DEFINITION

Under direction, provides administrative assistance to Executive Director Level managers and above by overseeing the activities of the office, independently conducting and coordinating special projects, and ensuring continuity of administrative activities during their absence. Incumbents may provide lead direction to clerical support positions.

DISTINGUISHING CHARACTERISTICS

The Administrative Assistant III classification is the third level in the Administrative Assistant series that 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.

The Administrative Assistant III level typically perform a wide variety of administrative tasks to relieve executives of routine matters. The work is distinguished from those at the Administrative Assistant II level by the increased complexity of assignments and the need to exercise a very high degree of independent judgment, tact, and discretion in the execution of assigned duties.

Depending upon the assignment, the position may be designated as confidential pursuant to the terms of the applicable government code section.

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from a supervisor or other appropriately designated management classification. Will not act in the capacity of a supervisor but may be required to lead other staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES (Illustrative Only)

Duties may include but are not limited to the following:

Researches and prepares complex reports and documents involving confidential and/or technical information.
Participates in the development of the budget and expenditure controls within budgetary guidelines.
Acts as liaison with Board members, faculty, staff, departments, foundation members, outside agencies, auxiliary support groups, and individuals as needed.
Monitors and maintains calendars, coordinating and controlling scheduling of appointments based on priorities and urgency; screens visitors, electronic messages and mail; arranges and confirms travel.
Schedules meetings, events and activities; handles facilities logistics; arranges teleconference calls; makes travel arrangements.
Provides lead direction to office staff.
Installs, maintains and revises electronic files and office systems; recommends clerical support procedures for efficiency and current technical best practices.
Develops, maintains and reviews forms, databases, spreadsheets, logs, schedules and other records to support work processes.
Performs related duties as assigned.

EDUCATION AND EXPERIENCE

A typical way of obtaining required the knowledge, skills and abilities is a combination of education and experience equivalent to graduation from high school or GED AND five years of progressively responsible clerical/administrative support experience, including at least one year providing lead direction to support staff.

Note: Graduation from a two year accredited college (AA degree) may substitute for the experience on a year-for-year basis.

KNOWLEDGE of:

Rules, regulations, laws and policies governing the community college district.
Communications and dissemination techniques and methods including written, oral, and visual media.
Modern office practices, procedures, equipment and software applications.
Customer service principles and techniques.
Research techniques, methods and procedures.
Effective oral and written communication skills.

ABILITY to:

Conduct research and analyze issues and prepare clear, concise reports and recommendations.
Establish and maintain effective working relationships with all staff levels in the District, students, external organizations and the public.
Secure and maintain the confidence or of officials, employees and the general public through human relations.
Lead staff.
Set priorities, manage time and operate independently in a fast-paced environment with multiple task and interruptions.
Work in a multiethnic environment.
Interpret and explain complex District policies and procedures.

Physical Demands

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.

Environmental Elements

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

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Pasadena City College
1570 East Colorado Boulevard, Pasadena, CA 91106
(626) 585-7361 direct ⋅ (626) 525-7924 fax