Administrative Assistant II

Job description



Administrative Assistant II

Pasadena City College


Under direction, performs a variety of advanced and complex administrative support functions in support of a Dean or Administrator, requiring independent judgment and discretion. Positions may provide lead direction to general clerical support positions.


DISTINGUISHING CHARACTERISTICS

 The Administrative Assistant II classification is the second level in the Administrative Assistant series which is comprised of three (3) levels. Positions in the series are distinguished by reporting and working relationships, level of independence, supervision received and exercised, decision making, judgment, and minimum qualifications for employment consideration.

 

Positions in the Administrative Assistant II level typically perform advanced journey work, requiring the application of analytical problem solving that involves deviations from process, technology and resources.  This class is distinguished from the Administrative Assistant I level by the increased complexity of assignments, broader range of duties, and independence of judgment.   

 

Depending upon the assignment, the position may be designated as confidential pursuant to the terms of the applicable government code section.   

  • Performs administrative support functions for an instructional, program or functional area that requires considerable use of independent judgment and application of college wide policies and practices.
  • Composes, edits, formats and prepares letters, reports, charts, requisitions and other media communications.
  • Meets and greets visitors; responds to inquiries, requests for information and complaints; and provides information about district services, policies, procedures and other matters involving administrative officials.
  • Schedules meetings, events and activities; handles facilities logistics; arranges teleconference calls; makes travel arrangements. 
  • Installs, maintains and revises electronic files and office systems; recommends clerical support procedures for efficiency and current technical best practices.
  • Develops, maintains and reviews forms, databases, spreadsheets, logs, schedules and other records to support work processes.
  • May track departmental budget and maintain other financial records.
  • May update and maintain District wide materials, departmental or functional service area web sites, bulletin boards and computerized databases.
  • May provide lead direction to student assistants and clerical support personnel.
  • Performs related duties as assigned
  • MINIMUM QUALIFICATIONS

    A typical way of obtaining the required knowledge, skills and abilities is a combination of education and experience equivalent to graduation from high school or GED AND four years of progressively responsible clerical/administrative support experience working for an administrator or manager.


     

    KNOWLEDGE OF:

  • Rules, regulations, laws and policies governing the community college district.
  • Communications and dissemination techniques and methods including written, oral, and visual media.
  • Modern office practices, procedures, equipment and software applications. 
  • Customer service principles and techniques.
  • Effective oral and written communication skills.
  •  

    ABILITY TO:

  • Prepare, edit, and maintain a variety of informational material, reports, documents and other media.
  • Set priorities and manage time for optimal productivity.
  • Work in a multiethnic environment.
  • Interpret and explain complex District policies and procedures.
  • Establish and maintain effective working relationships with other academic institutions, faculty, staff, students and the public.
  •  

    PHYSICAL DEMANDSMust possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone.  This is primarily a sedentary office classification although standing and walking between work areas may be required.   Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment.  Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information.  Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.

     

    ENVIRONMENTAL ELEMENTSEmployees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

    APPLICATION AND SELECTION PROCESS 
    Pasadena City College utilizes an online application process. Hard copy, e-mailed, or faxed resumes are not accepted. You can apply for a position from any computer with Internet access. Please keep in mind the following:

  • If you do not follow the process or your application/resume is incomplete, your information will not be processed.
  • The hiring committee will review, evaluate, and consider applications and supporting materials received by the deadline. Meeting the minimum qualifications for a particular position does not assure the applicant an interview. 
  • While the acceptance of the application packet is done through PCC's Applicant Tracking System (ATS), all hiring decisions are made by a hiring committee.
  • Once applications are submitted they are final. Please carefully review your application and the documents which you are attaching to make sure that they are free from errors and complete. If you require assistance with your application, please refer to the application guide or you may contact NeoEd Customer Support at 855-524-5627. Customer Support is available Monday - Friday, 6 a.m. - 6 p.m. (PST).
  •  
    All materials listed below are required for your application packet to be considered complete:
  • Resume or Curriculum Vitae
  • Cover Letter
  •  
    After a review of applications received, the District may require the completion and submission of supplemental documents prior to the interview process.
     
    ABOUT US
    Established in 1924, Pasadena City College, (PCC), has been serving the West San Gabriel Valley for 96 years. PCC enrolls more than 29,500 students each semester and offers 107 academic degree programs and 72 Career and Technical Education (CTE) programs to its students. PCC serves one of the most culturally diverse student populations in the nation. The College sets the stage for preparing students to meet the demands of a changing world. Building relationships with community partners provides opportunities for PCC faculty and its students to engage in opportunities not often available to students in other areas.
     
