Administrative Assistant II

Salary : $64,946.64 - $71,603.88 Annually

Location : Pasadena, CA

Job Type : Full-Time

Job Number : 06918

Department : Instruction

Division : Performing & Communication Arts

Opening Date : 01 / 28 / 2025

Closing Date : 2 / 10 / 2025 11 : 59 PM Pacific

Probationary Period : Six months

Work Shift : Mon - Fri. 8 : 00 AM - 4 : 30 PM

Salary Schedule / Range : CFT-45

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.

ESSENTIAL JOB DUTIES :

• 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

Graduation from high school or GED AND four years of progressively responsible clerical / administrative support experience working for an administrator or manager.

KNOWLEDGE OF :

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 :

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 DEMANDS

Must 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 ELEMENTS

Employees 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.

Core Competencies :

Administrative Support

Independent Judgement

Communication Skills

Organization and Time Management

Problem-Solving

Attention to Detail

Team Collaboration

Customer Service

Salary Range : CFT-45

APPLICATION AND SELECTION PROCESS

Pasadena City College (PCC) utilizes an online application process. Hard copy, e-mailed, or faxed resumes are not accepted. Job postings will not be reopened due to failure to submit an application before the closing date for any reason . You can apply for a position from any computer with Internet access. Please keep in mind the following :

All materials listed below may be required for your application packet to be considered complete :

After a review of applications received, the District may require the completion and submission of supplemental documents prior to the interview process.

ADDITIONAL INFORMATION

PASADENA AREA COMMUNITY COLLEGE DISTRICT

Equal Opportunity, Title IX, Section 504 Employer

At Pasadena City College, we value your contributions to our success and want to provide you with a benefit package that protects your health and helps your financial security now and in the future. Pasadena City College provides Medical, Dental, Vision, Basic Life, Basic Accidental Death and Dismemberment and Long-Term Disability insurance at no cost to the employee or eligible dependents.

MEDICAL : Employer-paid premium. Employee has the option of electing between PPO plans and HMO plans.

DENTAL : Employer-paid premium. Employee has the option of electing between a PPO plan and HMO plan.

VISION : Employer-paid premium. Vision benefit is contingent upon am employee's medical plan selection.

BASIC EMPLOYEE LIFE INSURANCE : Employer-paid premium for a $50,000 life insurance policy. If employee is age 70 or older, the life insurance policy is reduced to $25,000.

BASIC SPOUSE / REGISTERED DOMESTIC PARTNER LIFE INSURANCE : Employer-paid premium for a $1,500 policy. Benefit terminates when the employee reaches 70.

BASIC DEPENDENT LIFE INSURANCE : Employer-paid premium for a $1,500 policy.

BASIC ACCIDENTAL DEATH & DISMEMBERMENT : Employer-paid premium for a $1,500 policy.

LONG-TERM DISABILITY (LTD) : Employer-paid benefit pays 66.67% of your monthly salary (up to $3,000) monthly starting 140 days after you are out of work and continuing up to age 65 if the disability occurs at age 59 or before 5 years if the disability occurs at age 60 to 64 up to age 70 if the disability occurs at age 65 to 69 1 year if the disability occurs at age 70 or after.

MISCELLANEOUS RETIREMENT : Pasadena City College has two retirement formulas through the California Public Employees' Retirement System (CalPERS). The employer contribution rate is 26.68%.

PEPRA New Member - Formula 2% @ 62) : Applicable to employees who work directly for the Los Angeles County Superintendent of Schools hired on or after the implementation of the Public Employees' Pension Reform Act of 2013 (PEPRA) which took effect January 1, 2013. As of July 1, 2022, the employee contribution is 8.00% and subject to change annually.

A new member is defined as any of the following :

1. A new hire who enters CalPERS membership for the first time on or after January 1, 2013, and who has no prior membership in any California Public Retirement System.

2. A new hire who enters CalPERS membership for the first time on or after January 1, 2013, and who was a member with another California Public Retirement System prior to that date, but who is not subject to reciprocity upon joining CalPERS.

3. A member who first established CalPERS membership prior to January 1, 2013, and who is rehired by a different CalPERS agency after a break in service of greater than six (6) months.

CalPERS refers to all members that do not fit within the definition of a new member as "classic members".

Contribution rates are subject to change based on the Los Angele County Office of Education annual actuarial valuation.

Note : This summary is for general information purposes only. Additional questions regarding retirement formulas can be sent to or by calling the Benefits Office at (626) 585-7503,

If you have prior service credit with another CalPERS agency or within agencies, please contact CalPERS at (888) 225-7377 to determine which retirement tier would be applicable to you. CalPERS is governed by the Public Employees' Retirement Law. The Retirement Law is complex and subject to change. If there's any conflict between this summary and the law, the law will prevail over this summary.

