Chabot-Las Positas Community College District · 12 hours ago
Administrative Assistant
Hayward, CA
Full-time
Onsite
Entry, Mid Level
$5,149.83/mo - $5,149.83/mo
2+ years expChabot-Las Positas Community College District is seeking to fill an Administrative Assistant position at Chabot College in Hayward, CA. The role involves providing a variety of administrative, secretarial, and clerical duties in support of the assigned program area and staff, as well as serving as a liaison between various stakeholders.
Education
Responsibilities
Perform responsible secretarial and administrative support duties for assigned supervisor and program area; relieve assigned supervisor and other assigned staff of a variety of clerical, technical, and administrative details; provide assistance in organizing functions and activities that involve assigned area; as necessary and appropriate, serve as liaison between assigned supervisory staff or program area and administrators, other District personnel, and the general public
Perform administrative support duties to assist the supervisor in meeting reporting requirements, functional responsibilities, and research objectives; coordinate the office work of the supervisor and/or program area; develop schedules related to office/department activities and services; review, update, and inform assigned supervisor and other staff in assigned area of essential timelines; coordinate the flow of activities through the office in relation to priorities and schedules; assure the timely completion of work in accordance with established policies, procedures, and standards
Utilize electronic technology to correspond with others and to maintain assigned calendars, schedules, and appointments; coordinate and arrange meetings; coordinate activities with other divisions and departments
Serve as liaison and facilitate communications between assigned supervisor, other administrators, students, academic and classified staff, other offices, educational institutions, public agencies, and the general public; interact and relay information, questions, and decisions regarding supervisor’s area of assignment; refer callers to other departments or individuals as necessary; prepare preliminary responses to routine correspondence for assigned supervisor’s approval
Prepare Board agenda items and supporting documents as necessary for assigned area; assure assigned supervisor receives timely notification of Board requests for information or action
Perform a variety of clerical accounting duties and responsibilities for assigned area; assist supervisor in budget administration; track budget activity; post, monitor, and track invoices and other expenditures; process budget/expense transfers; prepare purchase requisitions
Order office supplies and materials as directed; assure their timely receipt and storage; assure proper functioning of office equipment
Participate in payroll processing functions for assigned area including to prepare payroll forms and maintain records for timesheets and various authorizations
Provide staff support to standing and ad hoc committees and other groups as assigned; attend meetings and take notes or records proceedings; prepare and distribute agendas, background materials, and minutes as appropriate
Answer telephones and respond to routine questions and requests for information from administrative, management, academic, and/or classified staff, students, and the general public; communicate information in person or by telephone where judgment, knowledge, and interpretation of policies and procedures are necessary
Train and provide work direction to assigned student workers and other hourly workers as assigned
Establish and maintain complex, interrelated filing systems; collect, compile, and record narrative, statistical, and financial data and other information; research and verify information as requested
Type, format, proofread, duplicate, and distribute a wide variety of correspondence, reports, notices, schedules, lists, forms, and other materials according to established procedures, policies, and standards; type from rough draft, verbal instructions, or transcribing machine recordings; compose routine correspondence related to area of assignment; prepare preliminary responses to routine letters and general correspondence
Receive mail and identify and refer matters to the supervisor in order of priority
Utilizing thorough knowledge of various computer applications and software packages, enter, update, correct, and extract information; maintain and generate reports from a database or network system
Maintain current working knowledge of applicable hardware and software applications
Perform related duties as required
Qualification
Required
Equivalent to the completion of the twelfth grade supplemented by specialized training in secretarial science, office automation, or a related field
Two years of increasingly responsible clerical and secretarial experience involving a high level of public contact, use of computer and office applications, and providing secretarial support to a program area and/or management staff
Knowledge of operational characteristics, services, and activities of the functions, programs, and operations of the assigned office
Knowledge of work organization and basic office management principles and practices
Knowledge of office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases
Knowledge of basic principles, practices, and procedures of fiscal, statistical, and administrative record keeping
Knowledge of principles, practices, and procedures of business letter writing
Knowledge of principles and practices used to establish and maintain files and information retrieval systems
Knowledge of basic research methods and techniques
Knowledge of basic mathematical concepts
Knowledge of principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette
Knowledge of interpersonal skills using tact, patience, and courtesy
Knowledge of English usage, grammar, spelling, punctuation, and vocabulary
Knowledge of oral and written communication skills
Ability to learn and understand the organization and operation of the assigned office and/or department as necessary to assume assigned responsibilities
Ability to learn, understand, interpret, and apply administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances
Ability to perform a range of administrative, secretarial, and clerical duties involving the use of independent judgment
Ability to independently compose and prepare routine correspondence and memoranda
Ability to prepare a variety of clear and concise administrative and financial records
Ability to effectively present information in person or on the telephone to students, staff, or the public
Ability to type or enter data at a speed necessary for successful job performance
Ability to take and transcribe dictation, if required by the position, at a speed necessary for successful job performance
Ability to implement and maintain filing systems
Ability to train and provide work direction to others
Ability to establish, review, and revise office work priorities
Ability to plan and organize work to meet schedules and changing deadlines
Ability to use correct English, grammar, spelling, punctuation, and vocabulary
Ability to operate office equipment including computers and supporting word processing, spreadsheet, and database applications
Ability to adapt to changing technologies and learn functionality of new equipment and systems
Ability to work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person
Ability to work effectively with minimal supervision
Ability to communicate clearly and concisely, both orally and in writing
Ability to establish and maintain effective working relationships with those contacted in the course of work
Ability to work with and exhibit sensitivity to and understanding of the varied racial, ethnic, cultural, sexual orientation, academic, socio-economic, and disabled populations of community college students
Company
Chabot-Las Positas Community College District
The Chabot-Las Positas Community College District is governed by a seven member board of trustees, is responsible for all policy decisions.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Bruce Griffin
Chief Technology Officer
Ann-Marie Fisher
Executive Assistant to Chief Technology Officer
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