Administrative Assistant III, Academic Affairs

College of the Siskiyous

Administrative Assistant III, Academic Affairs

Job# 202200086

Salary: $51,248.00 - $64,920.00 Annually

FIRST REVIEW JUNE 4, 2024 - OPEN UNTIL FILLED

Complete job description and application available online at: http://50.73.55.13/counter.php?id=282945

BASIC FUNCTION:

Under the direction of an administrator, performs a variety of complex administrative assistant duties to relieve the administrator of administrative detail; plans, coordinates, and organizes office activities and flow of communications and information for the assigned administrator; prepares and maintains a variety of manual and automated records and reports related to assigned activities. The Administrative Assistant III provides primary or lead department administrative support to a division, department, or program.

DISTINGUISHING CHARACTERISTICS:

The Administrative Assistant III is the senior-level or lead administrative classification; performs a wide variety of complex, diverse, and confidential administrative support services to an executive, administrator, or senior-level manager; applies a thorough understanding of a division, department, program, and/or functional area. The incumbent operates in a professional environment requiring execution and involvement in broad District/college-wide issues; interacts with executives, administrators, and senior-level managers on complex, difficult, and sensitive matters; interacts with Board of Trustee members, federal, state, and local external agencies and organizations requiring a specialized, technical, and thorough knowledge of organizational operations, policies, and procedures related to the area of assignment. The Administrative Assistant III requires the ability to apply a high degree of independent judgement to execute the assigned responsibilities related to the area of assignment.

The Administrative Assistant III is distinguished from the Administrative Assistant II in that the latter classification is the journey-level classification; performs varied and responsible administrative support responsibilities to a administrator, department, and/or program requiring attention to confidential and sensitive matters; provides specialized administrative support requiring knowledge related to the area of assignment. The Administrative Assistant III requires the ability to apply a moderate level of independent judgement to execute the assigned responsibilities within established guidelines and best practices related to the area of assignment.

Key Duties & Responsibilities

ESSENTIAL DUTIES:

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. Essential responsibilities are designated by *.

• Performs a variety of complex administrative assistant duties to relieve the assigned administrator of administrative and clerical detail? plans, coordinates and organizes office activities and flow of communications and information? ensures smooth and efficient office operations? ensures related functions comply with established laws, rules, regulations, policies, and procedures. *

• Serves as the primary administrative support to an assigned administrator; performs highly specialized and technical administrative duties? performs public relations and communication services on behalf of the administrator and the area of assignment. *

• Receives, screens, and routes telephone calls? takes, retrieves and relays messages as needed? schedules and arranges appointments, conferences and other events; receives visitors, including administrators, staff, parents and the public? provides information or directs to appropriate personnel? exercises independent judgment in resolving a variety of issues? refers difficult issues to the administrator as needed? provides technical information and assistance related to program or operations and related laws, rules, regulations, policies and procedures. *

• Extracts, compiles, and analyzes a variety of data and information, prepares and maintains a variety of records, logs and reports related to programs, students, attendance, staff, projects, grants and assigned duties? establishes and maintains filing systems? revises, verifies, proofreads, and edits a variety of documents. *

• Reviews, audits, and enters a variety of data into an assigned computer database/system? establishes and maintains automated records and files? initiates queries, develops spreadsheets, manipulates data, prepares, and generates various computerized lists and reports as requested? ensures accuracy of input and output data. *

• Coordinates, schedules, and attends a variety of meetings, workshops, and special events? prepares and sends out notices of meetings? compiles and prepares agenda items and other required information for meetings, workshops, and other events? sets up equipment and supplies for meetings and other events as needed? takes, transcribes, and distributes minutes as directed. *

