Los Angeles Community College District

Performs a variety of responsible administrative support duties to relieve a senior administrator of administrative details relative to the business operations of the assigned organizational unit.

Assists a senior administrator by assuming responsibility for administrative details involving a combination of the following duties:

Coordinates office workflow and functions and processes administrative details not requiring the immediate attention of the supervisor.

Answers inquiries, refers callers and/or visitors to appropriate office or person, explains policies and procedures related to the business operations of the assigned organizational unit and speaks for a senior administrator in personal and telephone contacts.

Acts as an intermediary between supervisor and administrators, staff, the public, and others by transmitting messages, requests, and authorizations, both written and verbal.

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

Prepares correspondence, memoranda, agendas, procedural guides, tables, reports, bulletins, flyers, brochures, and other publications utilizing a variety of software applications.

Schedules and arranges for meetings, conferences, travel accommodations, office activities, events, and appointments for supervisor and processes any necessary paperwork.

Compiles a variety of information from various sources and prepares summaries and reports for supervisor.

Proofreads and edits reports and other documents for accuracy, completeness, and compliance with established procedures and guidelines.

Screens and processes incoming office correspondence and documents.

Attends meetings; records/transcribes and prepares minutes or summaries of proceedings.

Anticipates and compiles materials needed by the administrator for conferences, correspondence, appointments, meetings, and telephone calls.

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

Compiles office budget and supporting data, maintains control of expenditure accounts, and recommends or initiates adjustments in accounts.

Effectively utilizes computer equipment, specialized software applications, and a variety of standard office equipment used for processing the work of an organizational unit.

Develops and maintains data bases and maintains a variety of office files and records.

Posts and updates information on office website.

May assign and review the work of the office staff.

Performs related duties as assigned.

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 him/her 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.

General supervision is received from a classified or academic senior administrator. May assign and review the work of clerical office staff.

Knowledge of:

Policies, regulations, procedures, and precedents applicable to the administrative division to which assigned

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

Office organization, management and functions

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

Techniques of information retrieval

Fundamentals of budgetary processes and procedures

Report and business correspondence formats

Business vocabulary and terminology

Proper business English, punctuation, spelling, and grammatical usage

Organization and use of records and files

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

Principles of training

Skill in:

Operating a computer and standard office equipment

Interpersonal contacts and communications

Ability to:

Provide administrative assistance to a senior administrator

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

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

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

Critically review source data, detect, and correct errors

Write clear and effective correspondence, reports, and informational materials

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

Effectively communicate orally and in writing

Evaluate work methods and efficiency

Perform mathematical computations of moderate difficulty

Exercise initiative and good judgment within established guidelines

Use tact and discretion when dealing with the public

Establish and adjust to changing priorities

Work independently with little direction

Meet schedule and time lines

Work effectively under pressure

Maintain confidentiality of work

Establish and maintain an effective filing and records management system

Train, assign, and review the work of others

Establish and maintain effective working relationships with administrators, employees, and representatives of other organizations and educational institutions

Take notes and transcribe minutes of meetings

Learn specialized computer applications

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 two years of full-time, paid experience in providing administrative assistance to an administrator or manager. Two years of additional qualifying experience may substitute for the degree requirement.

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 his or her ability to perform the duties and responsibilities of a position or possession of any other requirement noted in a class specification or job announcement, he or she should always apply for a position and request reasonable accommodation at the appropriate time.