Los Rios Community College District Approved: April 2004
Reviewed 2007-2008
Revised: Feb 2017; Dec 2017; Feb 2021
ADMINISTRATIVE ASSISTANT
Series Specification
Administrative Assistant I
Administrative Assistant II
Administrative Assistant III
DEFINITION
This series specification describes three classes used to perform a variety of responsible administrative
assistant and clerical duties in support of the administration of specific programs and/or operational units.
LEVEL DESCRIPTIONS
Administrative Assistant I: Positions in this class are generally assigned to Dean level positions, and
incumbents perform varied and complex administrative assistant and clerical tasks within a framework of
standard policies and procedures with minimal oversight.
Administrative Assistant II: Positions in this class are generally assigned to Associate Vice President
and Director I level positions, and incumbents perform complex administrative assistant and clerical tasks
that support more than one administrative area, with minimal oversight.
Administrative Assistant III: Positions in this class are generally assigned to Vice President and
Associate Vice Chancellor executive level positions, and incumbents perform tasks that support broad
institution-wide systems, processes and procedures with minimal oversight.
TYPICAL DUTIES
All Levels: Assist administrator with office organization and detail and recommend operating practices
and procedures to create new or to revise existing methods; implement systems to improve internal
process in support of changing departmental and District needs, informing affected staff and providing
training as needed; interview callers; answer inquiries requiring knowledge of college and District
resources, activities, services, policies and procedures and refer inquiries as appropriate; provide
information regarding college standards and procedures and assist in the coordination of services for
students, staff, and the public; assist students and staff to resolve problems relating to special programs,
student services records, or related complaints, referring to appropriate staff members; coordinate
activities with other District offices; schedule meetings, conferences and appointments; assist with
coordinating events; maintain calendars for managers and/or professional staff; make arrangements for
travel, meetings, and conferences, and process travel claims; prepare materials for presentations and
instruction; prepare records and reports for District and/or external agencies; independently prepare
correspondence, memoranda, agendas, reports, technical requests, and other materials, including
information of a confidential nature; prepare required District and departmental documents including, but
not limited to, time sheets, reports, preliminary payroll records, travel forms, purchasing forms,
requisitions, and workers compensation claim forms; assist with the monitoring and reconciliation of
department and/or office budgets; order materials, supplies, and services and resolve issues encountered
in the purchasing process to assure timely payment to vendors; maintain accurate records and databases;
assist with the preparation of the college catalog for printing; assist in developing and publishing
curriculum and committee calendars; prepare and distribute meeting agendas, minutes, correspondence,
Los Rios Community College District
Administrative Assistant Series Specification
Page 2
memoranda, reports and other correspondence; take minutes at meetings exercising judgment and
discretion in editing and composition; assist in preparing material for published class schedules, catalogs,
student guides, newsletters, bulletins and registration; develop and maintain forms; verify and calculate
full-time equivalency (FTE) and instructional load for faculty; track flex obligation for faculty; prepare
adjunct faculty assignment paperwork and related documents; assist with coordination of department
hiring and orientation processes; process mail; receive and accounts for fees; operate and maintain office
equipment; serve on committees as assigned; have lead responsibility for temporary employees, including
interviewing and training; perform related duties as required.
Administrative Assistant II and Administrative Assistant III: Serve as a resource to support
Administrative Assistant I’s and others on District/College-wide processes, policies and procedures and
assists the administrator in the assigned areas of responsibility.
Administrative Assistant III: Serve as the primary point of contact with District departments to assist
with coordinating institution-wide personnel, hiring, risk management, legal, budget and other related
areas of responsibility; assist with coordinating District/College-wide instructional, student, or
administrative functions.
QUALIFICATIONS
EXPERIENCE
Promotional General
Administrative Assistant I
One year of experience with Los Rios
Community College District performing
clerical duties.
Two years of experience related to the
duties of the position.
Administrative Assistant II
One year of experience with Los Rios
Community College District performing
duties equivalent to the level of
Administrative Assistant.
Three years of experience related to the
duties of the position.
Administrative Assistant III
Two years of experience with Los Rios
Community College District performing
duties equivalent to the level of
Administrative Assistant.
Four years of experience related to the
duties of the position.
One year of experience is equal to 12 months of experience at 40 hours per week. Applicable part-time
experience will be converted to the full-time equivalent for purposes of meeting the experience
requirement.
Los Rios Community College District
Administrative Assistant Series Specification
Page 3
EDUCATION
Administrative Assistant I and II: One year of college level business, office technology, or related
course work from an accredited institution may be substituted for up to one year of the required
experience.
Administrative Assistant III: Two years of college level business, office technology, or related course
work from an accredited institution may be substituted for up to two years of the required experience.
One year of education is equal to 30 semester units.
SPECIAL REQUIREMENT
Administrative Assistant I and II: None.
Administrative Assistant III: None.
KNOWLEDGE OF
College and District-wide programs, policies, procedures regulations and processes relevant to the service
area; use of technology to effectively perform responsibilities, including but not limited to word
processing, spreadsheets, databases and desktop publishing; administrative and clerical procedures and
systems such as filing basic accounting and recordkeeping techniques in a complex business environment;
modern office practices, procedures and equipment; office terminology related to the position; how to
train others to perform specific tasks; numbers, their operations, and interrelationships, including
arithmetic at the level required to effectively perform the duties of the position; effective customer service
skills; how to compose effective correspondence; principles and practices of effective communication; the
structure and content of the English language including the meaning and spelling of words, rules of
composition and grammar, and rules for letter and report writing; basic principles of leadership,
supervision and training.
ABILITY TO
Perform the essential functions of the position; data enter at a speed proficient to complete the duties of
the position in a timely manner; sustain regular work attendance; work cooperatively and effectively with
the public, students, faculty and staff; exercise initiative and mature judgment; interpret and apply
applicable federal, state and local laws and regulations, District policies and regulations, and office
processes and procedures; work as a member of a team; meet schedules and timelines; manage one’s own
time and the time of others; correctly follow a given rule or set of rules in order to arrange things or
actions in a certain order; understand and effectively carry out oral and written directions; effectively
communicate information and ideas orally and in writing based on the needs of the audience; read, write
and perform mathematical calculations at the level required for successful job performance; be aware
of others' reactions and adjust interpersonal skills accordingly; handle personal and private information
with discretion; prepare routine correspondence independently; effectively learn and operate
equipment and software related to the duties of the position; use of technology to effectively perform
responsibilities, including but not limited to, word processing, spreadsheets, databases and desktop
publishing; adapt to changing technologies; work successfully with diverse populations
TYPICAL EQUIPMENT USED (May include, but not limited to)
Current office technologies including computers, printers, faxes, telephones and copiers; other equipment
common to the field to which the position is assigned.
