Job Details

Administrative Assistant

Under the direction of an assigned administrator, 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; prepare and maintain a variety of manual and automated records and reports.

Representative Duties

ESSENTIAL DUTIES:

• Perform a variety of highly skilled secretarial and 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 secretary 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 secretarial 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.

Benefits

The District offers a cafeteria style plan in which employees are given a district allowance and may choose from a number of medical and dental plans. Life and income protection insurances are also available.

Vacation days (based on assigned hours) are earned and accumulated on a monthly basis.

Sick leave is earned at the rate of one day (based on the number of assigned hours) per month, and is accumulative from year to year.

Credit Union: The Santa Barbara Teachers Federal Credit Union offers a variety of services.

Retirement: Employees, who work 20 or more hours per week, are covered by the Public Employees Retirement System (PERS), Social Security, and Medicare.

Coastal Housing Partnership: home buying educational seminars, mortgage refinance benefits, and rental assistance programs available to full-time staff and faculty.

Employee Assistance Program: provides confidential counseling and referral services for job-related or personal problems to employees, dependents and household members.

Eligibility for the benefits below are dependent on job classification:

• Degree differential for employees who have degrees above required minimum qualifications (upon receipt of official transcripts).
• Bilingual differential (English/Spanish)
• Holidays: 17 holidays per year.