Job Details

Administrative Assistant I (PUMA CENTER)
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Position Number: 5898356
Location: Pleasant Hill, CA
Position Type: Secretary and Administrative Assistants

Administrative Assistant I (PUMA CENTER)

Posting Number: 0002111
Location: Diablo Valley College
Salary: YEARLY: $53,700, step 1 - $65,424, step 5 (see special instructions for initial step placement)

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.

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 Qualifications:
Education/Experience:
EXPERIENCE AND TRAINING
One (1) year of experience performing broad and varied clerical functions in a professional office environment comparable to that of an Office Assistant II.

EDUCATION/LICENSE OR CERTIFICATE
Possession of a high school diploma / GED or the equivalent.

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

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.

Ability To:
N/A

Desirable Qualifications:
1. Demonstrated sensitivity to and ability to work with community college students of diverse ethnic backgrounds, sexual orientations, gender identities, age, learning styles and/or disabilities.
2. Ability to multi-task, prioritize and complete duties on-time in a high-energy/high-traffic work environment with significant student and faculty interaction.
3. Experience with completing purchasing procedures and maintaining documentation for an audit.

Special Instructions:
NOTE:New employees will be placed at the first step which is $53,700 per year, second step $56,424 per year or third step at $59,268 per year (depending upon experience). 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 annual basis, until the maximum step of $65,424 per year is reached on the salary schedule.

Job Close Date: 1/6/2025
Open Until Filled: No

To apply, visit https://www.4cdcareers.net/postings/11100