Administrative Assistant I

JOB Under the direction of an assigned administrator, performs a variety of specialized and responsible administrative assistance duties for a District program or service.
DISTINGUISHING CHARACTERISTICS Positions at this level are distinguished from other classes within the Clerical Series by the level of responsibility assumed and the complexity of duties assigned.
Provides administrative support to a manager or project coordinator of a District program or service.
This class is distinguished from Administrative Assistant II and III who report to senior level administrators and support major, complex programs or services with a broader scope and accountability.
Employees at this level are required to be fully trained in all procedures related to assigned area of responsibility.
SUPERVISION RECEIVED AND EXERCISED Receives direction from higher level supervisory or management staff.
May oversee student workers.
EXAMPLE OF DUTIES Perform a variety of administrative duties in support of an assigned program or service.
Coordinate communication between the administrator and staff, students, faculty, and the public; obtain and provide information; coordinate activities and assist to resolve issues.
Answer the telephone to provide information to students, faculty, staff, and the public; take and relay messages; explain District programs, policies and procedures.
Direct and greet guests and visitors.
Receive and appropriately respond to sensitive or confidential concerns and complaints presented by students, faculty, staff, applicants, vendors, and the public,Respond to requests for information from faculty, students, staff, and the public regarding District programs, policies, procedures, and regulations.
Schedule meetings, and appointments for assigned administrators, faculty, and staff.
Process travel request forms.
Order, issue, and inventory department supplies, forms, and equipment.
Process financial transactions; doing data entry to initiate te requisitions and purchase orders; routing invoices to Fiscal as necessary as necessary.
Compose, type, and proofread a variety of correspondence and documents including, but not limited to, agendas, forms, reports, letters, memoranda,; record and take notes.
Organize, develop, maintain, and monitor a variety of manual and electronic records, logs, files, and departmental reports.
Perform a variety of data entry tasks, entering information into appropriate computer program.
Process staff timecards; calculate and verify hours worked.
Receive requests and process work orders and repair services; enter work orders and monitor the status of work orders.
Pick up, sort, and distribute incoming and outgoing mail.
Process routine forms.
Verify the work of assigned student employees for accuracy, proper work methods, techniques, and compliance with applicable standards and specifications.
Obtain, compile, and record data.
Perform related duties and responsibilities as required.