Administrative Assistant to the Chancellor

Assists in providing specialized, complex, and confidential administrative assistance duties to the Chancellor's Office.

Schedules appointments, meetings, and other commitments for the staff of the Chancellor's Office.

Reviews outgoing correspondence, reports, publications, and other materials for grammar, sentence structure, format, attachments, and compliance with applicable laws, rules, procedures, and directives of the Chancellor's staff.

Screens telephone calls and visitors to the Chancellor's Office for urgency and nature of business; refers calls not requiring the Chancellor's attention to appropriate staff/office or personally responds to routine inquiries.

Drafts and/or edits correspondence such as letters, memoranda, personal acknowledgements, reports, and other materials based on verbal instructions or own initiative using word processing, spreadsheet, and desktop publishing software.

Responds to inquiries made by Board Members that are directed to the Chancellor's Office and require administrative assistance.

Obtains, compiles, and organizes information requested by the Chancellor's Office on a wide variety of District matters.

Contacts Board Members, city and state officials, College Presidents and their assistants, executives and administrative staff of the District, representatives of other agencies, and both business, and community leaders for the purpose of providing information and coordinating assigned activities.

Explains Board of Trustees rules, laws, administrative regulations, policies, procedures, and precedents to individuals directed to the Chancellor's Office for assistance.

Assists in the implementation of procedures for preparing, receiving, and processing official documents and correspondence in accordance with legal requirements, Board of Trustees rules and policies, and administrative deadlines.

Assists in making transportation, hotel, and business arrangements for the Chancellor; prepares and processes expense reimbursement claims.

Assists in maintaining the clerical processes and procedures of the Chancellor's Office.

Reviews incoming correspondence for nature of business and urgency; highlights items of special interest to the Chancellor; directs items to appropriate staff or personally responds to routine matters.

Prepares and processes various operational documents related to the business operations of Chancellor's Office including activities such as purchasing, contracts, personnel, payroll, and the budget.

May act for the Executive Assistant to the Chancellor in his/her absence.

Performs related duties as assigned.

An Administrative Assistant to the Chancellor assists in providing specialized, complex, and confidential administrative support duties to the Chancellor’s Office. Work assignments require the incumbent to work independently and use discretion, tact, and sound judgment.

An Executive Assistant to the Chancellor performs administrative assistance duties of the highest level of responsibility, confidentiality, and sensitivity for the Chancellor and manages the clerical operations of the Chancellor's Office. Work assignments require the incumbent to use a high degree of independence, discretion, and tact, and exercise sound judgement.

An Administrative Secretary performs secretarial and clerical duties related to the management of an administrative office, and has responsibility for independently taking action on matters of non-technical administrative detail. The scope of duties is varied and is related to an important administrative function of the District. The Administrative Secretary (Confidential) is distinguished from the class of Administrative Secretary because of the requirements of the employee to have access to, or possess information relating to, employer-employee relations matters. The class of Administrative Secretary (Stenographic) is distinguished from the classes of Administrative Secretary and Administrative Secretary (Confidential) because of the requirement to take dictation and transcribe notes. The class of Administrative Secretary (Stenographic/Confidential) is distinguished from the class of Administrative Secretary because of the requirements for the employee to (a) have access to, or possess information relating to, employer-employee relations matters, and (b) take dictation and transcribe notes.

General supervision is received from the Administrative Officer to the Chancellor. Work direction is received from the Executive Assistant to the Chancellor. No supervision is exercised.

Knowledge of:

Clerical office procedures

Proper English usage, spelling, grammar, and punctuation

English and business composition

Business vocabulary and terminology

Computer software such as word processing, spreadsheet, database management, and desktop publishing

Principles and procedures of record storage, control, retrieval, and management

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

Organizational structure, functions, and key staff of the District

Laws, policies, rules, regulations, and procedures related to major functions of the District

Skill in:

Operating computer and standard office equipment

Interpersonal communications

Ability to:

Perform a variety of designated administrative support duties for the Chancellor’s Office

Interpret, apply and explain pertinent laws, rules, administrative regulations, policies, procedures, and directions

Apply correct clerical, business, and District procedures to assigned work

Compose, edit, and/or format complex business correspondence, reports, and publications

Critically review source data and detect and correct errors

Communicate the content, intent, and spirit of information accurately

Exercise good judgment and discretion in working with and on behalf of the Chancellor

Exercise initiative

Anticipate conditions and establish priorities

Maintain the confidentiality of work

Work effectively under pressure

Organize work to meet recurring and critical deadlines

Establish and maintain cooperative and effective working relationships with administrators and staff of the District, representatives of educational, business, community organizations, and members of the public

Exercise professional demeanor and actions when dealing with students, staff, faculty, and the general public who wish to communicate their concerns directly to the Chancellor

Travel to offsite meetings and events

Learn specialized software applications and systems used in the Chancellor’s Office

An associate degree or its equivalent from a recognized college or university with a major in computer applications and office technology (CAOT), business administration, or a related field AND three years of full-time paid experience which included providing administrative assistance to an executive or administrator. Qualifying experience must have also included use of computer software such as word processing and spreadsheet. Two years of additional qualifying experience may be substituted for the degree requirement.

Special:

A valid Class "C" California driver’s license. 
Travel throughout the District may be required.

• Medical and dental insurance and vision care plans are provided for employees and their dependents.
• A $50,000 life insurance policy is provided free of charge for each employee.
• New employees receive 12 full-pay days and 88 half-pay days of illness leave.
• At least 15 paid holidays per year.
• Vacation days accrue annually beginning at 10 days and increasing incrementally to 24 days depending on years of service with the District. Vacation days for management and confidential positions begin at 15, 20, or 24 days.
• Other paid time off includes: bereavement leave, personal necessity leave, court subpoena, and jury duty.
• Employees become members of the Public Employees Retirement System. Employees are also covered by Social Security.
• Employee Assistance Program

The examination process may consist of one or more parts which may include a training and experience evaluation, written test, performance test and/or oral interview.

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.