Administrative assistant

This role will support multiple programs under EOP&S including CARE, NextUp and STARS.

EOP&S is dedicated to providing over and above services to our students. We are a state-funded program at Pasadena City College that provides educational and financial support services to students who have experienced economic and educational hardships.

As Administrative Assistant I, you will be part of this mission, supporting the program’s daily operations and helping provide critical services to our students.

This position is ideal for someone passionate about student success and eager to contribute to an established program dedicated to equity and opportunity.

This position supports four distinct programs in EOP&S, CARE, NextUp and STARS. Each program has its own staff, budgets and events that will need a high level of support in an open space.

Under general supervision, performs a variety of administrative support functions exercised under established guidelines.

Assignments may provide lead direction to general clerical support positions.

DISTINGUISHING CHARACTERISTICS

The Administrative Assistant I classification is the first 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 I level report to department administrative or classified managers. Incumbents perform routine administrative and clerical activities utilizing computer systems to document, record and maintain information : maintaining files and processing paperwork;

and responding to inquiries. The work requires routine decision making under established guidelines.

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

EXAMPLE OF JOB DUTIES :

• Responds to questions, requests for information and complaints from students, staff and the public.
• Processes business and / or student transactions.
• Schedules meetings, events and activities; handles facilities logistics; arranges teleconference calls; makes travel arrangements.
• Receives staff requests for office equipment and supplies; researches and makes purchase recommendations; places orders;

and maintains purchase records.

• Prepares correspondence, reports and other materials from established formats.
• Collects, compiles and summarizes statistical or factual information from a variety of sources.
• 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 provide lead direction to student assistants and clerical support personnel.
• Performs related duties as assigned

EDUCATION AND EXPERIENCE

Three years experience performing increasingly responsible clerical / administrative support work.

Graduation from high school or GED

PREFERRED QUALIFICATIONS :

• Associates degree in Business Administration from an accredited college or institution.
• Experience utilizing social media to promote employer programs and initiatives.

KNOWLEDGE OF :

• 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 course catalogues.
• Set priorities and manage time for optimal productivity.
• Work in a multiethnic environment.
• Establish and maintain effective working relationships with other academic institutions, faculty, staff, students and the public.

PHYSICAL ABILITIES

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
• Computer Proficiency
• File Management
• Communication
• Decision Making
• Confidentiality
• Organization
• Teamwork

Salary Range : CFT - 43

CFT - 43

Last updated : 2024-11-26

Salary : $5,679