Administrative Assistant (ESL Department)
COLLEGE OF MARIN
Kentfield, CA
- Essential Functions
- Serve as the primary administrative assistant to the assigned supervisor; provide public relations and communication services; receive, screen and route telephone calls; take, retrieve and relay messages as needed; schedule and arrange appointments, conferences, meetings and other events.
- Interface with visitors, such as administrators, faculty, Department Chair, staff, students and the public; provide assistance or direct to appropriate staff; respond to inquiries and provide information and assistance related to program or department operations, services, activities, standards, processes, time lines, policies and procedures.
- Compose and type, independently or from oral instructions, notes or rough drafts, a variety of materials such as: inter-office communications, forms, letters, memos, agendas, reports, newsletters, flyers, applications, notices, bulletins, course outlines, brochures, proposals and website.
- Research, compile and verify a variety of data and information; compute statistical information for various reports as necessary; process a variety of forms, applications and paperwork; duplicate, assemble, distribute, collect and verify accuracy and completeness of various documents.
- Compile information and prepare and maintain a variety of narrative and statistical records and reports related to programs, projects, students, financial activity and assigned duties; establish and maintain filing systems; prepare and process State mandated reports as assigned.
- Coordinate and attend a variety of meetings, appointments and conferences; compile and prepare agenda items and other required information and materials for meetings and other events; arrange facilities, services and equipment as needed; take, transcribe and distribute minutes as directed.
- Input and update a variety of data in an assigned computer system; establish and maintain automated records and files; initiate queries, develop spreadsheets and generate various computerized lists, forms and reports as requested; assure accuracy of input and output data.
- Receive, sort and distribute departmental mail, departmental box items, e-mail, packages and materials as required; compose replies independently as assigned; contact others to request documents as needed; prepare outgoing mail and materials for distribution.
- Perform a variety of clerical accounting duties as required; calculate, prepare, verify and review accounting and budgetary data; process and update accounts with income and expenditures; collect, receive and account for various fees and monies as assigned; prepare and follow up related billings.
- Maintain appointment and activity schedules and calendars; reserve facilities for meetings and other events as needed.
- Communicate with personnel, various outside agencies, students and the public to exchange information and resolve issues or concerns; contact others to request and verify data, documents and information as needed.
- Serve as a liaison and coordinate communications and information between staff, administrators and others as assigned; establish, maintain and develop partnerships with outside agencies in support of assigned services and activities as required.
- Operate a variety of office equipment including a calculator, copier, fax machine, computer and assigned software.
- Assists in the intake of new hourly employees by providing New-Hire paperwork and ensuring that all paperwork is submitted to the appropriate departments within a timely matter.
- Monitor inventory levels of office and designated supplies; order, receive and maintain appropriate levels of inventory; process requisitions according to established procedures.
- Monitor budgets and related expenditures; assist in assuring expenditures do not exceed established budget limitations as assigned.
- Train and provide work direction and guidance to student assistants as assigned; provide input concerning the selection of employees as needed. Other Duties:
- Assist with operating a switchboard as needed.
- Perform related duties as assigned. Requirements & Desirables