Administrative Assistant I (Children's Center)

Job description

Position Definition

To perform a variety of administrative and secretarial duties for an assigned department, including taking full responsibility for a number of administrative tasks.

Position Title
Administrative Assistant I (Children's Center)

Diablo Valley College

Posting Number

$3,060.00 per month (first step)

Distinguishing Characteristics

Administrative Assistant I -This classification performs less complex clerical, program, or instructional support assignments while learning District policies and procedures.
Administrative Assistant II - This classification is distinguished from the Administrative Assistant I by the performance of a variety of activities involved in the preparation of reports, scheduling and a broad range of complex administrative tasks.
Administrative Assistant III - This classification performs more complex administrative tasks and interpretation of policies and procedures with minimal supervision. Typically reports to a College Dean or other high-level manager.
Administrative Assistant, Senior €" This classification typically supports a Vice President or other executive manager with a broad level of responsibility with substantial District-wide impact. The duties involve a wide variety of diverse and complex administrative tasks as well as departmental coordination, requiring a substantial amount of tact, judgment, and initiative.

Examples of Duties/Essential Functions

Duties may include, but are not limited to, the following:
Answers phones, acting as the first point of contact, providing information concerning policies and procedures of assigned program or office according to established guidelines.
Communicates effectively and professionally with the general public, vendors, employees and students.
Creates and maintains office files, reports, bulletins, and correspondence; searches files and records for required information.
Keeps records and makes entries on standardized forms.
Maintains and orders office inventory supplies and equipment; maintains storeroom.
Operates a variety of office equipment, including photocopier, calculator, and computer.
Processes invoices and maintains running balance of monies.
Provides work direction and guidance to student assistants.
Reports issues regarding office equipment or technology.
Schedules and reschedules appointments; provides catalogs and applications.
Updates office information lists for administrative staff such as registration information, faculty schedules, and department operating hours.
Formats, types, proofreads, duplicates and distributes correspondence, lists, forms, memoranda and other materials according to established procedures, policies and standards.
Sorts and distributes incoming and inter-office mail; prepares shipments of interdepartmental mail to outlying district locations on a daily basis.
Develops schedules related to division/department activities and services; maintains calendars and coordinates committee and other meetings; reviews, updates and informs the administrator and others of essential timelines.
Performs related duties as assigned.

Minimum Qualification-Education/Experience
One (1) year of experience performing broad and varied clerical functions in a professional office environment comparable to that of an Office Assistant II.

Possession of a high school diploma / GED or the equivalent.

Minimum Qualification-Knowledge Of
Modern office procedures, practices and technology/equipment.
English usage, grammar, spelling, punctuation and vocabulary.
Modern software applications (Microsoft Office Suite, etc.).

Minimum Qualification-Skill To
Skill/Ability to:
Keyboard with accuracy.
Operate a phone system.
Perform routine clerical work including filing and record-keeping.
Operate office machines and learn office methods, rules and policies.
Learn basic rules, policies and procedures of the office to which assigned.
Understand and follow both oral and written instructions in an independent manner.
Learn and communicate general information about campus facilities, events, resources, and staff.
Maintain professionalism when interacting with callers.
Make simple mathematical computations.
Serve students, staff and colleagues in a helpful, empathetic, professional manner.
Establish and maintain cooperative work relationships with those contacted in the performance of required duties.
Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, race, ethnicity, gender identity, sexual orientation, age, mental or physical disability, and religious background of all students, faculty and staff, and with all individuals encountered in the performance of required duties.

Desirable Qualifications
€¢ Ability to interpret district or college rules, state laws and policies and apply them with good judgment in a variety of situations (Examples: knowledge of college policies; practices and procedures pertaining to Children€™s Center licensing regulations, immunization reports, and CalWORKs procedures and billing).

€¢ Sensitivity and strong communication skills working with diverse populations as a liaison between the Children€™s Center and the public, students and parents.

€¢ Knowledge and application of data bases (Examples: Colleague, EZ Care).

€¢ Ability and skill creating and maintaining web pages for the college€™s website.

€¢ Knowledge of enrollment processes and practices.

€¢ Experience with Microsoft Suite, and ability to compile monthly Excel tutor payroll reports.

€¢ Strong front desk receptionist skills and ability to respond to changing demands, priorities and deadlines with a commitment to high standards.

€¢ Demonstrated sensitivity to working with adults of diverse backgrounds, including race, ethnicity, age, gender, sexual orientation, and disability.

Special Instructions to Applicants
Note: New employees will be placed at the first step which is $3,060.00 per month. Based on current salary placement guidelines, all step increases for which an employee becomes eligible shall take place on July 1st of each fiscal year. These increases will occur, on an annual basis, until the maximum step of $3,727.80 per month is reached on the salary schedule.

Job Close Date:

Open Until Filled

The Contra Costa Community College District does not discriminate against any applicant for employment on the basis of race, religion, color, national origin, ancestry, physical or mental disability, medical condition, marital status, age, sex, or sexual orientation. This prohibition against unlawful discrimination extends to any person who is perceived to have any of the above characteristics or who is associated with someone who has, or who is perceived to have, any of those characteristics.





Diversity Profile: University



View more

Learn more on Inside Higher Ed's College Page for University

Arrow pointing right
Job No:
Posted: 3/8/2018
Application Due: 4/4/2018
Work Type: