What are the responsibilities and job description for the Administrative Assistant I position at American River College?
Position Summary
Positions in this class are generally assigned to Dean level positions, and incumbents perform varied and complex administrative assistant and clerical tasks within a framework of standard policies and procedures with minimal oversight.
For a detailed job description for this Los Rios Classified Employees Association (White Collar) posting .
Typical Duties
Assist administrator with office organization and detail and recommend operating practices and procedures to create new or to revise existing methods; implement systems to improve internal process in support of changing departmental and District needs, informing affected staff and providing training as needed; interview callers; answer inquiries requiring knowledge of college and District resources, activities, services, policies and procedures and refer inquiries as appropriate; provide information regarding college standards and procedures and assist in the coordination of services for students, staff, and the public; assist students and staff to resolve problems relating to special programs, student services records, or related complaints, referring to appropriate staff members; coordinate activities with other District offices; schedule meetings, conferences and appointments; assist with coordinating events; maintain calendars for managers and/or professional staff; make arrangements for travel, meetings, and conferences, and process travel claims; prepare materials for presentations and instruction; prepare records and reports for District and/or external agencies; independently prepare correspondence, memoranda, agendas, reports, technical requests, and other materials, including information of a confidential nature; prepare required District and departmental documents including, but not limited to, time sheets, reports, preliminary payroll records, travel forms, purchasing forms, requisitions, and workers compensation claim forms; assist with the monitoring and reconciliation of department and/or office budgets; order materials, supplies, and services and resolve issues encountered in the purchasing process to assure timely payment to vendors; maintain accurate records and databases; assist with the preparation of the college catalog for printing; assist in developing and publishing curriculum and committee calendars; prepare and distribute meeting agendas, minutes, correspondence, memoranda, reports and other correspondence; take minutes at meetings exercising judgment and discretion in editing and composition; assist in preparing material for published class schedules, catalogs, student guides, newsletters, bulletins and registration; develop and maintain forms; verify and calculate full-time equivalency (FTE) and instructional load for faculty; track flex obligation for faculty; prepare adjunct faculty assignment paperwork and related documents; assist with coordination of department hiring and orientation processes; process mail; receive and accounts for fees; operate and maintain office equipment; serve on committees as assigned; have lead responsibility for temporary employees, including interviewing and training. Perform related duties as required.
Minimum Qualifications
EXPERIENCE: Two years of experience related to the duties of the position.
EDUCATION: One year of college level business, office technology, or related course work from an accredited institution may be substituted for up to one year of the required experience.
Promotional : One year of experience with Los Rios Community College District performing clerical duties. (Promotional applies to current, regular Classified employees working with the Los Rios Community College District.)
Have an equity-minded focus, responsiveness, and sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, including those with physical or learning disabilities as it relates to differences in learning styles; and successfully foster and support an inclusive educational and employment environment.
( Experience Requirement : One year of experience is equal to 12 months of experience at 40 hours per week. Applicable part-time experience will be converted to the full-time equivalent for purposes of meeting the experience requirement. Education Requirement: One year of education is equal to 30 semester units.)
Education must be from an accredited institution.
Application Instructions
Before You Apply
Follow the steps below to ensure your application is complete and ready for review. Applicants not following the guidelines below may be disqualified. Do not submit additional materials not requested.
Applicants applying to this position are REQUIRED to complete and submit:
Full-time, twelve-month employees receive 18 days of annual paid holidays, 15 days’ vacation yearly (with increases after 5 & 10 years), and 8 hours of sick leave per month. Los Rios also offers professional development opportunities with the district and financial support and/or paid time off to complete external academic studies. You are eligible for the aforementioned benefits as a regular employee with a permanent assignment of 0.50 FTE or greater. To calculate this position’s FTE, take the number of hours per week divided by 40, to get the percentage of hours worked. Then take the number of months worked divided by 12, to get the percentage of work year. Then take the percentage of hours worked multiplied by the percentage of months worked to get the position’s FTE (e.g., a position that is 30 hours per week with a work year of 10 months: 30/40 = 0.75; 10/12 = 0.8333; 0.75 * 0.8333 = 0.625 FTE).
For the full bargaining unit agreement and benefit details click the link below and select your employee group to learn more about the benefits available to you.
01
Please indicate how you meet the minimum qualifications for the Administrative Assistant I position, by selecting the option that best describes your qualifications. NOTE: Experience and education used to meet these minimum qualifications must be clearly stated in the application.
Minimum Qualification Verification Agreement I understand that if selected for hire, I will be required to submit official transcripts, licenses/certificates, and verification of qualifying work experience, as applicable.
Positions in this class are generally assigned to Dean level positions, and incumbents perform varied and complex administrative assistant and clerical tasks within a framework of standard policies and procedures with minimal oversight.
For a detailed job description for this Los Rios Classified Employees Association (White Collar) posting .
