Administrative Assistant Ii, Business Services - Rancho Cucamonga, United States - Chaffey College

Chaffey College
Chaffey College
Verified Company
Rancho Cucamonga, United States

3 days ago

Mark Lane

Posted by:

Mark Lane

beBee recruiter
Description
Chaffey College


Salary:
$4,665.00 Monthly


Job Type:
Classified Contract


Job Number: 23-24/00117


Location:
Rancho Cucamonga, CA


Department:
Business Services


Closing: 5/20/2024 11:59 PM Pacific

Position Description


Under general supervision, performs a broad range of secretarial, administrative, budgetary, and technical assistance functions for an administrator; required to control the release of sensitive information and to exercise frequent independent judgment within the assigned areas of responsibility, with the latitude for initiating action on behalf of the supervisor.

This position supports two areas under

Business Services Department:
Accounting Services and Budgeting & Fiscal Services.

Accounting Services, comprised of accounting, accounts payable and payroll, provides support services for instructional, administrative and student service areas of the district.

Budgeting & Fiscal Services develops appropriate fiscal strategies and provides fiscal support to the instructional, administrative and student service areas of the district.


Responsibilities:

Positions in this classification are assigned some combination of the following duties:
Assist in the development and preparation of reports, board items, budgets, and grant proposals.
Collect data and provides research assistance for various studies and reports; verify information and calculations.

Assist in the monitoring of budget expenditures, research variances and discrepancies, and recommend changes to budget accounts; prepare and process purchase orders and requisitions.

Prepare and process purchase orders and requisitions.

Compiles information, prepare and process complex documents such as class schedules, college catalog, master dictionary, curriculum guides, and procedure manuals according to established guidelines.

Prepare, process, or verify personnel documents; assist in the notification and processing of evaluations; and prepare and secure employee timesheets and leave statements.

Provide technical assistance to other staff in areas such as budget preparation, recordkeeping, editing, computer, and software usages.

May maintain and audit financial records related to assigned office, monitor budgets, and collect and account for money, disburse checks, and assist in budget preparation.

Compiles information, prepare and process complex documents such as class schedules, college catalog, master dictionary, curriculum guides, and procedure manuals according to established guidelines.

Prepare, process, or verify personnel documents; assist in the notification and processing of evaluations; and prepare and secure employee timesheets and leave statements.

May function as office coordinator for a college service area; coordinate work of clerical staff in various component programs; assess hourly staff skill levels and provide or arrange training as needed; coordinates accounting systems of component programs.

Serve as liaison between supervisor, program, or division, and various groups such as other college staff, students, or community groups.

Attend meetings on behalf of supervisor as assigned.

Monitor progress of assigned projects; maintain complex recordkeeping systems and schedules; assist instructional staff in developing and coordinating class schedules.

Coordinate specific activities and events of assigned office and arrange for ancillary services. Such activities may include student government elections, program registration, classes, seminars, conferences, and fund-raising events.

Maintain updated knowledge and records of regulations and requirements applicable to assigned office; monitors transactions, programs, and services to ensure compliance.

Organize office systems; recommend policies, procedures, and program activities.
Maintain calendars, schedule appointments, arrange meetings, make travel arrangements.

Type, edit, and format a variety of instructional and administrative materials; compose correspondence from general instructions; may take and transcribe dictation and prepare minutes of meetings.

Use a variety of office equipment including word processor, computer terminal, printer, calculator, and copy machines.

Sort and distribute mail; answer phones; screen and route calls and visitors; provide information to staff, students, and the public regarding programs and functions of assigned office.

Maintain a variety of logs, files, and records including files of a supervisory and/or sensitive nature; control the release of sensitive information to authorized personnel.

Provides technical assistance in requisition processing and scheduling classes.
Performs related duties as assigned.


Qualifications:


MINIMUM QUALIFICATIONS

Clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of a community college environment.

Any combination of education, training, and experience that prov
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