Administrative Assistant IV Facilities

Essential Duties And Responsibilities
Serves as the senior-most administrative support to a division with multiple sub-divisions (or the equivalent). Performs technical and complex administrative support involving the use of independent judgment and an in-depth understanding of the functions and procedures of the division with a working understanding of functions and procedures of other divisions. Serves as a liaison to local agencies. Develops and maintains a working knowledge of special terminology related to the function to which assigned. Types from rough drafts or verbal instructions a variety of materials such as letters memoranda recurring reports and statistical data. Composes routine correspondence and forms as necessary. May take and transcribe dictation as assigned. Initiates and answers telephone calls. Receives walk-in guests & students. Schedules appointments. Explains general program policies and procedures within the scope of authority. Provides information of a general or limited technical nature. Provides information and resolves matters as appropriate. Help coordinate and plan various on-campus events (i.e. graduations Convocation Discover Lassen etc.). Performs a variety of administrative and coordinating duties for special projects or events involving multiple departments and/or locations. Coordinates & arranges meetings as directed. Prepares schedules and informs participants confirming dates and times. Makes hotel and travel reservations as directed. Attends meetings as assigned in place of the CIO CSSO CBO or in lieu of other employees under these positions. Records transcribes and distributes minutes as directed. Maintains records of committee proceedings. Follows up with committee members on materials or information needed for a timely reports. Assists in the preparation of departmental reports by gathering and summarizing information from a variety of sources and distributing reports for final review. Evaluates existing intra-office workflow and recommends new or revisions to current procedures processes forms and time lines to make a single office function more efficiently. May provide training and work guidance to student workers or other staff as directed. Performs routine personnel and payroll duties that include but are not limited to faculty and/or classified personnel timesheets payroll authorizations leave slips contracts and attendance reports. Regularly receives handles and stores confidential or sensitive information pertaining to the College its students or staff. Maintains confidentiality as required. Maintains budget records and files. Gathers and compiles information required of the CIO CSSO and CBO (or directed by the CIO CSSO and CBO to work with other employees under these positions) for budget development. Independently assembles some or all of the performance and budget information for reporting to external agencies. Monitors active budgets preparing and analyzing periodic variances of budget-to-actual expenditures. Prepares and inputs accounting forms such as purchase orders budget and staffing requests. Coordinates the documentation and word processing of performance evaluations. Tracks work-in-progress to assure timely completion of reviews. May assist and/or facilitates preparation and maintenance of course schedules descriptions and curriculum forms by securing information from faculty and department/division management. Performs other duties as assigned that support the overall objective of the position.

Physical Demands
Sufficient hand/eye coordination and manual dexterity to keyboard at an advanced rate (about 60 wpm); sufficient visual acuity to recognize words letters and numbers. Ability to sit for long periods of time. Ability to occasionally lift and carry objects of light to medium weight (less than 30lbs).