Administrative Assistant II

Administrative Assistant II North Orange County Community College District Position Number: 2015698P Location: Fullerton College Department: FC Distance Education Percentage of Employment: 100% Months of Employment: 12 Months Per Year Work Schedule: Monday- Friday, 8:00 AM - 5:00 PM (Schedule and shift are subject to change in accordance with department needs.
) Job Description: Performs complex administrative duties independently in support of one or more functional areas, departments or administrators within established rules and regulations; organizes and manages daily activities to assure efficient operations; provides information to departments, personnel, students and the public on the phone and in person; answers questions and resolves problems requiring judgement, knowledge and explanation of policies.
Plans, coordinates and assists in the preparation and maintenance of class and faculty schedules, room assignments, textbook orders, and associated paperwork; assists instructors with preparation of curriculum, forms, applications, and testing materials; ensures classrooms and instructional areas are maintained; assists students with registration.
Coordinates and facilitates special projects, such as receptions, facilities use and events; maintains calendar of activities; coordinates travel arrangements, approves, prepares and distributes promotional and informational materials; maintains current mailing lists.
Monitors department expenditures and budgets; approves expenditures within established guidelines; assists with budget development and tracks status of budgets; maintains petty cash accounts; responds to inquiries regarding financial issues.
Evaluates and processes forms, transcripts and applications; verifies data for accuracy, completeness and compliance within established procedures; enters data into computer system; monitors, calculates and submits time sheets; maintains confidential files and data.
Types and may compose and edit correspondence, memos, letters, agendas and reports; revises schedules, forms, reports, records, and other information; prepares statistical information for use in reports; schedules appointments and meetings; attends meetings and transcribes and distributes minutes; initiates and answers telephone calls; screens and directs calls; greets visitors and directs to appropriate personnel; routes and distributes incoming mail and other materials; prepares outgoing mail and packages.
Orders supplies and prepares purchase requisitions; tracks orders to assure delivery and payment; responds to facilities maintenance requests.
Trains and provides work direction and guidance to others as directed.
Learns and applies emerging technologies and advances as necessary to perform duties in an efficient, organized, and timely manner.
Participate in District/College efforts to increase the diversity of faculty and staff and to address student achievement gaps; active assistance in the creation of a welcoming and inclusive work and educational environment; attend and participate in diversity, equity and inclusion trainings and events.
Performs related duties as assigned.
Primary Purpose: This position is responsible for performing a wide variety of complex and specialized administrative duties to support one or more functional areas, departments or administrators; and coordinating office functions to assure efficient operations.
This requires specialized knowledge in the specific area supported (e.
g.
financial aid, student services, health services, various instructional areas, and any other departments).
Working Relationships: The Administrative Assistant II maintains frequent contact with various District departments and personnel, faculty, students and the public.
Knowledge, Skills, and Abilities: Knowledge of District organization, operations, policies and objectives Knowledge of applicable sections of State Education Code and other applicable laws Knowledge of organization, policies, and rules of assigned department or program Knowledge of modern office practices, procedures and equipment Knowledge of record-keeping techniques Knowledge of basic bookkeeping procedures Knowledge of correct English usage, grammar, spelling, punctuation, and vocabulary Knowledge of various computer software applications Ability to interpret, apply and explain rules, regulations, policies and procedures Ability to make arithmetic calculations quickly and accurately Ability to type at 55 wpm from clear copy Ability to operate a variety of office equipment such as calculator, computer, copier, etc.
Ability to analyze situations accurately and adopt an effective course of action Ability to plan, organize and prioritize work Ability to work independently with little direction Ability to complete work efficiently with many interruptions Ability to work confidentially with discretion Ability to meet schedules and time lines Ability to understand and follow oral and written directions Ability to communicate effectively, both orally and in writing Ability to understand scope of authority in making independent decisions Ability to review situations accurately and determine appropriate action according to established guidelines Ability to establish and maintain effective working relationships with others Special Requirements: Coursework must be verifiable on a legible transcript.
If selected as a finalist and/or given an offer of employment for this position, you will be required to provide a transcript (may be unofficial).
Human Resources will contact the finalist to obtain this required documentation at that phase of the recruitment.
Minimum Qualifications: High school diploma or GED.
Minimum two (2) years of administrative experience; may be supplemented by applicable college courses.
Commitment to diversity.
All applicants must have demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff.
The applicant must be able to demonstrate how their experience with these factors relates to successfully achieving the goals of the position.
Desirable Qualifications: Experience working with a learning management system or other similar systems.
Demonstrated experience integrating diversity, equity, and inclusion into the duties and responsibilities for this position.
Prior experience in approaching work and interactions with colleagues and/or students in an equity minded manner.
Ability to provide an inclusive and welcoming work/educational environment.
Working Conditions: College or District office environment; subject to constant interruptions and frequent interaction with others; sitting for long periods at a time (up to 2-3 hours); repetitive use of upper extremities including hand coordination activities.
Salary Range: $5,397 - $6,503 Per Month Number of Vacancies: 1 Posting Number: 2015698P Open Date: 01/24/2024 Close Date: 2/7/2024