Office Assistant II

About the role

The Office Assistant II performs detailed clerical and operational support for a department or office. They initiate, implement, and coordinate office procedures and timelines to provide support for an office or department. Public contact is extensive, involving College and District staff, faculty, students, vendors, other educational institutions, business and community representatives, regulatory agencies, and governmental agencies.

Responsibilities

• Exchanges information with college staff and others regarding department services, as well as to provide operating policies, and procedures
• Screens calls, visitors and electronic inquiries to provide policy and procedural information and/or to take messages and make appropriate referrals
• Sets up and tracks budget expenditures and files
• Attends meetings and other events to obtain and provide current information
• Uses a database and a variety of computer software to set up, track and maintain a wide variety of data and electronic and manual files and to perform data entry and retrieval
• Copies and prepares correspondence, memoranda, report narratives, forms, publicity materials and other materials from copy or with general instruction
• Uses standard software applications to prepare correspondence and reports, agendas and meeting minutes, and spreadsheets
• Compiles items and materials for meeting agendas
• Schedules and proctors student placement and other tests and scores tests using well-prescribed methods and follow-up
• Takes and transcribes meeting notes as assigned
• Sorts and distributes department mail as needed and coordinates bulk mailings
• Performs other related duties as assigned

Requirements

• Graduation from high school and college courses in business administration, office administration, or a closely related field OR an equivalent combination of education and experience
• Successful general clerical experience of increasing responsibility
• Demonstrated cultural competence, sensitivity to and understanding of the diverse academic, socioeconomic, ethnic, neurodivergent, and LGBTQIA+ backgrounds of community college students, faculty and staff
• Experience with the organization and maintenance of electronic and manual files and records
• Experience with the use of a variety of computer software to compose and prepare correspondence, forms, reports, presentations, and other written materials
• Demonstrated skill in working as part of a customer service team

Qualifications

Knowledge of employment standards acquired through education, training, and/or experience. Skill in multi-tasking and workload prioritizing under deadline pressure. Use of the Microsoft Office Suite and web-based content management systems. Respectful, tactful and sensitive interaction with people who are diverse in their academic, socioeconomic, ethnic, neurodivergent, and LGBTQIA+ backgrounds. Oral communication, including public speaking. Written communication. Organizing data, setting up, tracking and maintaining data in electronic and manual files. Ability to work effectively as part of a customer service team.

Skills

• Data comparison and interpretation
• Contact in close proximity with individuals and groups
• Work under deadline pressure
• Multi-tasking
• Attention to detail
• Manual dexterity
• Pulling, pushing, reaching
• Moving items of light to moderate weight
• Listening/comprehension of a variety of directional formats
• Flexibility, and adaptability in order to perform the essential functions

Benefits

• Paid holidays
• Vacation and sick leave
• Medical, dental, and vision plans
• Life insurance
• Salary continuance insurance
• Employee Assistance Program
• Defined-benefit retirement plan through the State of California
• Optional tax-deferred 403(b) and 457 retirement plans

Pay

FLSA Status: Non-Exempt
Salary Schedule: 60
Grade: 18

Schedule

Months Per Year: 12
Hours Per Week: 37.5