Administrative Assistant II - Human Resources

DEFINITION

Under general supervision of the appropriate administrator performs a variety of responsible and comprehensive secretarial and clerical work to support departmental functions. Values and promotes the mission and vision of the college.

CLASS CHARACTERISTICS

The incumbent, under limited supervision, in this position is responsible for secretarial functions and assignments of an instructional department or program or service area. The incumbent has responsibility for explaining policies, procedures, and precedence to students, faculty, staff, and the public. Incumbents are expected to be flexible in completing work assignments rather than following any specific routine and they may be delegated a substantial amount of administrative detail and non-routine work as well as exercise a high degree of independence of action. Incumbents are required to make independent decisions concerning appropriate procedures of the office which may affect the work performance of other positions. They may also give guidance to other clerical staff including student workers. Incumbents have a high frequency of responsible contact with students, staff, and/or the public requiring tact and good communication skills.

1. Serves as an informational resource and first point of contact for students, staff, and the public.
2. Processes incoming and outgoing mail.
3. Create and maintain personnel files, to include form I9 files and other required department filing.
4. Provides entry level support to input and correct data into the HRIS database such as tuberculosis, immunizations, evaluations, comp time, health and physical, and other items as assigned;
5. Gathers information for the preparation, processing, and response of subpoena requests,  employment verifications, and audits.
6. Facilitates student worker onboarding process.
7. May support HR council and/or committee meetings as assigned.
8. Collects data, creates, and drafts a variety of written documents and reports; maintains organizational files, records, website, mailing lists, groups, and emails.
9. Supports department purchasing & receiving supplies.
10. Assists department with administrative tasks and maintains the department calendar.
11. Fields student, faculty, and staff questions and complaints; forwards to the appropriate HR team member if unable to answer questions and complaints via phone, in person and department email.
12. Assist the recruitment efforts including greeting candidates, making copies, setting up interview rooms, and other recruitment administrative functions.
13. Complete administrative and clerical human resources projects as assigned.
14. Support other Human Resources staff in various duties including data entry, column movement, retirements and resignations, employee leaves, workers compensation, event planning, collective bargaining, annual reporting, compensation and classification studies, professional development, as appropriate;
15. Perform other related duties as assigned.

Knowledge of:

• Office management techniques and organizational skills;
• Written business communications;
• Word/Information processing, database and software applications and production;
• Records management;
• Purchasing systems or practices;
• Correct English usage, spelling, grammar, and punctuation;
• Formatting;
• Office methods, procedures, and computer/office equipment, including filing systems, and telephone techniques.

Demonstrated ability to:

• Understand and carry out oral and written directions;
• Work independently, organize workload and establish priorities;
• Learn and interpret specific rules, laws, and policies and apply them in a variety of procedural situations;
• Perform clerical work of above average difficulty;
• Establish and maintain office records and files;
• Compose correspondence independently.

Working Conditions:

• Duties are primarily performed in an office environment, at a desk or at a computer.
• The incumbent will experience interruptions while performing normal duties during the regular workday;
• The incumbent will have contact, in person or on the telephone, with faculty, management, staff and the general public.

Physical Demands:

• Typically may sit for extended periods of time.
• Regularly lifts, carries and/or moves objects weighing up to 10 pounds.
• Operates a computer keyboard.
• Communicates over the telephone and in person.

Special Qualification:
A sensitivity to and understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of staff and students and to staff and students with disabilities.

Education and Experience:

An associate of science degree in office administration or office systems technology or related subject matter with one year of clerical and secretarial experience; or the completion of the 12^th grade and two years of increasingly responsible clerical and secretarial experience OR an equivalent combination of training and experience.

The desired start date is June 2026.  This is a full-time, 37-hour, classified, 12-month position. 

Work Schedule: Monday - Thursday, 8:00 a.m. - 4:30 p.m., and Friday, 8:00 a.m. - 4:00 p.m.

To be considered for this position, the candidate must submit the following application materials through our website by Sunday, May 17, 2026 by 11:59 PST:

• Cover letter;
• A current and complete resume/CV of education and professional experience;

Incomplete applications will not be reviewed by the hiring committee.

Allan Hancock College provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Allan Hancock College will not sponsor any visa applications.

Salary : $50,844 - $64,896