COMPUTER LOAN PROGRAM : The College provides an interest-free loan to employees for the purchase of computer hardware or software. The maximum amount of the loan is $4,000. Eligible employees must have been employed by the College for one year and must be eligible to receive health and welfare benefits.

EMPLOYEE ASSISTANCE PROGRAMS : Two employee assistance programs that are free and available 24 / 7. Both programs are a counseling referral and provide confidential counseling help regarding marital discord, family problems, job-related stress, travel, funeral planning.

HOLIDAYS : 19 paid holidays per fiscal year 1 floating holiday (if hired by September 9th of each fiscal year)

VACATION : Annual Vacation Earnings Rate : Full-time employees who are covered by this Agreement,

and who are in paid status for eleven (11) or more days in each relevant calendar month,

shall earn vacation as follows : Years of ServiceVacation AccrualMaximum Days for Assignment

Start ofEnd Of

10 Months11 Months12 Months

1st year3rd year1 day / month101112

4th year6th year1 ¼ days / month12 ½13 ¾15

7th year10th year1 ½ days / month1516 ½18

11th year

1 ¾ days / month17 1 / 219 1 / 421

If an assignment is less than 100 percent, vacation is earned at the same rate, prorated to the percentage of the assignment.

SICK LEAVE : Employees are granted 12 days of sick leave.

Sick leave is advanced for all employees on July 1 each year. All unused sick leave accumulates from year to year. If an employee worked for another California community college district or county school, he / she may be entitled to transfer the earned sick leave.

The Human Resources office will send the necessary forms to the sending institution once they are informed that sick leave days are available for transfer.

BEREAVEMENT LEAVE : Employees are eligible for a paid leave of absence for a death in the immediate family or the immediate household. The allowed leave may not exceed three (3) working days or five (5) working days if travel of over three hundred (300) miles is required. Employees must provide such proof of eligibility for bereavement leave benefits as may be required by the District. The immediate family includes the employee's spouse, domestic partner, son, daughter, father, mother, brother, sister, father-in-law, mother-in-law, grandparents, grandchildren of the employee or the spouse / domestic partner of the employee, son-in-law, daughter-in-law, or any relative living in the immediate household of the employee as defined in Part II. A. 1. or any other person for whom the employee is legally responsible. Up to one (1) day's paid leave may be granted for an employee to make funeral arrangements and / or to attend the funeral of relatives not listed above. Up to one-half (1 / 2) day's paid leave may be granted for an employee to attend the funeral of a friend. Paid bereavement leave is not available during unscheduled hours or days of employment, during an unpaid leave of absence, or during the unpaid period of the year for those employees on a ten- (10) month or eleven (11) month assignment.

INDIVIDUAL POLICIES : Additional Insurance policies are available such as short-term disability, hospital confinement indemnity, sickness indemnity, cancer, accident, and lump sum critical illness.

IRC Section 125 : A cafeteria plan available to all employees that allow pre-tax money to pay for qualified medical and dental expenses and child care.

TAX-SHELTERED ACCOUNT : Employees (along with their immediate family members) are eligible to become members. 457(b) deferred compensation plans available, 403 (b) TSA plans, and Roth 403(b) plans.

VOLUNTARY PET INSURANCES : Employee has the option in signing up for a PPO plan or HMO plan

VOLUNTARY LIFE INSURANCE : Plan is available for employee to purchase.

VOLUNTARY ACCIDENTAL DEATH & DISMEMBERMENT : Plan is available for employee to purchase.

OTHER : There may be other benefit provisions as specified in the contract. Please contact the recruiter listed on the job posting directly for more information.

All applicants are required to submit responses to the following supplemental questions. Your responses will provide information about your background and experience related to this position and will be used in the screening and selection process.Be concise yet specific and informative in your responses to these supplemental questions. "See resume," attachments or links will not be accepted as a substitute for your responses to the questions in the following boxes. Incomplete responses will not be considered. Please indicate below that you have read and understand these instructions.

I understand that my application will be considered incomplete if any required sections of the application are not completed and / or if any documents that are required are not attached to my online application by the closing date.

Did you graduate from high school or have you earned your General Equivalency Diploma (GED)?

Please specify your highest level of education.

Indicate the years of experience performing increasingly responsible clerical / administrative support work working for a administrator or manager.

Indicate where you have worked to obtain four years of experience performing increasingly responsible clerical / administrative support work for a administrator or manager. What was the time frame, what was the employer's name and describe the clerical / administrative support work performed. This section is required.

Please describe your experience and familiarity modern office practices, procedures, equipment and software applications.

Please describe your ability to prepare, edit, and maintain a variety of informational material, reports, documents and other media.

Do you have experience working in Higher Education?

Do you have experience working in California Community Colleges?

Required Question

Salary : $64,947 - $71,604