Administrative Assistant II - EOPS

Administrative Assistant II - EOPS 

Salary: $67,991.00 - $82,851.00 Annually

Job Type: Classified Staff

Job Number: 05-2026-R4

Closing: 6/15/2026 11:59 PM Pacific

Location: Santa Barbara, CA

Department: EOPS

Basic Functions

Under the direction of an assigned administrator, perform a variety of highly skilled administrative assistant duties to relieve the administrator of administrative and clerical detail; plan, coordinate and organize office activities and coordinate flow of communications, correspondence and information for the administrator; prepare and maintain a variety of manual and automated records and reports.

Representative Duties

ESSENTIAL DUTIES: 

• Perform a variety of highly skilled administrative assistant duties to relieve the administrator of administrative and clerical detail; assure smooth and efficient office operations, and proper and timely completion of projects and activities; plan, coordinate and organize office activities and coordinate flow of communications and information for the administrator.

• Serve as the primary administrative assistant to the assigned administrator; provide public relations and communication services; initiate and receive telephone calls; take, retrieve and relay messages as needed; schedule and arrange appointments, conferences, meetings and other events.

• Receive visitors, including administrators, staff, students and the public; provide assistance or direct to appropriate staff; exercise independent judgment in resolving a variety of issues; refer difficult issues to the administrator; provide technical information related to program, function or department operations and related standards, requirements, laws, rules, regulations, policies and procedures.

• Compose, independently or from oral instructions, note or rough draft, a variety of materials such as inter-office communications, forms, letters, instructional materials, memoranda, surveys, announcements, bulletins, agenda items, lists, manuals, programs, certificates, schedules, catalogs, brochures, labels, fliers, notices, newsletters and other materials.

• Compile information and prepare and maintain a variety of records, logs and reports related to programs, projects, students, financial activity, budgets and assigned duties; establish and maintain filing systems; review, revise, edit, format and proofread a variety of documents and information.

• Input and update a variety of data in an assigned computer system; establish and maintain automated records and files; initiate queries, develop charts and spreadsheets, and generate various computerized lists, reports and documents as required; assure accuracy of input and output data.

• Research, compile and verify a variety of data and information; compute statistical information for various reports; process and evaluate a variety of forms, applications and paperwork; duplicate, assemble, distribute, collect, verify and assure accuracy and completeness of various documents.

• Coordinate and attend a variety of meetings as assigned; prepare and send out notices of meetings; compile and prepare agenda items and other required information and materials for meetings and other events; take, transcribe and distribute minutes as directed.

• Perform a variety of clerical accounting duties in support of assigned activities as required; monitor funds for income and expenditures; assist in assuring expenditures to do not exceed established budget limitations as assigned; calculate, prepare and revise accounting and budgetary data; balance and reconcile assigned accounts and budgets as required; initiate transfers as directed.

• Perform special projects and prepare various forms and reports on behalf of the assigned administrator; attend to administrative details on special matters as assigned.

• Communicate with personnel, various outside agencies, students and the public to exchange information and resolve issues or concerns; communicate in a designated second language as assigned by the position.

• Operate a variety of office equipment including a calculator, copier, fax machine, typewriter, computer and assigned software; perform minor maintenance and repairs on equipment as directed; arrange for equipment maintenance and repairs as needed.

• Receive, sort and distribute mail as required; prepare and distribute informational materials and bulk mailings; contact others to request documents as needed.

• Maintain appointment and activity schedules and calendars for the administrator; coordinate travel arrangements and hotel reservations as required; reserve facilities, equipment, services and supplies for meetings and other events as needed.

• Monitor inventory levels of office and designated supplies; order, receive and maintain appropriate levels of inventory; prepare and process purchase orders, invoices and requisitions and arrange for payments as assigned.

• Process reimbursement claims as assigned; collect, deposit and account for various monies and fees as required.

• Train and provide work direction and guidance to student workers as assigned.

• Update and maintain website information as directed.

OTHER DUTIES: 

Perform related duties as assigned.

Education and Experience

Any combination equivalent to: graduation from high school and four years of clerical or administrative assistant experience involving frequent public contact.

Knowledge and Abilities

KNOWLEDGE OF:

• Terminology, practices and procedures of assigned office.

• Organization, operations, policies and objectives of assigned programs and activities.

• Modern office practices, procedures and equipment.

• Record-keeping and filing technique.

• Business letter and report writing, editing and proofreading.

• General methods, procedures and terminology used in clerical accounting work.

• Telephone technique and etiquette. Correct English usage, grammar, spelling, punctuation and vocabulary.

• Data control procedures and data entry operations.

• Interpersonal skills using tact, patience and courtesy.

• Operation of a computer and assigned software.

• Oral and written communication skills.

• Methods of collecting and organizing data and information.

• Mathematic calculations.

ABILITY TO:

• Perform a variety of highly skilled secretarial and administrative assistant duties to relieve the administrator of administrative and clerical detail.

• Plan, coordinate and organize office activities and coordinate flow of communications, correspondence and information for the administrator.

• Assure smooth and efficient office operations.

• Compose correspondence and written materials independently or from oral instructions.

• Learn, interpret, apply and explain laws, codes, rules, regulations, policies and procedures.

• Perform a variety of clerical accounting duties in support of assigned activities.

• Type or input data at an acceptable rate of speed.

• Understand and resolve issues, complaints or problems.

• Answer telephones and greet the public courteously.

• Communicate in a designated second language as assigned by the position.

• Complete work with many interruptions.

• Compile and verify data and prepare reports.

• Maintain a variety of records, logs and files.

• Utilize a computer to input data, maintain automated records and generate computerized reports.

• Establish and maintain cooperative and effective working relationships with others. Meet schedules and time lines.

• Work independently with little direction.

• Communicate effectively both orally and in writing.

• Add, subtract, multiply and divide with speed and accuracy.

• Experience working in student programs/students services

To apply, visit https://apptrkr.com/7198918 

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Salary : $67,991 - $82,851