Typical Duties
Assist administrator with office organization and detail and recommend operating practices and procedures to create new or to revise existing methods; implement systems to improve internal process in support of changing departmental and District needs, informing affected staff and providing training as needed; interview callers; answer inquiries requiring knowledge of college and District resources, activities, services, policies and procedures and refer inquiries as appropriate; provide information regarding college standards and procedures and assist in the coordination of services for students, staff, and the public; assist students and staff to resolve problems relating to special programs, student services records, or related complaints, referring to appropriate staff members; coordinate activities with other District offices; schedule meetings, conferences and appointments; assist with coordinating events; maintain calendars for managers and/or professional staff; make arrangements for travel, meetings, and conferences, and process travel claims; prepare materials for presentations and instruction; prepare records and reports for District and/or external agencies; independently prepare correspondence, memoranda, agendas, reports, technical requests, and other materials, including information of a confidential nature; prepare required District and departmental documents including, but not limited to, time sheets, reports, preliminary payroll records, travel forms, purchasing forms, requisitions, and workers compensation claim forms; assist with the monitoring and reconciliation of department and/or office budgets; order materials, supplies, and services and resolve issues encountered in the purchasing process to assure timely payment to vendors; maintain accurate records and databases; assist with the preparation of the college catalog for printing; assist in developing and publishing curriculum and committee calendars; prepare and distribute meeting agendas, minutes, correspondence, memoranda, reports and other correspondence; take minutes at meetings exercising judgment and discretion in editing and composition; assist in preparing material for published class schedules, catalogs, student guides, newsletters, bulletins and registration; develop and maintain forms; verify and calculate full-time equivalency (FTE) and instructional load for faculty; track flex obligation for faculty; prepare adjunct faculty assignment paperwork and related documents; assist with coordination of department hiring and orientation processes; process mail; receive and accounts for fees; operate and maintain office equipment; serve on committees as assigned; have lead responsibility for temporary employees, including interviewing and training. Perform related duties as required.
Minimum Qualifications
EXPERIENCE: Two years of experience related to the duties of the position.
EDUCATION: One year of college level business, office technology, or related course work from an accredited institution may be substituted for up to one year of the required experience.
Promotional : One year of experience with Los Rios Community College District performing clerical duties. (Promotional applies to current, regular Classified employees working with the Los Rios Community College District.)
Have an equity-minded focus, responsiveness, and sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, including those with physical or learning disabilities as it relates to differences in learning styles; and successfully foster and support an inclusive educational and employment environment.
( Experience Requirement : One year of experience is equal to 12 months of experience at 40 hours per week. Applicable part-time experience will be converted to the full-time equivalent for purposes of meeting the experience requirement. Education Requirement: One year of education is equal to 30 semester units.)
Education must be from an accredited institution.
Application Instructions
Before You Apply
Follow the steps below to ensure your application is complete and ready for review. Applicants not following the guidelines below may be disqualified. Do not submit additional materials not requested.
Applicants applying to this position are REQUIRED to complete and submit:
- A Los Rios Community College District Application
- Letter of Interest
- Resume or Curriculum Vitae
- Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa.
- Only information listed on the application and transcripts ( if requested ) will be used to verify Minimum Qualifications.
- Applications stating see other documents e.g. “see resume”or “see transcripts” will be disqualified.
- Applications missing any required documentation will be disqualified.
Full-time, twelve-month employees receive 18 days of annual paid holidays, 15 days’ vacation yearly (with increases after 5 & 10 years), and 8 hours of sick leave per month. Los Rios also offers professional development opportunities with the district and financial support and/or paid time off to complete external academic studies. You are eligible for the aforementioned benefits as a regular employee with a permanent assignment of 0.50 FTE or greater. To calculate this position’s FTE, take the number of hours per week divided by 40, to get the percentage of hours worked. Then take the number of months worked divided by 12, to get the percentage of work year. Then take the percentage of hours worked multiplied by the percentage of months worked to get the position’s FTE (e.g., a position that is 30 hours per week with a work year of 10 months: 30/40 = 0.75; 10/12 = 0.8333; 0.75 * 0.8333 = 0.625 FTE).
For the full bargaining unit agreement and benefit details click the link below and select your employee group to learn more about the benefits available to you.
01
Please indicate how you meet the minimum qualifications for the Administrative Assistant I position, by selecting the option that best describes your qualifications. NOTE: Experience and education used to meet these minimum qualifications must be clearly stated in the application.
- I have two (2) or more years of experience related to the duties of the position.
- I have one (1) year of experience related to the duties of the position PLUS one (1) year of qualifying college-level coursework.
- I do not meet the minimum qualifications.
Minimum Qualification Verification Agreement I understand that if selected for hire, I will be required to submit official transcripts, licenses/certificates, and verification of qualifying work experience, as applicable.
- Yes, I understand and agree.
- No, I do not agree.