Los Angeles Community College District

Performs a variety of highly responsible administrative support duties to relieve a College President or District Office executive of administrative details relative to the business operations of the assigned organizational unit. An incumbent is required to use a considerable degree of independence and discretion, and exercise sound judgment in the performance of the assigned duties.

Assists a College President or District Office executive by assuming responsibility for administrative details involving a combination of the following duties:

Answers inquiries and explains policies and procedures related to the business operations of the assigned organizational unit and speaks for an executive in personal and telephone contacts and meetings.

Acts as a liaison between the supervisor and District administrative staff and representatives from other agencies by coordinating activities and projects, conferring on matters requiring the supervisor's input or action, and relaying the supervisor's directives and instructions.

Establishes and maintains the clerical processes and procedures of the assigned office.

Prepares correspondence, agendas, minutes, brochures, reports, tables, organizational charts, bulletins, memoranda, and other related materials using a variety of software applications and may review and edit material, prepared by others, for accuracy and compliance with guidelines.

Keeps supervisor apprised of office activities, approaching deadlines, status of pending operational documents and other requested information.

Compiles and reviews statistical, financial, and other information related to the activities of the assigned organizational unit and prepares data summaries.

Compiles the office budget and supporting data, maintains controls on expenditure accounts, and recommends or initiates adjustments in accounts.

Prepares and processes various operational documents related to the business operations of the assigned organizational unit including activities such as purchasing, contracts, personnel assignments, and timekeeping.

Schedules and arranges meetings, appointments, and conferences for supervisor.

Receives, posts, and distributes information and materials involving the business operations of the assigned organizational unit.

Coordinates the processing and/or production of documents in accordance with established time lines.

Searches records and obtains information from other offices and agencies.

Develops and maintains data bases and maintains a variety of other files and records related to the activities of the assigned organizational unit using computerized and manual filing systems.

Trains and provides work direction to clerical staff assigned to the office.

Performs related duties as assigned.

An Executive Assistant provides a variety of highly responsible administrative support duties to a College President or District Office executive in executing their administrative responsibilities related to the business operations of the assigned organizational unit. Work assignments require the incumbent to use a high degree of independence and discretion; and exercise sound judgment. Use of computer equipment and advanced software applications is an integral aspect of the duties. The class of Executive Assistant (Confidential) is distinguished from the class of Executive Assistant because the employee, in the regular course of their duties, is required to have access to, or possess information relating to, employee and labor relations matters.

A Senior Administrative Assistant performs a variety of responsible administrative support duties for a senior administrator in executing his/her administrative responsibilities over the business areas of the assigned organizational unit. An incumbent serves in a primary administrative support position and work assignments require them to be able to work independently and use a considerable degree of discretion and sound judgment. The Senior Administrative Assistant (Confidential) is distinguished from the class of Senior Administrative Assistant because of the requirements of the employee to have access to, or possess information relating to, employee and labor relations matters. The class of Senior Administrative Assistant (Stenographic/Confidential) is distinguished from the class of Senior Administrative Assistant because of the requirements for the employee to (a) have access to, or possess information relating to, employee and labor relations matters, and (b) take dictation and transcribe notes.

An Administrative Assistant performs a variety of responsible administrative support duties for an administrator or manager. An incumbent is required to be able to work independently and use discretion and sound judgment. Use of computer equipment and software applications is an integral aspect of the duties. An Administrative Assistant (Confidential) is distinguished from the class of Administrative Assistant because of the requirements of the employee to have access to, or possess information relating to, employee and labor relations matters.

Knowledge of:

Policies, regulations, procedures, and precedents applicable to the assigned administrative office

District policies and procedures related to general administrative and business transactions of the District

Organization and key personnel of major operating units of the college and District

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

Fundamentals of budgetary processes and procedures

Office organization, management and functions

Business vocabulary and terminology

Customer service techniques for public contact in person, on the telephone, and through electronic communications

Basic research methods

Report and business correspondence formats

Business English, spelling, grammar, syntax, and punctuation

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

Principles of training

Skill in:

Operating computer and standard office equipment

Interpersonal contacts and communications

Ability to:

Provide highly responsible administrative assistance to an executive

Organize and prioritize work assignments related to the business operations of the assigned unit

Understand, interpret, apply, and explain District rules, guidelines and procedures

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

Critically review source data and detect and correct errors

Gather and compile data in written, tabular, and graphic form

Assess situations accurately and adopt an effective course of action

Evaluate work methods and efficiency

Effectively communicate orally and in writing

Write clear and effective reports, correspondence, minutes, and informational materials

Exercise initiative and independent judgment within established guidelines

Meet schedules and time lines

Establish and adjust to changing priorities

Work independently with little direction

Train and provide work direction to others

Work effectively under pressure

Maintain confidentially of work

Use tact and discretion when dealing with the public

Establish and maintain cooperative and effective relationships with administrators, staff and the public

Maintain high level of professionalism in all communications

Maintain high level of collegiality in all interactions with District staff

Perform mathematical computations of moderate difficulty

Maintain a variety of logs, files and records

Learn specialized software applications and systems used in the assigned unit

Education and Experience:

An associate degree, or its equivalent, from a recognized college or university preferably with a major in computer applications and office technology (CAOT), business administration, or a related field AND three years of full-time, paid experience in 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 California Class "C" driver's license is required.

Travel to locations throughout the District may be 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.