Definition and Purpose
Under the direct supervision of the Director - Recreational Sports, the Administrative Assistant II is responsible for performing a full range of moderate to complex general office and clerical work assignments using judgment and discretion in support of the Recreational Sports program staff and Recreation Center operations staff.
Additionally, all ASI employees are responsible for upholding the core values of the organization including but not limited to exhibiting professional behavior, acting as a role model to others, displaying a positive and cooperative attitude, communicating effectively, developing expert knowledge in area of specialization, and working together as a team.
Educational and Qualifying Experience, Skills, Licenses, Credentials
High school diploma, GED, or equivalent.
Associates degree preferred.
Minimum three (3) years experience, four (4) years preferred that demonstrates the ability to perform the essential functions of the job.
Thorough knowledge of correct English grammar, spelling, and punctuation. Able to effectively proofread, edit, and draft original correspondence.
Thorough knowledge of office methods, equipment, procedures, and practices.
Proficiency with a variety of computer applications including word processing, spreadsheets, databases, on-line systems, Internet as well as online calendaring and email.
Excellent communication skills; ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.
Demonstrated ability to work well with others on diverse teams.
Demonstrated customer service experience requiring diplomacy and professionalism.
Ability to create ADA compliant documents.
Ability to type at a corrected rate of 60 words per minute.
Ability to prepare accurate meeting notes and corporate meeting minutes.
Ability to perform standard arithmetic functions of a transactional nature, including tracking and comparing data, purchasing and ordering.
Ability to research and explain procedures and policies to students, public and other campus employees.
Ability to complete projects of moderate scope and complexity; compile, develop and present reports.
Ability to work independently and use initiative and judgment in analyzing and determining course of action.
Ability to work effectively in a fast paced environment with constant interruptions.
Excellent organizational and time management skills with the ability to coordinate multiple assignments with time-sensitive deadlines.
Ability to maintain confidentiality.
Directly supervise Recreational Sports Office Student Assistants.
Plan and coordinate work activities for student assistants, provide training and assist in work processes and procedures.
Maintain and update the Recreation Center Student Assistants' Handbook and training materials.
Facilitate meetings, conduct performance evaluations, establish goals, and monitor day-to-day operations.
Essential Duties and Responsibilities
General Administrative Support
Provide support for the Director - Recreational Sports and Director - Facilities Management including the preparation of letters, memoranda, reports, filing, and copying as necessary.
Draft, receive and prioritize correspondence for staff.
Conduct research; compile historical data; and prepare monthly, quarterly and bi-annual reports.
Provide meeting support to Director - Recreational Sports and Director - Facilities Management including but not limited to preparation of agendas, meeting preparation, and taking and transcribing detailed meeting minutes.
Develop and implement administrative methods and procedures as related to position. Propose policy changes as needed.
Maintain filing systems including corporate common documents structure and organization.
Make travel arrangements for Recreational Sports and Recreation Center Operations staff.
Coordinate with ASI IT to create and maintain web based documents in compliance with ADA directives.
Serve as back-up to the Administrative Assistant - University Union by attending University Union Advisory Board and ASI Programmers meetings and provide summary notes as necessary.
Oversee function and operation of Recreational Sports Administrative Office including maintenance of customer service standards, distribution of checks, and intake of financial documents.
Operate and troubleshoot standard office equipment and ensure equipment is in good repair and functioning at optimal levels. Contact vendors, initiate work orders, and prepare purchase requisitions as needed.
Keep and maintain inventory lists for office supplies and reorder items as necessary within budget.
Maintain all office forms and documents.
Assist customers on the phone and in person with issues related to all aspects of Recreational Sports operation.
Manage the valuable Lost and Found procedures for the Recreation Center.
Receive and distribute mail for Recreational Sports staff.
Manage calendar scheduling for Recreation Center Conference Room and Administrative Suite.
Ensure Recreation Center Administrative Office business safety procedures are in place and staff are educated on appropriate use.
Fiscal Process Support
Provide support for Recreational Sports programming and operations staff including purchasing and reimbursements.
Manage petty cash funds for the Recreation Center.
Support program staff with invoices and billing for all staff service hours (to support outside users) on a monthly basis.
Assist in the creation of budget narratives, wage sheets, and supporting worksheets for related area: office supplies, office related contract services, staff travel forecasting.
Prepare annual budget worksheets for student Office Assistant's wages.
Develop and execute assessment of programs and/or services for areas of responsibility including but not limited to setting and implementing goals, evaluating outcomes and ongoing enhancement.
Understand and implement student learning outcomes assessments for student staff.
Participate in the overall ASI assessment planning and goal setting.
Other Duties and Responsibilities
Represent ASI on committees as appropriate.
Ensure continuous professional development.
The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in ASI policy as a condition of their employment.
Other duties as assigned.
Hourly Rate: $21.24
Premium Overtime: Yes
Shift Differential: Yes
This position is subject to a background check (including criminal records) as well as National Address Locater (Social Security Number [SSN] Trace), 7 year County Criminal Search in each county and/or state the applicant lived in based on the SSN Trace, National Criminal Database Search, Name Search, Employment Verification (All employers in past 7 years) and Education Verification (Highest Degree). Credit Reports, Motor Vehicle Record Check and Professional License Verification may also be required based upon the essential functions of the position.
Long Term Disability Insurance
Public Employees' Retirement System (CalPERS)
Social Security (FICA)
Paid State Holidays
Worker's Compensation Insurance
Date of Last Equity Review: 2/3/18
Date revised: 5/17/19