• Performs a variety of administrative accounting duties as assigned? monitors multiple assigned budgets and financial accounts for various accounting activities including but not limited to account reconciliation, verification of income and expenditures, ensures expenditures do not exceed established budget limitations; creates and submits requisitions and purchase orders (POs); posts, monitors, and tracks invoices and other account expenses into assigned databases; updates, maintains and tracks running balances of mirrored/sub-accounts established within the department/program to ensure accuracy of assigned budget and funding accounts to assist management in making financial decisions; updates and maintains budgetary and financial statistical records and files; may assist with budget development as administrative support to provide archive budget data and information. *

• Collaborates with various individuals and/or functional units to coordinate complex budget and accounting processes, budget recommendations, justifications for budget items, and allocation of funds; extracts account data to create and generate budgetary reports; identifies and resolves accounting discrepancies, budget issues, concerns, and/or problems; partners with accounting staff regarding deposits; processes budget expense transfers and recommends budget revisions, allocations, and expenditures for equipment, materials, and supplies. *

• Initiates and partners with approved vendors to procure a variety of products and services; ensures timely ordering, receipt, and storage of purchases; schedules maintenance and repairs of department/program equipment, as needed; reviews, verifies, posts, and submits invoices for processing and payment. *

• Coordinates part-time faculty evaluations and development of evaluation timelines? reviews course enrollments; maintains and monitors course load records for full-time and part-time faculty? reviews and tracks payroll timesheets for instructors and substitutes; prepares and reviews personnel and payroll requisitions and claims for reimbursements. *

• Communicates with personnel and various outside agencies to exchange information, request, and provide materials, coordinate activities and resolve issues or concerns. *

• Composes, updates, and maintains a variety of documents and materials including but not limited to inter-office communications, forms, letters, templates, memoranda, bulletins, agenda items, labels, fliers, requisitions, handbooks, newsletters, brochures, certificates, contracts, and other materials? formats materials to meet division, department, program, and/or office needs. *

• Researches, extracts, compiles, and verifies a variety of data and information? computes statistical information for various federal, state and local reports as necessary? identifies and resolves a variety of financial and statistical discrepancies? ensures mandated reports are completed and submitted to appropriate agencies according to established timelines, procedures, and program requirements. *

• Maintains administrator and department/program calendars; schedules appointments, meetings, special events, conferences, workshops, trainings, and other activities; coordinates special event, conference attendance, travel arrangements, and hotel reservations as necessary? reviews, processes, and submits expense reimbursement claims in accordance with District/college policies and procedures? coordinates and reserves facilities and equipment for meetings and other events as needed. *

• Advises and assists administrators, managers, faculty, staff, and/or students regarding department or program requirements, policies, and procedures; provides specialized technical assistance, as needed.; may confer with academic advisors and/or counselors regarding requirements related to specific programs. *

• Assists with special projects and/or events; prepares various forms and reports on behalf of the assigned administrator? facilitates and provides administrative support to special events and projects; prepares required forms and reports on behalf of the manager, department, and/or program, as needed.

• Distributes, collects, processes, and evaluates a variety of forms and applications related to the area of assignment? duplicates and distributes materials as needed? assists with the preparation, processing and maintenance of grant information, records, reports, and related materials as assigned. *

Receives, prepares, and stores confidential or sensitive information pertaining to the college, students, and staff? maintains confidentiality where appropriate. *

• Updates and maintains department or program website information as directed. *

• Operates a variety of office equipment including modern office equipment, computer software programs and applications, computer hardware, and peripheral equipment; schedules routine maintenance and repairs for equipment; works with appropriate departments to coordinate and/or arrange for equipment repairs as needed.*

• Receives, opens, sorts, screens, and distributes incoming and outgoing mail? composes replies independently or from the supervisor’s direction? prepares and distributes information packets and bulk mailings. *

• Tracks and monitors inventory levels of office and designated supplies? orders, receives, and maintains appropriate levels of inventory as required? prepares, processes, and codes purchase orders and invoices as assigned? arranges for billings and payments as directed. *

• May assist with employment processes; monitors and maintains files of the department’s applicants; prepares correspondence to applicants; prepares position authorization forms, contract hours, and personnel action forms (PAFs); monitors PAF approvals; assists new employees with processes associated with employment; works with Facilities to arrange office space, equipment, services, and supplies, as needed. *

• Performs related duties that support the overall objective of the position.

