Administrative Assistant to the Board of Trustees

Assists in providing a variety of specialized and confidential administrative assistance duties for members of the Board of Trustees and provides recording and transcribing support at the proceedings of the Board of Trustees and other meetings. Prepares the official minutes of Board of Trustees regular, special, and committee meetings.

Attends on-and off-site meetings of the Board of Trustees and its committees, records actions, and takes notes for use in preparing official minutes of Board of Trustees regular, special, and committee meetings.

Prepares the official minutes and arranges for the distribution of minutes; gathers materials for meetings of the Board of Trustees including agenda, committee reports, correspondence, minutes, and other related official materials.

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

Mails and posts necessary legal notices and agendas for special and regular meetings of the Board of Trustees and its committees.

Assists in receiving and screening mail, telephone calls, and visitors for members of the Board of Trustees to determine the nature and urgency of business and exercises judgment in responding to routine inquiries or referring them to appropriate staff/offices.

Explains and provides information regarding Board of Trustees rules, Board of Trustees actions, laws, regulations, policies, procedures, and precedents to staff, representatives of other jurisdictions, and the public.

Prepares and files various materials and maintains confidential records necessary for the operation of the Board of Trustees Office.

Reviews outgoing correspondence, reports, and publications for grammar, sentence structure, format, attachments, and compliance with applicable laws, rules, and procedures.

Assists in the coordination of activities preparatory to the holding of Board of Trustees and committee meetings.

Assists in scheduling appointments, meetings, and other commitments for individual members of the Board of Trustees.

Assists in maintaining files for each member of the Board of Trustees.

Assists in arranging transportation and hotel accommodations and preparing travel expense claims for members of the Board of Trustees.May make verbatim transcripts from audio recordings of Board of Trustees meetings, as required.

May prepare brief summaries of items contained in communications prepared for presentation to the Board of Trustees or obtain related information to bring to the attention of members of the Board of Trustees.

May act for the Executive Assistant to the Board of Trustees in his/her absence.

Performs related duties as assigned. 

An Administrative Assistant to the Board of Trustees assists in providing administrative assistance duties to members of the Board of Trustees. This class has primary responsibility for recording and transcribing the proceedings of the Board of Trustees and other meetings as well as summarizing and assembling pertinent information and materials for Board of Trustees meetings.

An Executive Assistant to the Board of Trustees performs administrative assistance duties of a highly responsible, confidential, and sensitive nature for members of the Board of Trustees. Work assignments require the incumbent to use a high degree of independence, discretion, and tact, and exercise sound judgement.

General supervision is received from the Administrative Officer to the Chancellor. Functional supervision is received from members of the Board of Trustees. Work direction is received from the Executive Assistant to the Board of Trustees. No supervision is exercised.

Knowledge of:

Proper English usage, spelling, grammar, and punctuation

English and business composition

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

Clerical office procedures

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

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

Routines and procedures of Board of Trustees meetings

Organizational structure, functions, and key staff of the District

Format of Board of Trustees reports and correspondence

Skill in:

Operating computer and standard office equipment

Interpersonal communications

Ability to:

Perform assigned administrative support work of the Board of Trustees Office

Take verbatim notes at meetings or hearings and transcribe the notes accurately

Coordinate and complete work assignments from multiple members of the Board of Trustees simultaneously

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

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

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

Communicate the content, intent, and spirit of information accurately

Critically review source data and detect and correct errors

Exercise good judgment and discretion in working with and on behalf of members of the Board of Trustees

Exercise initiative

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, staff of the District, and members of the public

Travel to offsite Board meetings

Learn specialized software applications and systems used in the Board of Trustees Office

An associate degree or its equivalent from a recognized college or university preferably with a major in computer applications and office technology (CAOT), business administration, or a related field AND three years of full-time paid administrative support experience. 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 to locations throughout the District is 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.