CBA DESIGNATION: Confidential
Under general supervision, performs a variety of administrative support functions exercised under established guidelines. Assignments may provide lead direction to general clerical support positions.
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.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Duties may include but are not limited to the following:
- 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
A typical way of obtaining the required knowledge, skills and abilities below is a combination of education and experience equivalent to graduation from high school or GED AND three years experience performing increasingly responsible clerical/administrative support work.
Note: Graduation from a two year accredited college may substitute for the experience on a year for year basis.
- Modern office practices, procedures, equipment and software applications.
- Customer service principles and techniques.
- Effective oral and written communication skills.
- Learn rules, regulations, laws and policies governing the community college district.
- 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.
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.
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.
PROBATIONARY PERIOD: One year
Pasadena City College
1570 East Colorado Boulevard, Pasadena, CA 91106
(626) 585-7361 direct ⋅ (626) 525-7924 fax