Administrative Assistant-Substitute

Definition

Under direction, performs technical office and administrative support duties in compliance with established policies, procedures, and requirements; prepares and proofreads complex documents; greets visitors and explains departmental policies, procedures, and requirements; maintains information in manual and electronic systems; prepares and processes financial records; performs advanced financial clerical duties and other related duties as assigned.

Supervision

Works under the direct supervision of the department manager. Does not directly or indirectly supervise other employees but may provide work direction to student workers, lower-level employees, and/or temporary employees.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The following duties and responsibilities are typical of those performed by employees in this classification.

• Performs technical office and administrative support duties in compliance with established policies, procedures, and requirements; determines work plans and sets priorities to meet deadlines; exercises reasonable judgment in the implementation of administrative procedures and protocols within the scope of established policies.
• Mantains specialized information related to department operations; develops and maintains logs and records in support of office operations; sorts, codes, files, and retrieves documents using various manual and computerized filing systems; maintains complex interrelated files; searches databases and record systems to gather, compile, and report information.
• Greets and assists employees, students, and/or the public in person, on the phone, on the computer, or through other means of communication and provides customer service in a calm, helpful, and effective manner; researches complex issues and interprets and explains specialized information regarding established rules, regulations, policies, procedures, and technical office operations; receives and seeks resolution for customer complaints; obtains in-depth, complex, and/or sensitive information from employees, students, and others.
• Prepares, proofreads, and edits complex and detailed reports, letters, contracts, course outlines/documentation/schedules, correspondence, requisitions, statistical reports, grant reports, federal and state reports, and other documents; checks documents for technical accuracy, completeness, punctuation, spelling, and grammatical correctness; inserts charts, graphs, tables, and other requested items consistent with established templates or examples; may develop informational materials and/or presentations regarding department programs/services.
• Researches, compiles, and processes financial and/or other types of numerical data related to departmental administrative and/or academic operations; maintains manual or automated data systems; searches records, extracts/compiles data, and provides information and reports to management and/or other staff as required.
• Coordinates and/or performs clerical bookkeeping duties related to payroll, purchasing, inventory management, and/or related functions; computes, collects, and receipts monies and fees; maintains ledgers, accounts, spreadsheets, and/or databases; orders, receives, stores, and issues supplies, books, materials, and equipment, and maintains office inventories; coordinates with external vendors and Purchasing staff to initiate large purchases in accordance with College procurement policies; assists with developing, preparing, and administering departmental and/or program budgets.
• Receives and processes applications for programs, services, awards, scholarships, or special classes; gathers student eligibility information from academic histories, transcripts, and the completion of prerequisites; notifies students of missing or needed courses or information.
• Performs routine administrative support work in support of management and faculty; monitors schedules, deadlines, and calendars as assigned; arranges and coordinates meetings, seminars, or classes; prepares meeting agendas, materials, and minutes; arranges for travel and transportation; maintains computerized systems and processes and coordinates with information technology staff as needed to resolve problems.
• Identifies and recommends options for improving office efficiency; develops clerical and administrative tools, such as complex spreadsheets and databases, to assist management with tracking and analyzing information; investigates and recommends solutions for improving office technology.
• May provide staff support and coordination for a board, commission, or committee.
• May gather, review, verify, and prepare time sheets, attendance records, and other routine employment-related documents; may receive and process faculty evaluations submitted by students.
• May assist in coordinating departmental special events.
• May assist in updating department websites, social media accounts, and/or other communication tools; may prepare flyers and informational materials regarding departmental events.
• May provide work direction to student workers, lower-level employees, and/or other temporary employees.
• Performs other related duties as assigned.

MINIMUM QUALIFICATIONS:

The education, training, and experience qualifications are considered likely to provide the required knowledge and abilities to perform the above essential duties.

Education and Experience:

High School Diploma or equivalent. Four (4) years of clerical or office administrative experience in a high volume, high traffic office.

Licenses/Certifications/Other Requirements:

None.

Knowledge of:

• Administrative support methods of researching, gathering, organizing, and reporting data.
• Administrative support practices related to bookkeeping, payroll, purchasing, inventory control, and office systems development/maintenance.
• Methods of prioritizing, planning, and organizing work.
• Laws, regulations, standards, and/or requirements applicable to areas of assignment.
• Standard office practices or procedures.
• Standard office software and modern office equipment.
• Standard formats for business letters and other communications.
• Methods of filing information using alpha, numeric, and alphanumeric systems.
• Correct use of the English language, including spelling, punctuation, and grammar.
• Principles and practices of customer service.
• Business arithmetic.

Ability to:

• Perform technical administrative work.
• Research, organize, and maintain information, including financial or program-specific data.
• Understand, apply, and explain the laws, regulations, policies, and/or procedures applicable to the area of assignment.
• Operate a variety of office equipment including computers and printers/copiers.
• Utilize standard office software (e.g., email, word processing, and spreadsheet software).
• Maintain confidentiality of sensitive and/or protected information.
• Prepare reports, correspondence, and other documents using multiple business formats.
• Prioritize work and complete assignments accurately and within established deadlines.
• Provide and obtain detailed information to/from others.
• Provide customer service with a high level of sensitivity, tact, and patience.
• Exercise reasonable judgment in performing job duties.
• Perform and prioritize multiple tasks.
• Communicate effectively, both orally and in writing.
• Establish and maintain cooperative and effective working relationships with all employees and others encountered in the course of work.
• Demonstrate a sensitivity to, and understanding of, the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students.

PHYSICAL AND MENTAL STANDARDS:

The following physical and mental standards are identified as necessary to perform the essential duties and responsibilities. However, reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the position.

• Mobility: frequent sitting for long periods; occasional kneeling, crouching, pushing, pulling, walking, and standing; occasional reaching above and below desk level.
• Dexterity: frequent fine manipulation sufficient to operate a computer keyboard; frequent grasping to handle individual papers, write and take notes; and feel individual objects.
• Lifting: frequent lifting of papers, files, equipment, and material weighing up to 10 pounds; occasional lifting up to 25 pounds.
• Visual Requirements: frequent use of vision sufficient to read files, documents, and computer screens and do close-up work.
• Hearing/Talking: frequent hearing and speaking in person and on the telephone.
• Emotional/Psychological Factors: frequent contact with others including extensive public contact; frequent deadlines and time-limited assignments.

ENVIRONMENTAL CONDITIONS:

Work is primarily performed in a standard office environment.

This position requires the following documents to be attached to your online application to be considered:

• Resume

Please note: All required documentation must be attached to the online application by the applicant. Additional documents not requested in the announcement will not be reviewed.

Position Funding: This position is offered contingent upon funding. GCCD reserves the right to extend, withdraw, and/or reopen this position at any time.

Visas: GCCD does not sponsor visas.

Commitment to Diversity and Equal Employment Opportunity Employer: GCCD is committed to employing administrators, faculty, and staff members who are dedicated to student success. GCCD recognizes that diversity in the academic environment fosters cultural awareness, promotes mutual understanding and respect, and provides suitable role models for all students. GCCD is committed to hiring processes that support equal opportunity, diversity, and provide equitable consideration for all candidates as required in federal and state law. To find out more about GCCD, please visit our website at glendale.edu.

Accommodations: If accommodations are needed for the application process in compliance with the Americans with Disabilities Act, please inform Human Resources.

Thank you for your interest in employment opportunities with Glendale Community College District.