Los Angeles Community College District

Performs a variety of responsible administrative support duties to relieve an administrator or manager of administrative details relative to the business operations of the assigned office or department.

Assists an administrator or manager by assuming responsibility for administrative details involving a combination of the following duties:

Organizes and coordinates office workflow and clerical functions assuring efficient and smooth office operations.

Answers inquiries, refers callers and/or visitors to appropriate office or person, and explains processes and procedures related to the activities of the assigned office or department; makes contacts with high-level staff to obtain and impart information.

Acts as an intermediary between supervisor and administrators, staff, the public, and others by transmitting messages, requests, and authorizations, both written and verbal.

Prepares correspondence, memoranda, agendas, reports, bulletins, brochures, flyers, tables, and other materials utilizing a variety of software applications.

Proofreads and edits reports and other documents for accuracy, completeness, and compliance with established procedures and guidelines.

Schedules appointments and maintains supervisor’s and office activities calendar; and arranges for travel accommodations and conferences.

Keeps supervisor apprised of office activities, approaching deadlines, status of pending operational documents, and other requested information.

Searches information from a variety of sources, compiles data, and prepares summaries and reports.

Establishes and maintains a variety of records, files, logs, and other information of an office or department.

Screens and processes incoming office correspondence and documents.

Prepares and processes various operational documents related to the business operations of the assigned office or department including activities such as purchasing, contracts, personnel assignments, and timekeeping.

Coordinates events and meetings hosted by the assigned office by making room, equipment, speaker, and catering arrangements, and sending out invitations.

Receives and distributes office supplies, materials, and equipment and maintains a supply inventory.

Effectively utilizes computer equipment, specialized software applications, and a variety of standard office equipment used for processing the work of an office or department.

Maintains and reconciles office expenditure accounts.

Posts and updates information on office or department website.

Attends meetings; records/transcribes and prepares minutes or summaries of proceedings.

May orient and train new employees in office procedures.

May maintain time-keeping records of an office.

Performs related duties as assigned.

An Administrative Assistant performs a variety of responsible administrative support duties for an administrator or manager. An incumbent is required to be able to work independently and use discretion and sound judgment. Use of computer equipment and software applications is an integral aspect of the duties. An Administrative Assistant (Confidential) is distinguished from the class of Administrative Assistant because of the requirements of the employee to have access to, or possess information relating to, employee and labor relations matters.

A Senior Administrative Assistant performs a variety of responsible administrative support duties for a senior administrator in executing their administrative responsibilities over the business areas of the assigned organizational unit. An incumbent serves in a primary administrative support position and work assignments require him/her to be able to work independently and use a considerable degree of discretion and sound judgment. The Senior Administrative Assistant (Confidential) is distinguished from the class of Senior Administrative Assistant because of the requirements of the employee to have access to, or possess information relating to, employee and labor relations matters. The class of Senior Administrative Assistant (Stenographic/Confidential) is distinguished from the class of Senior Administrative Assistant because of the requirements for the employee to (a) have access to, or possess information relating to, employee and labor relations matters, and (b) take dictation and transcribe notes.

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

Knowledge of:

Fundamentals of office organization, management and functions

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

Basic business vocabulary and terminology

Proper business English, punctuation, spelling, and grammatical usage

Reports and business correspondence formats

Methods and techniques of workflow and the organization of clerical work

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

Organization and use of records and files

Skill in:

Operating a computer and standard office equipment

Interpersonal contacts and communications

Ability to:

Provide administrative support duties to an administrator or manager

Efficiently organize and prioritize work assignments related to the business operations of the assigned office or department

Understand, interpret and apply rules, policies, and procedures pertinent to the assigned office

Compose, edit, and format business correspondence and reports

Critically review source data, detect and correct errors

Gather and compile information in written, tabular, and graphic forms

Use tact and discretion when dealing with the public

Establish and adjust to changing priorities

Spell, punctuate, use correct grammar, and proofread

Exercise initiative and judgment within established guidelines

Work independently with little supervision

Make arithmetic calculations

Accurately organize, maintain, and retrieve records and files

Effectively utilize computer equipment and software in the performance of duties

Establish and maintain effective working relationships with administrators, staff, public, and students

Learn specialized computer applications

Education and Experience:

A. An associate degree or its equivalent from a recognized college or university with a major in computer applications and office technology (CAOT), business administration, or a related field.

OR

B. Graduation from high school or its equivalent AND two years of full time, paid clerical experience. Qualifying experience must have also included the use of computer software such as word processing and spreadsheet.

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 their ability to perform the duties and responsibilities of a position or possession of any other requirement noted in a class specification or job announcement, they should always apply for a position and request reasonable accommodation at the appropriate time.