holds; changing or correcting student data in the District-wide mainframe database, and/or assisting in coordinating department or campus tours; assembling informational and orientation packets; making appointments with other department staff; and by referring visitors/callers to other programs, departments, off-campus services, other help agencies, and community groups, as appropriate.
7. Performs skilled word processing, data entry, and transcription using independent judgment and discretion in preparing correspondence, meeting minutes, and reports; originates, types, formats, proofreads, and edits a wide variety of documents, including correspondence, letters, memos, agendas, meeting minutes, reports, schedules, and statistical reports from rough draft, handwritten copy, or from other material using a computer; checks drafts for punctuation, spelling, and grammar; makes or suggests corrections to drafts; inputs and retrieves data into various program, department, and/or District-wide software applications and database systems; maintains program and/or department-specific databases.
8. Copies, compares, or compiles data to produce monthly statistical reports for managers by checking data, making necessary corrections, and producing data in final form.
9. Researches records within areas of responsibility to prepare and provide follow-up information to customer and staff inquiries.
10. Gathers, assembles, updates, and distributes a variety of department-specific information, documents, forms, records, and data as requested; prepares and maintains a variety of databases and reports.
11. Responds to the public and staff inquiries regarding department and/or District policies, procedures, and timelines; explains and applies policies and procedures as required to ensure timeline compliance; monitors timelines; resolves problems of a moderate complexity within areas of responsibility.
12. Organizes and maintains various administrative, reference, imaging/scanning, and follow-up files; purges files in accordance with the records retention policy.
13. Checks and tabulates standard arithmetic or statistical data; may summarize such information and prepare periodic numerical reports.
14. Processes and prepares a variety of documents, materials, and records according to established procedures and practices. Verifies and reviews forms and reports for completeness and conformance with established policies and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
15. Receives, opens, time stamps, sorts, and distributes incoming and interdepartmental mail; prepares and distributes outgoing mail; receives shipments; compares packing slips with received goods; matches invoices with packing slips to ensure accuracy; prepares outgoing mail and shipments.
16. Assists in planning and organizing program or department-related events, workshops, informational seminars, presentations, and related activities.
17. Assists with and maintains departmental schedules for a variety of functions such as faculty annual calendars and calendar of events.
18. Operates a variety of standard office equipment, including job-related computer hardware and software applications, copiers, printers, facsimile machines, multi-line telephones, and audio/visual equipment; may operate other department-specific equipment.
19. Maintains accurate records of work performed.
20. May oversee the front counter/office activities. May update web pages as directed.
21. May make arrangements for complex scheduling and reservations of District facilities for a variety of meetings, events, classes, and other purposes.
22. Learns and applies emerging technologies and, as necessary, to perform duties in an efficient, organized, and timely manner.
Skills and Abilities:
1. Perform responsible administrative support work with accuracy, speed, and general supervision.
2. Provide varied and responsible office administrative work requiring the use of tact and discretion.
3. Understand the organization and operation of the District and of outside agencies as necessary to assume assigned responsibilities.
4. Interpret and apply administrative and departmental policies and procedures.
5. Respond to and effectively prioritize multiple phone calls and other requests for service.
6. Compose correspondence and reports independently or from brief instructions.
7. Understand and carry out oral and written directions.
8. Make accurate arithmetic, financial, and statistical computations.
9. Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
10. Establish and maintain a variety of filing, record-keeping, and tracking systems.
11. Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
12. Operate and maintain modern office equipment, including computer equipment and specialized software applications programs.
13. Use English effectively to communicate in person, over the telephone, and in writing.
14. Understand scope of authority in making independent decisions.
15. Review situations accurately and determine appropriate course of action using judgment according to established policies and procedures.
16. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Minimum Qualifications/ Education & Experience:
Equivalent to the completion of the twelfth (12th) grade and three (3) full-time equivalent years of varied administrative support experience preferably involving some interaction with the public or two (2) full-time equivalent years of experience equivalent to the Administrative Specialist I.
License(s) & Other Requirements:
The incumbent may periodically be required to travel to a variety of locations. If operating a vehicle, employees must have the ability to secure and maintain a valid California driver’s license.
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