Los Angeles Community College District

Performs a variety of specialized, complex, and confidential administrative support duties of the highest level of responsibility, confidentially, and sensitivity for the Chancellor and manages the clerical operations of the Chancellor’s Office.

Maintains the Chancellor's calendar; schedules appointments, meetings, and other commitments; assists the Chancellor in managing their time effectively.

Acts as a liaison between the Chancellor and the senior staff of the District on matters related to scheduling of meetings, events, and other commitments, status of information requests, and other designated administrative support projects.

Manages the clerical operations of the Chancellor's Office.

Responds to inquiries made by Board Members that are directed to the Chancellor’s Office and require administrative assistance.

Reviews outgoing correspondence, reports, publications, and other materials for grammar, sentence structure, format, attachments, and compliance with applicable laws, rules, procedures, and directives of the Chancellor.

Searches records, compiles, and organizes a wide variety of information requested by the Chancellor.

Contacts Board Members, city and state officials, College Presidents and their assistants, executives and administrative staff of the District, representatives of other agencies, and both business and community leaders for the purpose of providing information and coordinating assigned activities.

Explains Board of Trustees rules, laws, administrative regulations, policies, procedures, and precedents to individuals directed to the Chancellor's Office for assistance.

Develops and implements procedures for preparing, receiving, and processing official documents and correspondence in accordance with legal requirements, Board of Trustees rules and policies, and administrative deadlines.

Screens telephone calls and visitors to the Chancellor's Office for urgency and nature of business; refers calls not requiring the Chancellor's attention to appropriate staff/office or personally responds to inquiries.

Prepares correspondence, memoranda, personal acknowledgements, agendas, minutes, bulletins, reports, and other materials using word processing, spreadsheet, and desktop publishing software.

Researches and prepares documents for review and presentation by Chancellor, Board of Trustees, and committees.

Makes transportation, hotel, and business arrangements for the Chancellor; prepares and processes expense reimbursement claims.

Establishes and maintains clerical processes and procedures in the Chancellor's Office.

Reviews incoming correspondence for nature of business and urgency; highlights items of special interest to the Chancellor’s Office; directs items to appropriate staff or personally responds to routine matters.

Prepares and processes accounting, budgeting, and purchasing documents related to the operations of the Chancellor’s Office.

Trains and provides work direction to clerical staff in the Chancellor’s Office.

Performs related duties as assigned.

An Executive Assistant to the Chancellor performs administrative support duties of the highest level of responsibility, confidentiality, and sensitivity for the Chancellor and manages the clerical operations of the Chancellor's Office. Work assignments require the incumbent to use a high degree of independence, discretion, and tact, and exercise sound judgement.

An Executive Assistant to the Board of Trustees performs administrative support duties of a highly responsible, confidential, and sensitive nature for members of the Board of Trustees. Work assignments require the incumbent to use a high degree of independence, discretion; and tact, and exercise sound judgement.

An Administrative Assistant to the Chancellor assists in providing specialized, complex, and confidential administrative support duties to the Chancellor’s Office. Work assignments require the incumbent to work independently and use discretion, tact, and sound judgment.

General supervision is received from the Administrative Officer to the Chancellor. Work direction is provided to clerical staff in the Chancellor's Office.

Knowledge of:

Laws, policies, rules, regulations, and procedures related to major functions of the District

Objectives, priorities, and goals of the Chancellor

Organizational structure, functions, and key staff of the District

Basic understanding of the legislative process and procedures

Business English, spelling, grammar, syntax, and punctuation

Report and business correspondence formats

Office organization, management, and functions

Business vocabulary and terminology

Computer software such as word processing, spreadsheet, database management, and desktop publishing

Fundamentals of budgetary processes and procedures

Principles and procedures of record storage, control, retrieval, and management

Principles of training

Customer service techniques for public contact in person and on the telephone

Skill in:

Operating computer and standard office equipment

Proficient use of the Microsoft Office Suite

Interpersonal contacts and oral and written communications

Ability to:

Plan, manage, and perform highly responsible administrative support work of the Chancellor’s Office

Organize and prioritize work with respect to importance and to meet recurring and critical deadlines

Interpret, apply, and explain pertinent laws, rules, administrative regulations, policies, procedures, and directions

Effectively utilize computer software to design records, create, and maintain files, manipulate data, format reports, and publish final documents

Compose, edit, and/or format complex business correspondence, reports, minutes, and publications

Multi-task and meet deadlines in a fast-paced environment

Communicate the content, intent, and spirit of information accurately

Evaluate work methods and efficiency

Exercise good judgement and discretion in working with and on behalf of the Chancellor

Exercise initiative

Anticipate conditions and establish and adjust to changing priorities

Assess situations accurately and adopt an effective course of action

Maintain the confidentiality of work

Critically review source data and detect and correct errors

Work effectively under pressure

Establish and maintain cooperative and effective working relationships with administrators and staff of the District, representatives of educational, business, community organizations, and members of the public

Exercise professional demeanor and actions when dealing with students, staff, faculty, and the general public who wish to communicate their concerns directly to the Chancellor

Interface effectively with individuals of varied academic, cultural, and socio-economic backgrounds using tact, diplomacy and courtesy

Travel to offsite meetings and events

Train and provide work direction to others

Learn specialized software applications and systems used in the Chancellor’s Office

A bachelor’s degree or its equivalent from a recognized college or university preferably with a major in business administration, communications, or a related field AND five years of full-time, paid experience providing administrative assistance to an executive or administrator. Qualifying experience must have also included use of computer software such as word processing and spreadsheet.

Special:

A valid Class "C" California driver’s license is required.

Travel to locations throughout the District is required.

Our class specification generally describes the duties, responsibilities, and requirements characteristic of the position(s) within this job class. The duties, responsibilities, and requirements of a particular position within this class may vary from the duties of other positions within the class.

In accordance with the Americans with Disabilities Act (ADA), the Los Angeles Community College District provides reasonable accommodation to qualified individuals with covered disabilities on a case-by-case basis throughout the application, examination, and hiring processes and throughout employment. If an individual is in doubt about their ability to perform the duties and responsibilities of a position or possession of any other requirement noted in a class specification or job announcement, they should always apply for a position and request reasonable accommodation at the appropriate time.