Job Details

Overview

Administrative Assistant (Temporary Pool) Ohlone College

Salary: $27.15 - $31.43 Hourly

Job Type: Part-Time Temporary

Division: Human Resources

Location: Fremont Campus and/or Newark Center

Department: Human Resources

Bargaining Unit: N/A

Duties and Responsibilities

1. Under the direction of an assigned administrator, perform varied and responsible secretarial and administrative assistant duties to relieve the Director-level administrator of administrative and clerical detail; plan, coordinate and organize office activities and coordinate flow of communications for the assigned supervisor.
2. Serve as secretary to the assigned administrator; perform public relations and communication services for the administrator; receive, screen and route telephone calls; take and relay messages as appropriate; schedule and arrange interviews, appointments, conferences and other events.
3. Receive visitors, including administrators, staff and the public and provide information or direct to appropriate personnel; exercise independent judgment in resolving a variety of issues and refer difficult issues to the administrator as necessary; provide technical information and assistance related to office or program operations, policies and procedures.
4. Communicate with injured students and visitors to process and submit required claim documentation as assigned by the position; provide information to individuals regarding claim status, medical reimbursement and insurance information.
5. Input a variety of data into an assigned computer system; initiate queries and generate a variety of computerized reports as requested; establish and maintain automated records and files; assure accuracy of input and output data.
6. Research, compile and verify a variety of information; compute statistical information for a variety of reports; process and evaluate a variety of forms and applications related to assigned functions; duplicate and distribute materials as needed.
7. Research, compose, compile and prepare a variety of materials including specialized reports, correspondence, forms, logs, projects and other materials; transcribe dictation; review and proofread a variety of documents.
8. Prepare and maintain a variety of data, records and reports related to office programs, personnel and assigned duties; assure accuracy and completeness of data, records and reports; establish and maintain filing systems.
9. Plan, coordinate, organize, schedule and attend a variety of meetings; prepare and send out notices of meetings; maintain appointment and activity calendar; reserve facilities; generate and distribute agendas; take, transcribe and distribute minutes as directed. post public meeting information and materials on an assigned web site in accordance with the Brown Act.
10. Operate a variety of office equipment including a calculator, copier, fax machine, computer and assigned software.
11. Prepare and assure completion of reimbursement forms as assigned; oversee student worker time information in an assigned software system; generate, maintain, update and submit required compensation documents to appropriate personnel in accordance with College policies and procedures.
12. Research and analyze departmental operations including procedures, systems, requirements, organizational structure, expenditures and equipment; prepare reports and make recommendations to increase efficiency and effectiveness of operations.
13. Maintain designated budgets and assure assigned accounts are accurate and expenditures are within federal or State requirements; collect and account for fees; initiate budget transfers as directed; maintain department credit cards; review charges and prepare invoices and reimbursement forms.
14. Communicate with other departments, administrators and outside agencies to coordinate activities, exchange information and resolve issues or concerns.
15. Monitor inventory levels of office supplies; order, receive and maintain inventory of office supplies.
16. Coordinate travel arrangements as necessary; prepare and assure proper completion of reimbursement forms.
17. Maintain and update confidential student health information as assigned by the position.
18. Perform related duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge: Modern office practices, procedures and equipment; telephone techniques and etiquette; policies and objectives of assigned program and activities; applicable laws, codes, regulations, policies and procedures; organizational purchasing regulations and procedures; record-keeping techniques; correct English usage; interpersonal and communication skills; operation of computer and software; data research methods; business writing; basic arithmetic.

Abilities

• Perform varied and responsible secretarial and administrative duties; serve as secretary and coordinate communications; assure smooth and efficient office operations.
• Interpret, apply and explain laws, codes, rules and regulations; work independently; compose correspondence; type or input data; maintain confidentiality; establish action within guidelines; build cooperative working relationships; maintain records and files; compile and verify data; operate office equipment; manage interruptions; plan and organize work; meet deadlines; perform calculations.

Minimum Qualifications

Any combination equivalent to:
Graduation from high school AND three years increasingly responsible clerical or secretarial experience involving public contract; must have evidence of responsiveness to and understanding of the diverse backgrounds of community college students, with equity-minded practices.

Required Application Materials

1. Resume/Curriculum Vitae;
2. A list of three (3) professional references including name, position, organization, phone number, email, and relationship to the applicant.

District Statement

Founded in 1967, Ohlone College is committed to providing a high-quality education to serve our diverse population. The college is committed to inclusivity, integrity, student expression, global citizenship, and continuous improvement.

EEO, Vision, and Mission Statements

The District is committed to equal opportunity and to hiring qualified staff who reflect the diversity of the community. It does not discriminate on protected bases. If you need special services, contact Human Resources at: (510) ###-####. Ohlone College will be known for inclusiveness, innovation, integrity, engagement, and exceptional student success. Ohlone offers pathways and support services to serve diverse needs of all students and the community.