Administrative Assistant II

Respond to correspondence and maintain records: Edit and proofread documents; maintain financial personnel gift and/or student records and databases and update them as necessary.

Track budgets and prepare reports: Compile and analyze information for reports or presentations. Prepare charts graphs or tables.

Audit timecards for accuracy: Compose and send emails communicating timecard errors or other issues to leadership.

Support administrative tasks: Prepare work orders monitor expenditures and budgets; make travel arrangements; perform administrative services related to faculty and staff searches student assignments conferences and meetings; answer questions about routine policies applicable to the department or office; and oversee the work performed by student employees.

Supervise office support staff: May direct the work performed by other office support staff members or by student employees on a regular basis.

Prepare and process documents: Prepare and process requisitions standard forms invoices and related documents according to college procedures and guidelines.

Draft complex or confidential documents: Prepare correspondence memos minutes reports agendas and other complex or technical documents captured by various methods.

Manage and interpret data: Gather and provide factual information maintain records and interpret data requiring reference to various sources; maintain complex statistical reports including designing formats for complex tables charts and graphs; conduct special studies to report recommendations as requested.

Compose original correspondence and reports: Draft forms compose original correspondence and compile factual reports that require judgment and knowledge of departmental and district procedures.

Handle electronic data and records: Initiate maintain and manage the exchange of electronic data to record or verify complex or encoded information; review and revise lists control records and other source documents.

Research and generate reports: Identify research analyze and interpret data to generate reports.

Respond to inquiries and direct calls: Answer telephones and direct calls to designated personnel. Respond to questions and inquiries by providing technical information requiring knowledge of department operations and procedures. Exercise discretion in determining the information to be released and refer unusual inquiries to a supervisor.

Communicate policies and procedures: Respond both orally and in writing to questions relative to the application of district and departmental procedures.

Operate office equipment: Operate personal computers laptops calculators photocopying machines fax machines and other office equipment.

Manage mail and supply orders: Receive open prioritize distribute and reroute mail. Create and distribute reports on a regular schedule. Maintain and order office supplies equipment and materials for the department and capital equipment used by other college units.

Utilize specialized skills or knowledge: Frequently utilize special jobrelated skills or knowledge such as fluency in a foreign language or familiarity with state and/or federal compliance requirements related to financial aid student loans grant applications etc.

Other duties:Performs other related duties within the scope of the position as required for the efficient operation of the division and to support institutional objectives.

• Proficient in business English spelling and composition

• Knowledge of modern office practices and procedures

• Skilled in using Microsoft Office (Word Excel Email etc.

• Ability to organize data maintain records and prepare reports

• Ability to compose correspondence independently

• Effective in taking and transcribing dictation

• Able to maintain confidentiality and work under pressure

• Strong communication and interpersonal skills with all levels of staff students and the public