Los Angeles Community College District

Performs a variety of responsible secretarial and clerical duties in support of a program or department.

Assures that the daily clerical activities of the assigned program or department run smoothly and efficiently.

Screens telephone calls and visitors, gives out basic information concerning procedures, programs, and services of assigned program or department, and responds to or directs inquiries to appropriate staff.

Prepares correspondence, memoranda, agendas, reports, minutes, bulletins, flyers, and other materials utilizing a variety of standard and specialized office software applications.

Proofreads and edits reports and other material for accuracy, completeness, and compliance with established procedures and guidelines.

Keeps supervisor apprised of office activities, approaching deadlines, status of pending operational documents, and other requested information.

Prepares and processes various operational documents related to the business operations of the assigned program or department including activities such as purchasing, contracts, personnel assignments, and timekeeping.

Transmits written and oral messages and requests between supervisor and program or department staff.

Searches files or contacts other departments for required information and compiles data for general informational purposes or special reports.

Coordinates events and meetings hosted by the assigned office by making room, equipment, and catering arrangements, and sending out invitations.

Schedules appointments and maintains supervisor’s and office activities calendar and arranges for travel accommodations and conferences.

Effectively utilizes computer equipment, specialized software applications, and a variety of standard office equipment used for processing the work of a program or department.

Establishes and maintains a variety of records, logs, and files of a program or department.

Receives and distributes office supplies, materials, and equipment and maintains a supply inventory.

Assembles printed or duplicated material for distribution.

Receives and distributes in-coming mail to appropriate staff.

Maintains and reconciles office expenditure accounts.

May post updated information on program or department website.

May attend meetings and take notes.

May provide work direction to student employees.

Performs related duties as assigned.

A Secretary performs a variety of responsible secretarial and clerical duties in support of a program or department. Duties require initiative and judgment in performing the day-to-day clerical functions of the assigned program or department.

An Administrative Assistant performs a variety of responsible administrative support duties for an administrator or manager. An incumbent is required to be able to work independently and use discretion and sound judgment. Use of computer equipment and software applications is an integral aspect of the duties. An Administrative Assistant (Confidential) is distinguished from the class of Administrative Assistant because of the requirements of the employee to have access to, or possess information relating to, employee and labor relations matters.

A Senior Administrative Assistant performs a variety of responsible administrative support duties for a senior administrator in executing his/her administrative responsibilities over the business areas of the assigned organizational unit. An incumbent serves in a primary administrative support position and work assignments require him/her to be able to work independently and use a considerable degree of discretion and sound judgment. The Senior Administrative Assistant (Confidential) is distinguished from the class of Senior Administrative Assistant because of the requirements of the employee to have access to, or possess information relating to, employee and labor relations matters. The class of Senior Administrative Assistant (Stenographic/Confidential) is distinguished from the class of Senior Administrative Assistant because of the requirements for the employee to (a) have access to, or possess information relating to, employee and labor relations matters, and (b) take dictation and transcribe notes.

Immediate supervision is received from academic staff typically at a level of a program director, department chair, or associate dean. May provide work direction to assigned clerical staff and student employees.

Knowledge of:

Clerical practices and procedures

Proper business English, punctuation, spelling, and grammatical usage

Records and file organization

Report and business correspondence formats

Customer service techniques for public contact in person, on the telephone, and in written communication

Capabilities of computer systems, software, and hardware used in an office environment

Skill in:

Operating a computer and standard office equipment

Ability to:

Organize the clerical activities of an assigned department or office

Understand, interpret, and apply basic rules, policies, and procedures pertinent to the assigned department or office

Use proper business English, punctuation, spelling, and grammar

Compose, edit, and format business correspondence and reports

Work effectively with administrators, staff, public, and students

Make arithmetic calculations including fractions, decimals, and percentages

Establish and adjust to changing priorities

Effectively utilize computer software and hardware and other office equipment in the performance of duties

Exercise initiative and judgment within established guidelines

Work independently with little supervision

Accurately organize, maintain, and retrieve records and files

Learn general and specialized computer applications

Education:

Graduation from high school or its equivalent.

Experience:

None is required. One year of paid, full-time general clerical experience which included use of computer equipment and public contact is desirable.

Our class specification generally describes the duties, responsibilities, and requirements characteristic of the position(s) within this job class. The duties, responsibilities, and requirements of a particular position within this class may vary from the duties of other positions within the class.

In accordance with the Americans with Disabilities Act (ADA), the Los Angeles Community College District provides reasonable accommodation to qualified individuals with covered disabilities on a case-by-case basis throughout the application, examination, and hiring processes and throughout employment. If an individual is in doubt about his or her ability to perform the duties and responsibilities of a position or possession of any other requirement noted in a class specification or job announcement, he or she should always apply for a position and request reasonable accommodation at the appropriate time.