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Administrative Assistant II
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Position Number: 5203861
Location: Pasadena, CA
Position Type: Secretary and Administrative Assistants

Administrative Assistant II

Pasadena City College

Salary: $64,259.04 - $70,845.84 AnnuallyCFT-45

Job Type: Full-Time

Job Number: 05342

Location: Pasadena, CA

Department: Instruction

Closing: 5/6/2024 11:59 PM Pacific

Under direction, performs a variety of advanced and complex administrative support functions in support of a Dean or Administrator, requiring independent judgment and discretion. Positions may provide lead direction to general clerical support positions.

DISTINGUISHING CHARACTERISTICS

The Administrative Assistant II classification is the second level in the Administrative Assistant series which is comprised of three (3) levels. Positions in the series are distinguished by reporting and working relationships, level of independence, supervision received and exercised, decision making, judgment, and minimum qualifications for employment consideration.

Positions in the Administrative Assistant II level typically perform advanced journey work, requiring the application of analytical problem solving that involves deviations from process, technology and resources. This class is distinguished from the Administrative Assistant I level by the increased complexity of assignments, broader range of duties, and independence of judgment.

Depending upon the assignment, the position may be designated as confidential pursuant to the terms of the applicable government code section.

EXAMPLE OF DUTIES

Performs administrative support functions for an instructional, program or functional area that requires considerable use of independent judgment and application of college wide policies and practices.
Composes, edits, formats and prepares letters, reports, charts, requisitions and other media communications.
Meets and greets visitors; responds to inquiries, requests for information and complaints; and provides information about district services, policies, procedures and other matters involving administrative officials.
Schedules meetings, events and activities; handles facilities logistics; arranges teleconference calls; makes travel arrangements.
Installs, maintains and revises electronic files and office systems; recommends clerical support procedures for efficiency and current technical best practices.
Develops, maintains and reviews forms, databases, spreadsheets, logs, schedules and other records to support work processes.
May track departmental budget and maintain other financial records.
May update and maintain District wide materials, departmental or functional service area web sites, bulletin boards and computerized databases.
May provide lead direction to student assistants and clerical support personnel.
Performs related duties as assigned

MINIMUM QUALIFICATIONS

Graduation from high school or GED AND four years of progressively responsible clerical/administrative support experience working for an administrator or manager.

PREFERRED QUALIFICATIONS

Previous experience working with district procurement processes.
Experience in aiding managers with maintaining grants.
5+ years of experience carrying out clerical tasks within a community college environment.

KNOWLEDGE OF:

Rules, regulations, laws and policies governing the community college district.
Communications and dissemination techniques and methods including written, oral, and visual media.
Modern office practices, procedures, equipment and software applications.
Customer service principles and techniques.
Effective oral and written communication skills.

ABILITY TO:

Prepare, edit, and maintain a variety of informational material, reports, documents and other media.
Set priorities and manage time for optimal productivity.
Work in a multiethnic environment.
Interpret and explain complex District policies and procedures.
Establish and maintain effective working relationships with other academic institutions, faculty, staff, students and the public.

CORE COMPETENCIES:

Administrative Support
Independent Judgement
Communication Skills
Organization and Time Management
Problem-Solving
Attention to Detail
Team Collaboration
Customer Service

PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.

ENVIRONMENTAL ELEMENTS
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

APPLICATION AND SELECTION PROCESS

Pasadena City College (PCC) utilizes an online application process. Hard copy, e-mailed, or faxed resumes are not accepted. Job postings will not be reopened due to failure to submit an application before the closing date for any reason. You can apply for a position from any computer with Internet access. Please keep in mind the following:

If you do not follow the process or your application/resume is incomplete, your information will not be processed.
If you need to update any submitted information, you will need to reapply in full. When HR sees duplicate applications, we archive the oldest and the most recent application and materials are considered.
The selection advisory committee will review, evaluate, and consider applications and supporting materials received by the deadline. Meeting the minimum qualifications for a particular position does not assure the applicant an interview.
While the acceptance of the application packet is done through PCC's Applicant Tracking System (ATS), all hiring decisions are made by a hiring committee.
Once applications are submitted, they are final. Please carefully review your application and the documents which you are attaching to make sure that they are free from errors and complete. If you require assistance with your application, please refer to the application guide or you may contact NeoEd Customer Support at 855-524-5627. Customer Support is available Monday - Friday, 6 a.m. - 6 p.m. (PST).

All materials listed below may be required for your application packet to be considered complete:

Resume or Curriculum Vitae
Cover Letter

After a review of applications received, the District may require the completion and submission of supplemental documents prior to the interview process.

ADDITIONAL INFORMATION

Successful applicants must provide proof of eligibility to work in the United States.
Successful completion of background check including Live Scan and Tuberculosis (TB) assessment/screening.
Pasadena Area Community College District will not sponsor any visa applications.
Applicants must be available for interviews at Pasadena City College at no cost to the District.
Applicants who have disabilities may request that accommodations be made in order to complete the selection process by contacting the Office of Human Resources directly at (626) 585-7388.
The Pasadena Area Community College District does not discriminate in the educational programs and activities operated by the District or in employment procedures and practices of the District. The Policies of Title IX as developed to date are available for inspection during normal business hours at the District office at 1570 E. Colorado Blvd., Pasadena, CA 91106.
Crime awareness and campus security information are available from Campus Police. (Public Law 101-542).
The Pasadena Area Community College District is an equal opportunity employer. The District encourages applications from underrepresented minorities and the disabled.
An applicant, who attempts to contact individual Board members or members of the screening committee with the intent of influencing the decision of the committee or the Board, will be disqualified. General inquiries regarding the position and/or District employment should be directed to the Office of Human Resources.

PASADENA AREA COMMUNITY COLLEGE DISTRICT
Equal Opportunity, Title IX, Section 504 Employer

To apply, please visit https://www.schooljobs.com/careers/pasadenaedu/classified/jobs/4459605/administrative-assistant-ii

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