    The main college campus occupies a 53-acre site, while the Foothill Community Education Center and Child Development Center are located in separate nearby off-campus facilities. Due to the geographic size of the District, PCC has two additional satellite sites - the Rosemead Center and its newest site, PCC Northwest at John Muir High School. For more information, go to www.pasadena.edu.
     
    OUR STRENGTHS
    PCC has many institutional strengths that distinguish it among its peers, both in the state and across the nation.  Among them are:
     
    A highly multicultural student body:
     
  • 47% Latino/a/x 
  • 4% Black/African American
  • 27% Asian 
  • 4% Two of More Races
  • 15% White 
  • 3% Unknown/Other
  •  
    Annually, at 49%, the College achieves recognition for one of the highest rates for transfer degrees to baccalaureate level institutions, both in California and across the nation. Additionally, PCC boasts a 52% bachelor's degree attainment rate for Pasadena graduates who transfer to a four-year university, compared to 42% nationally. The College is well known for national mathematics and forensic honors, as well as its extensive study abroad opportunities.

    PCC was once again named one of ten national finalists for the 2019 Aspen Prize for Community College Excellence, widely recognized as the nation's premier honor for two-year colleges. The Aspen Prize recognizes institutions for their outstanding outcomes in four areas: student learning; certificate and degree completion; employment and earnings; and high levels of access and success for minority and low-income students.
    PCC is ranked by the Military Times as the top community college in California for military veterans, and the College is similarly ranked among the top community colleges in the nation. The PCC Courier, the student newspaper, is a perennial award winner.

    Twelve students are elected annually by the PCC Associated Students to represent and advocate on behalf of the student body. There are 80 student clubs and organizations representing the interests of a culturally diverse student population.

    In February 2017, the Accrediting Commission for Community and Junior Colleges of the Western Association of School and Colleges reaffirmed PCC's status as a fully accredited institution. For more information, go to www.pasadena.edu.
     
    OUR MISSION 
    Pasadena City College is an equity-minded learning community dedicated to enriching students' academic, personal, and professional lives through an array of degree and certificate programs, campus engagement, and customized student support.
  • A Passion for Learning — We recognize that each one of us will always be a member of the community of learners.
  • A Commitment to Integrity — We recognize that ethical behavior is a personal, institutional and societal responsibility.
  • An Appreciation for Diversity — We recognize that a diverse community of learners enriches our educational environment.
  • A Respect for Collegiality — We recognize that it takes the talents, skills and efforts of the entire campus community, as well as the participation of the broader community, to support our students in their pursuit of learning.
  • A Recognition of Our Heritage — We recognize that we draw upon the College's long-standing tradition of excellence to offer innovative services to our students and communities.
  •  
    ADDITIONAL INFORMATION
    Successful applicants must provide proof of eligibility to work in the United States.
  • Successful completion of background check including Live Scan and Tuberculosis (TB) assessment/screening.
  • Pasadena Area Community College District will not sponsor any visa applications.
  • Applicants must be available for interviews at Pasadena City College at no cost to the District.
  • Applicants who have disabilities may request that accommodations be made in order to complete the selection process by contacting the Office of Human Resources directly at (626) 585-7388.
  • The Pasadena Area Community College District does not discriminate in the educational programs and activities operated by the District or in employment procedures and practices of the District. The Policies of Title IX as developed to date are available for inspection during normal business hours at the District office at 1570 E. Colorado Blvd., Pasadena, CA 91106.
  • Crime awareness and campus security information are available from Campus Police. (Public Law 101-542).
  • The Pasadena Area Community College District is an equal opportunity employer. The District encourages applications from underrepresented minorities and the disabled.
  • An applicant, who attempts to contact individual Board members or members of the screening committee with the intent of influencing the decision of the committee or the Board, will be disqualified. General inquiries regarding the position and/or District employment should be directed to the Office of Human Resources.
  •  PASADENA AREA COMMUNITY COLLEGE DISTRICT Equal Opportunity, Title IX, Section 504 Employer 



    To apply, please visit: https://www.schooljobs.com/careers/pasadenaedu/classified/jobs/3079222/administrative-assistant-ii







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    Job No:
    Posted: 6/1/2021
    Application Due: 6/16/2021
    Work Type: Full Time
    Salary: