Administrative Assistant, Categorical (One or More Positions)

Job description

Irvine Valley College


Administrative Assistant, Categorical (One or More Positions)

Salary: Step 1 is $3,944.00 per month

Closing Date: 04/17/2018


Complete job description and application available online at:


Summary Description:    

Under general supervision from the assigned administrator of record of a single-function program of moderate size, staff, budget, and complexity or the Dean of a large instructional, business, or student services program, performs general administrative, secretarial, and clerical assistance duties in support of assigned program and administrative, academic, and classified staff, students, and the public; OR may serve as secondary administrative support for a larger business, instructional, or student services division such as an instructional division office. May receive technical training and work direction from an academic bargaining unit program supervisor, an executive assistant, or a higher-level administrative assistant.


Distinguishing Characteristics:    

This classification is distinguished from other levels of the Administrative Assistant series in that the Administrative Assistant is the intermediate-level classification of the series. Incumbents are assigned to perform a wide range of administrative support, secretarial, and clerical duties independently for a single-function program area or to provide secondary support to a large/complex business, instructional, or student services program. Incumbents at this level typically receive instruction or assistance only as new or unusual situations arise, and should be aware of the operating procedures and policies of the work unit upon completion of the probationary period.


Representative Duties:    

The duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. Please see Job Duties for details.


Knowledge of:    

Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases. 

Principles, practices, and procedures of business letter writing. 

Principles and practices used to establish and maintain files and information retrieval systems. 

Principles, practices and procedures of fiscal, statistical, and administrative record keeping. 

Principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.

Basic mathematical concepts. 

Basic research methods and techniques. 

Work organization and basic office management principles and practices. 

English usage, grammar, spelling, punctuation, and vocabulary.


Ability to:    

Learn and understand the organization and operation of the assigned division and/or department as necessary to assume assigned responsibilities. 

Learn, understand, interpret, and apply administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances. 

Perform a range of administrative, secretarial, and clerical duties involving the use of independent judgment and personal initiative. 

Compile information and write reports, business correspondence, and procedure manuals using correct English usage, grammar, spelling, punctuation and vocabulary. 

Respond to requests and inquiries from students, staff, or the public; effectively present information in person or on the telephone to students, staff, or the public. 

Use sound judgment in recognizing scope of authority. 

Exercise good judgment and discretion in analyzing and resolving confidential, difficult, and sensitive situations. 

Type or enter data at a speed necessary for successful job performance. 

Take and transcribe dictation, if required by the position, at a speed necessary for successful job performance. 

Research, compile, analyze, and interpret data. 

Prepare a variety of clear and concise administrative and financial records. 

Implement and maintain filing systems. 

Independently compose and prepare routine correspondence and memoranda. 

Train and provide work direction to others. 

Establish, review, and revise office work priorities. 

Plan and organize work to meet schedules and changing deadlines. 

Operate office equipment including computers and supporting word processing, spreadsheet, and database applications. 

Adapt to changing technologies and learn functionality of new equipment and systems. 

Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person. 

Work effectively with minimal supervision. 

Work with and exhibit sensitivity to and understanding of the varied racial, ethnic, cultural, sexual orientation, academic, socio-economic, and disabled populations of community college students. 

Communicate clearly and concisely, both orally and in writing. 

Establish and maintain effective working relationships with those contacted in the course of work.


Education and Experience Guidelines:    

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying.



Equivalent to the completion of the twelfth grade supplemented by college-level coursework or specialized training in business administration, secretarial science, or a related field.



Two years of increasingly responsible secretarial and clerical experience preferably in an administrative office of a public agency or in an educational environment.


License or Certificate:    

A valid California driver’s license and proof of insurability may be required for some positions to drive a District or personal vehicle to attend meetings or pick up/deliver documents or other materials.


To Apply:

Please visit the District’s Employment Opportunities website at for a detailed job description, to learn more about the District and to complete an on-line application.  


NOTICE TO ALL CANDIDATES FOR EMPLOYMENT: The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country.  






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Job No:
Posted: 4/5/2018
Application Due: 4/17/2018
Work Type:
Salary: Step 1 is $3,944.00 per month