Los Angeles Community College District

Administrative Aide (#2460)

$25.01-$30.99 hourly / $4,335.48-$5,370.90 monthly / $52,025.76-$64,450.80 annual


Definition

Performs paraprofessional staff duties for a major organizational unit related to areas such as budgeting, procurement and contracts, asset management, personnel, payroll, the production of a college's schedule of classes and catalog, and other centralized administrative activities.

Typical Duties

Prepares comprehensive reports, operational documents, and correspondence related to the work of a major organizational unit.

Creates and maintains a variety of databases and extracts data utilizing a variety of general and specialized software applications.

Investigates and resolves difficult problems and responds to non-routine inquiries related to the work of a major organizational unit.

Effectively utilizes computer software to create, edit, model, and translate data into complex reports and graphic formats.

Reconciles data reports for accuracy and resolves discrepancies.

Recommends and initiates procedural changes to expedite transmittal of information and/or facilitate implementation of policies and programs.

Acts as a liaison with the staff from other offices on assigned projects.

Compiles a variety of information for a major organizational unit.

Applies laws, rules, policies, and procedures related to assigned work.

Reviews information submitted to the office for completeness, accuracy, and conformance with applicable policies, procedures, and practices.

Composes, edits, and publishes materials for distribution to the public.

Coordinates the processing and/or production of documents in accordance with established time lines.

May post information updates to department website.

May provide work direction and training to employees in the work of the office.

May conduct training sessions for staff on processes and procedures related to the operations of a major organizational unit.

Performs related duties as assigned.

Distinguishing Characteristics

An Administrative Aide applies a thorough knowledge of established procedures and policies in the areas of: budgeting, procurement and contracts, asset management, personnel, payroll, the production of a college’s schedule of classes and catalog, and other centralized administrative activities for a major organizational unit.  Proficiency in the methods, procedures, and policies utilized in the Los Angeles Community College District is of greater importance than a broad knowledge of the general principles and practices of office administration.  May perform lead duties.  Use of computers and advanced software applications is an integral aspect of the duties.

 

An Administrative Assistant, Administrative Services, provides paraprofessional staff assistance to a Vice President, Administrative Services, in executing his/her administrative responsibilities  related to the business operations of a college. Work assignments require the incumbent to be able to work independently and use good judgment and apply reasoning skills. Use of computer and advanced software applications is an integral aspect of the duties.

 

A Senior Office Assistant performs complex clerical work, applies a thorough knowledge of a highly specialized office function while assisting in the daily operation of an office, and exercises initiative and independent judgment in applying established practices to specific cases.  Operating a keyboard and use of computer equipment is an integral aspect of the duties.

Supervision

General supervision is received from a classified or academic supervisor, manager, or administrator.  Work direction may be exercised over assigned clerical staff.

Class Qualifications

Knowledge of:

Policies, regulations, procedures, and precedents applicable to a major organizational unit

 

District policies and procedures related to general administrative and business transactions of the District

 

Computer software such as word processing, spreadsheet, database management, and desktop publishing

 

Specialized computer applications used in assigned unit

 

Office practices and procedures

 

Correct use of business English, punctuation, spelling, and grammar

 

Report and business correspondence formats

 

Customer service techniques for public contact in person, on the telephone, and in written communication

 

Organization and use of records and files

 

Capabilities of computer systems, applications, and hardware used in the operations of the assigned unit


Ability to:

Perform difficult technical assignments independently

 

Organize and coordinate major projects through to completion

 

Understand, interpret, and apply applicable rules, policies, and procedures

 

Effectively utilize computer equipment, software, and management information systems in the performance of duties

 

Critically review source data and detect and correct errors

 

Gather and compile data in written, tabular, and graphic form

 

Write reports, correspondence, and instructions

 

Perform mathematical computations of moderate difficulty

 

Effectively communicate orally and in writing

 

Provide technical assistance to others

 

Train others in the functions, rules, and practices and procedures of the office

 

Evaluate work methods and efficiency

 

Meet schedules and critical timelines

 

Give clear and concise instructions

 

Evaluate work methods and performance

 

Maintain a variety of logs, files, and records

 

Keep accurate and detailed records

 

Work effectively and cooperatively with administrators, faculty, staff, students, and the public

 

Learn specialized software applications

Entrance Qualifications

Education and Experience:

An associate’s degree or its equivalent from a recognized college or university preferably with a major in computer applications and office technology (CAOT), business administration, or a related field AND two years of full-time, paid clerical experience which included the processing of documents related to one or more of the following areas: budgeting, purchasing, personnel, payroll, contracts, or the preparation of a college catalog and/or schedule of classes. The required experience must have included the use of at least one computer software application preferably a spreadsheet or database management application. Two years of additional qualifying experience may be substituted for the degree requirement.

Reasonable Accommodations

Our class specification generally describes the duties, responsibilities, and requirements characteristic of the position(s) within this job class. The duties, responsibilities, and requirements of a particular position within this class may vary from the duties of other positions within the class.

In accordance with the Americans with Disabilities Act (ADA), the Los Angeles Community College District provides reasonable accommodation to qualified individuals with covered disabilities on a case-by-case basis throughout the application, examination, and hiring processes and throughout employment. If an individual is in doubt about his or her ability to perform the duties and responsibilities of a position or possession of any other requirement noted in a class specification or job announcement, he or she should always apply for a position and request reasonable accommodation at the appropriate time.

 


CLASS: 2460; EST: ; REV: 5/23/2018;