Minimum Qualifications

Associate Degree in a related discipline; AND

Four (4) years of increasingly responsible administrative experience supporting an administrator, senior-level manager, department, and/or program;

Or, any combination of education and experience which would provide the required qualifications for the position.

LICENSES AND OTHER REQUIREMENTS

May be required to possess or demonstrate an ability to obtain, a valid driver license, if driving is required as an essential responsibility of the position.

May be required to travel for various off-site meetings, trainings, conferences, workshops, and/or events in support of the overall objective of the position.

Other Details

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of:

• District and college policies, procedures, rules, and regulations related to the area of assignment.

• California Education Code as it relates to the area of assignment.

• Organizational operations, policies, and objectives.

• College standards, prerequisites and registration requirements related to assigned department or division and activities.

• Applicable codes, regulations, policies, procedures, and laws related to the area of assignment.

• Federal Educational Rights and Privacy Act (FERPA).

• Methods, procedures, and terminology used in clerical accounting work.

• Data control procedures and data entry operations.

• Educational semester terms and practices for high school and college students.

• General terminology, practices, and procedures of assigned office.

• Effective communication skills.

• Record-keeping, filing, file sharing, and filing systems methods and techniques.

• Business letter and report writing, budget preparation, editing and proofreading.

• Telephone and public relations techniques and etiquette.

• Methods, procedures, and terminology used in clerical accounting work.

• Modern office practices and procedures and the operation of office equipment, computers, and assigned software.

• Proper English usage, spelling, grammar, vocabulary, and punctuation.

• Principles and practices of data processing and budgets.

• Interpersonal skills using tact, patience, and courtesy.

• Record retrieval and storage systems.

• Operation of office equipment, computer and assigned software.

• Methods of extracting, collecting, and organizing data and information.

• Mathematic calculations.

• Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).

Ability to:

• Independently perform the essential responsibilities of the position.

• Plan, coordinate, organize, and prioritize workload to meet schedules and timelines.

• Coordinate flow of communications and information as needed.

• Generate and prepare comprehensive reports related to the area of assignment.

• Compose effective correspondence.

• Interpret, apply, and explain laws, codes, rules, regulations, policies, and procedures.

• Perform varied and responsible administrative duties to relieve the administrator of administrative and clerical detail.

• Compile and prepare comprehensive reports concerning a broad spectrum of subject matter.

• Plan, coordinate, and organize office activities, including direct student support, flow of communications, and information for the assigned administrator or manager.

• Ensure smooth and efficient office operations.

• Utilize a computer to input and/or extract data, maintain automated records, and generate computerized reports.

• Update and maintain a variety of records, logs, and files.

• Compose effective correspondence independently.

• Input data at an acceptable rate of speed.

• Work in a busy and fluid environment with many interruptions.

• Work independently and effectively with little direction and minimal supervision.

• Communicate effectively with administrators, managers, faculty, staff, students, and the public.

• Analyze situations accurately and adopt an effective and appropriate course of action within clearly defined guidelines.

• Exercise tact and diplomacy in dealing with sensitive and complex issues and situations.

• Identify and refer ethics or legal concerns to appropriate supervisor.

• Add, subtract, multiply, and divide with speed and accuracy.

College of the Siskiyous is an equal opportunity employer. The policy of the District is to encourage applications from ethnic and racial minorities, women, persons with disabilities, and Vietnam-era veterans. No person shall be denied employment because of ethnicity or race, color, sex or gender, gender identity, age, religion, marital status, disability, sexual orientation, national origin, medical conditions, status as a Vietnam-era veteran, ancestry, or political or organizational affiliation.

College of the Siskiyous is accredited by the Accrediting commission for Community and Junior Colleges of the Western Association of Schools and Colleges.