Administrative Assistant Basic Function:
Under direction from a Director or Manager, the Administrative Assistant provides a variety of responsible and confidential administrative duties and oversees the proper functioning of all administrative activities under their assigned area of responsibility, including coordination of communication for the Office. Distinguishing Characteristics: This classification is an entry level administrative position in the series of administrative classifications requiring a basic level of competency in communication, judgement, confidentiality, working independently, discretion, administrative skills, and governing rules and regulations applicable to the office or service area they are supporting.
Representative Duties:
The following duties and responsibilities describe the general nature and level of work being performed. It is not intended to be restricted or construed as an exhaustive list of all duties and responsibilities required of individuals so classified, and not all duties listed are necessarily performed by each employee in this classification. Provide administrative assistance to the Director or Manager by coordinating and maintaining the calendar to schedule meetings, events, appointments, and workshops. Organize and coordinate the flow of activities through the office in relation to priorities, schedules, and deadlines; perform administrative duties for the Director or Manager. Research information and data; prepare and submit reports; maintain files and records. Acts as an information resource regarding policies and procedures of assigned area responsibility; coordinate and track the review and updating of relevant department and office policies, procedures, and processes. Assemble, prepare, review, and submit documents, forms, and supplemental materials for assigned area of responsibility to appropriate department level. Assist and coordinate with the appropriate Department or Administrative Assistant as required. Prepare correspondence and reports for the Director or Manager, screen, and route incoming correspondence. Compose and prepare responses to correspondence and requests for public records. Perform and manage administrative related projects and processes unique to assigned area of responsibility, i.e. special events and activities, reports, and special programs. Monitor, provide work direction, and supervise student employees assigned to the office. Coordinate and train office staff in their area of responsibility for department and office administrative policies, procedures, and processes as needed. Act as a liaison for the Director or Manager; promote and maintain positive staff relations; screen incoming calls; greet visitors; maintain positive relations with employees and community. Answer inquiries, provide information, and offer referrals to appropriate sources. Arrange meeting and event services for the Director or Manager's office such as reception coordination, planning logistics, and providing materials. Assist with ordering, receiving, and storing supplies and materials. Perform other job-related duties as assigned.
Minimum Qualifications:
High School graduate or equivalent and one (1) year of administrative related experience. Certain assignments may require a valid California driver's license and the ability to maintain insurability under the district's vehicle insurance program. To be considered for the position applying for, applicants must submit the required items by the deadline, which include: online IVC application, current resume, and ALL unofficial transcripts (transcripts must show degree was awarded or conferred with a completion date). All attachments will be uploaded into the online application. Applications which do not include all of the required materials will not be forwarded to the screening committee for consideration. Materials submitted become property of the District and will not be returned, copied, or considered for other openings. Range 10 on the Unrepresented Classified Confidential Salary Schedule: Salary placement is at Step 1. For additional inquiries please contact: Gina Snow HR Recruiter Phone: 760-355-6210 Email: gina.snow@imperial.edu EEO Information: Imperial Valley College is an equal opportunity employer and does not discriminate against persons on the basis of race, religion, national origin, sexual orientation, gender, gender identity and expression, marital status, age, disability, pregnancy, medical condition, or covered veteran status. Commitment to Equity and Diversity: Imperial Community College is committed to creating an academic and work environment that fosters diversity, equity, and inclusion and equal opportunity for all, and ensures that students, faculty, management, and staff of all backgrounds feel welcome, included, supported, and safe. Our culture of belonging, openness, and inclusion makes our district a unique and special place for individuals of all backgrounds.
Benefits:
Employer/employee paid medical coverage options, dental, vision, and life insurance. Earned annual sick leave. Earned annual vacation leave for classified and confidential classified employees. Enrollment in a California Retirement System.
