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Rio Hondo College · 3 months ago

Administrative Assistant I - District Pool

Whittier, CA

Full-time

Onsite

Entry Level

$29/hr - $29/hr

2+ years exp

Rio Hondo College is a Hispanic-Serving Institution dedicated to the educational success of its diverse student population. They are seeking an Administrative Assistant I to perform various routine administrative responsibilities in support of an office or department, including data processing, scheduling, and providing information to students and faculty.

Higher Education

Responsibilities

Assists in the day-to-day activities and workflow of an office, department, or assigned program; performs administrative responsibilities in support of the area of assignment

Plans, schedules, and performs a wide variety of routine administrative responsibilities in support of an assigned office, department, and/or program; schedules a variety of appointments, meetings, or scheduled events; may apply various codes related to type of appointment

Serves as the first point of contact; answers inquiries and provides information utilizing various modalities including but not limited to in-person, phone, email, chat, and video conferencing to respond to requests regarding programs, college procedures, and activities related to the area of assignment

Receives and responds to a variety of requests for information of specialized or confidential nature from District officials, faculty, students, and external institutions, agencies, or organizations; utilized discretion and judgement in the explanation of District rules, regulations, policies, and procedures

Updates, maintains, and prepares standard forms and documents from notes, rough drafts, written, or verbal instructions

Updates, maintains, and sorts various department or program materials such as lists, logs and office, department, and/or program files, filing systems, records, and reference materials; assembles and files data in specialized files and records; maintains confidentiality of records and information

Reviews and edits documents, records, forms, and other materials for accuracy, completeness, and compliance in accordance with established procedures and standards

Operates a variety of office machines including but not limited to computers, computer software applications, programs, and databases, peripheral hardware and equipment

Extracts, gathers, and compiles information and simple statistical data from various sources; updates and maintains standard reports as directed

Assists with coordinating, planning, and scheduling of special events related to the area of assignment, including but not limited to vendor, contractor, and/or performer contact, informational collateral, facility rental, and event support as needed; update, maintain, and distribute event materials through digital and/or online webpages or platforms

Performs a variety of clerical and administrative responsibilities in support of the department’s day-to-day activities and/or operations utilizing a variety of communication modalities including but not limited to answers and responds to phone calls, emails, text messages, and chat platforms; opens, screens, and distributes mail and correspondence; photocopies documents and requests duplication services; ensures maintenance and repairs of assigned work areas, facilities, or equipment; enters various requests for services from IT, Facilities, and Maintenance; contacts vendors for equipment service, when needed; follows-up with vendors to ensure satisfactory completion of requests; may perform simple repairs or maintenance to standard office equipment

Performs a variety of accounting functions including but not limited to creating and submitting purchase orders (POs), requisitions, timekeeping reports, and requests for reimbursement

May schedule student appointments and assist students with completion and submission of program and/or office forms depending on the area of assignment

May provide work direction to student assistants, student workers, and short-term, temporary staff

May serve and participate in a variety of college, department, and/or District trainings, meetings, and/or committees, as requested

Performs related duties that support the overall objective of the position

Qualification

Microsoft Office SuiteAdministrative supportEffective communicationData managementRecord-keepingInterpersonal skillsAttention to detailTime management

Required

High school graduation or General Educational Development (GED)

Two (2) years of experience providing clerical or administrative support

Any combination of education and experience which would provide the required qualifications for the position

Knowledge of District and college policies, procedures, rules, and regulations related to the area of assignment

Knowledge of California Education Code and Title V as it relates to the area of assignment

Knowledge of Federal Educational Rights and Privacy Act (FERPA)

Knowledge of Federal, state, and local laws, codes, rules, and regulations related to the area of responsibility

Knowledge of campus departments, programs, resources, and services available to students and staff

Knowledge of best practices and procedures on use of various office equipment

Knowledge of correct English usage, grammar, spelling, punctuation, and vocabulary

Knowledge of effective communication techniques and interpersonal skills using tact, patience, and courtesy

Knowledge of organizations and resources available from the surrounding, diverse communities

Knowledge of computer software programs, applications, databases, and Enterprise Resource Planning (ERP) systems

Knowledge of operation of a variety of office machines including personal computers, hardware, and peripherals

Knowledge of record-keeping, filing, file sharing, and filing system methods and techniques

Knowledge of modern office practices, procedures, methods, and techniques

Knowledge of effective communication skills both verbally and in writing

Ability to perform the essential responsibilities of the position

Ability to learn, interpret, apply, and explain rules, regulations, policies, and procedures

Ability to exercise judgement in completing assignments with minimal supervision or direction

Ability to perform a variety of office machines, including personal computer, peripheral hardware, and equipment

Ability to plan, schedule, and perform a variety of administrative support of an assigned program, department, or office

Ability to plan, organize, and prioritize workload to meet schedules and timelines

Ability to demonstrate sound judgement in the application and interpretation of existing methods and procedures

Ability to anticipate and identify issues or concerns; make recommendations to increase efficiencies and effectiveness of an office, department, and/or program

Ability to exercise tact and diplomacy in dealing with sensitive and complex issues and situations

Ability to understand and follow oral and written directions

Ability to update and maintain records, files, file sharing, and filing systems

Ability to research and evaluate social media posts; track performance and outreach

Ability to proofread and edit documents, input data ensuring the accuracy of names and numbers

Ability to understand and follow verbal and written directions

Ability to effectively communicate both verbally and in writing

Ability to adapt to an office environment and circumstances with ever-changing demands and priorities

Ability to utilize computer software programs, applications, and databases; computer hardware and peripheral equipment related to the area of assignment

Ability to communicate with students, staff, and the public in person and via a variety of communication modalities using various technology resources

Ability to operate various office machines including personal computers, computer software programs and applications

Ability to communicate with diverse students from a variety of backgrounds and experiences

Ability to establish and maintain effective and cooperative working relationships with those encountered in the course of work