Senior Administrative Assistant (Instruction Office)
Diablo Valley College
Senior Administrative Assistant (Instruction Office)
full time, Classified
Job Number: 0000947
Salary: $4,142 per month (first step)
Complete job description and application available online at: https://www.4cdcareers.net/postings/4074
Under direction of a manager, using considerable to significant skills for this series, provide responsible paraprofessional administrative and technical clerical support to assigned large department or program area; and perform other related duties as assigned. May exercise functional supervision over assigned lower level clerical support personnel, contractors or student workers.
Examples of Duties/Essential Functions
Duties/essential functions may include, but not be limited to, the following: Provide complex workflow and office coordination of assigned large department or program area; coordinate complex logistical support for assigned large department/programs such as setting up meetings, reserving rooms, delivery of materials, etc.; coordinate the development and distribution of department or program materials, brochures and other written material; maintain and update web pages for assigned department or programs; provide technical and complex administrative support to assigned department or programs and various committees, prepare agendas, maintain records, prepare minutes, schedule facilities, etc.; answer complex questions and disseminate information on assigned department or programs to the public, other colleges, etc.; assist in the implementation of department or program area goals, objectives, strategies and work plans; establish schedules and methods for monitoring administrative activities; implement department/program, college and District policies and procedures; assist in the evaluation of operations and activities of assigned responsibilities including recommending improvements and modifications; prepare various complex reports on operations and activities; participate in budget preparation and administration including preparing cost estimates for budget recommendations; monitor and control expenditures; prepare purchase requisitions, order supplies and materials, and maintain files and records; ensure that records pertaining to assigned department or programs are properly maintained; may prepare and/or coordinate reports, presentations, statistical reports, and other complex documents; proofread for accuracy, correct form, content and proper English usage; attend meetings and represent assigned department or program area when required; may maintain databases for assigned department or programs; investigate complaints and recommend corrective actions as necessary to resolve complaints; may travel to other sites and meetings; build and maintain positive working relationships with co-workers, other District employees and the public using principles of good customer service; performs other related duties as assigned.
Equivalent to the completion of an AA/AS degree from an accredited college with major course work in business, organizational development, public administration, finance or a related field. Experience: Equivalent to at least five (5) years of progressively responsible full-time clerical and/or administrative work experience in office administration, including at least two years performing technical administrative support functions License/Certification: A valid Class C California Driver’s License.
Minimum Qualification-Knowledge Of
Methods, techniques and procedures used in the planning, development and delivery of an administrative program; principles and practices for implementing and directing administrative activities, program budget development and monitoring; pertinent District, department, program, local, state and federal laws, rules, regulations, policies and procedures; English usage, spelling, grammar and punctuation; modern office practices and procedures and equipment such as computers and printers; typical modern office computer software programs such as word processing, spreadsheets, presentation programs and databases; report and presentation writing; principles and practices of record keeping, assigning and reviewing the work of others, administrative organization and management; business mathematics and simple statistics.
Minimum Qualification-Ability To
Independently perform assigned administrative duties with speed and accuracy, communicate effectively both orally and in writing in an office environment; organize, implement and direct administrative activities; learn and understand all aspects of the assigned programs; learn, accurately interpret and explain pertinent District, department, program, local, state and federal laws, rules, regulations, policies and procedures; analyze work papers, reports and special projects; identify and interpret technical and numerical information; observe and problem-solve operational and technical issues; assist in the development and monitoring of an assigned department or program budget; develop and recommend policies and procedures related to assigned operations; develop and recommend goals and objectives in support of assigned department or program mission; effectively operate modern office equipment including computers and related software; type accurately on a keyboard at the rate of 50 net words per minute; compile complex information, maintain department or program-wide records, and prepare a variety of reports; analyze situations quickly and objectively and determine proper course of action; plan, organize and schedule priorities in the department or program office; establish and maintain effective working relationships with those contacted in the course of work.
1. Experience working effectively and cooperatively with diverse constituencies to improve operations and programs.
2. Familiarity with the principles, practices and methods of database structures and user troubleshooting.
3. Experience preparing, updating, maintaining and managing a complex set of materials and information derived from multiple sources.
4. Experience providing technical assistance, guidance and support to multiple internal and external customers.
It is the District’s policy to ensure that all qualified applicants for employment and employees have full and equal access to employment opportunity, and are not subjected to discrimination in any program or activity of the District on the basis of ethnic group identity, race, color, ancestry, religion, marital status, sex, national origin, gender, gender identity, gender expression, age, sexual orientation, physical or mental disability, medical condition, genetic information, veteran status, parental status, citizenship or because an individual is perceived to have one or more of these characteristics or based on association with a person or group with one or more of these actual or perceived characteristics.