Definition and Purpose
Under the direct supervision of the Executive Assistant, the Administrative Assistant I is responsible for performing a variety of general and specialized administrative and office functions as required to support ASI personnel and areas of operation.
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
Minimum one (1) year experience, two (2) years preferred that demonstrates the ability to perform the necessary functions of the job
Thorough knowledge of correct English grammar, spelling, and punctuation.
General knowledge of office methods, equipment, procedures, and practices.
Knowledge of Windows-based computer systems advanced Microsoft Word, Excel and Adobe Acrobat applications, electronic scheduling and mail software.
Ability to communicate both orally and written.
Ability to create ADA compliant documents.
Demonstrate ability to work well with others on diverse teams.
Ability to type at a corrected rate of 45 words per minute.
Ability to prepare accurate meeting notes and corporate minutes.
Ability to perform basic arithmetic functions and financial record keeping.
Ability to coordinate meetings and conferences including travel logistics.
Ability to research and explain procedures and policies to students, public and other campus employees.
Ability to establish and maintain a cooperative working relationship with staff, students, faculty and others including those at a higher level.
Ability to 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.
Ability to maintain confidentiality.
Essential Duties and Responsibilities
The duties listed below are intended as examples of the various types of work that may be performed as an ASI Administrative Assistant. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class of administrative professionals.
Performs, with independent accountability, technical and administrative work in support of a department’s core functions and processes, examples of which include:
Prepare letters, memoranda, reports, filing and copying as necessary.
Types, proofreads, edits, and checks documents for completeness and accuracy.
Make travel arrangements for staff.
Maintain filing systems.
Ensure office equipment is in good repair and functioning at optimal levels, contacting vendors, initiating work orders, and preparing purchase requisitions as needed.
Keep and maintain inventory lists for office supplies and reorder items as necessary within budget.
Prepare payment requests, purchase order requests, and staff reimbursement requests.
Conduct research; compile historical data; and prepare reports.
Prepare, receive and prioritize correspondence for area staff.
Manage calendar scheduling.
Attend meetings and provide summary notes or corporate minutes, agenda packets, resolutions, bills, supporting memos as required.
Draft and post any legal or required notices within mandated timelines.
Develop and implement administrative methods and procedures as related to position. Manage daily office operations.
Facilitate use of ASI resources in compliance with policy, codes and Bylaws.
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.
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.
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.
Hourly Rate: $17.43
Premium Overtime: Yes
Shift Differential: Yes
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: 10/3/19