Assistant II

Yavapai College Job Description

Title / Job Family:

Assistant II

FLSA Status:

Non-Exempt

Role Focus:

Performs intermediate to advanced clerical and office support duties. Duties might include: processing departmental paperwork and forms, tracking and reconciling invoices and purchase orders, etc.

Typical Scope:

Works within a specific department; requires knowledge of how the department interfaces with others to accomplish work

Typical Education:

High school diploma or GED required

Typical Experience:

Minimum of two years of office clerical experience required.

Computer Skills:

To perform this job successfully, an individual should have proficiency in MS Office products to include Word, Excel and Outlook.

Typical Level of Interaction:

Requires tact and courtesy when interacting with others; requires some influencing and work prioritization to accomplish responsibilities

Supervisory Impact:

No lead or supervisory responsibilities.

Representative Duties:

The following are examples of duties that may be assigned to positions in this job family. It does not imply that all positions within the job family perform all of the duties listed, nor does it necessarily list all possible duties that may be assigned. Other duties may be assigned.

Explains procedures and provides departmental information for use by others. Operates computer to input and retrieve data. Operates office machines such as fax, and copy machines, etc. Screens incoming calls and correspondence. Opens and routes incoming mail, and prepares outgoing mail. Greets and assists visitors. Purchases supplies, may act as Purchasing Liaison. Makes travel arrangements for supervisor and/or other staff. Provides internal departmental support including scheduling appointments and recording staff meeting minutes.

Competencies:

To perform the job successfully, an individual should demonstrate the following competencies:
Contributes by Following Directions

• Ability to adapt in a changing environment - Accepts the need for change. Does not act as a barrier to change. Adapts to change after explanation.
• Ability to Learn and Further Develop Professionally - Learns on a need to know basis. Accepts feedback and suggestions from others Understands own work responsibilities.
• Project Management Skills - Plans daily work to ensure tasks are completed efficiently. Adheres to deadlines given by others. Applies maximum personal effort to achieve results.
• Time Management Skills - Organizes tasks according to assigned priorities. Establishes and achieves deadlines for day to day work. Paces work to achieve both short term and long term objectives.
• Organizational Skills - Organizes own work to ensure completion within time frame assigned. Seeks clarification on conflicts with own time and/or changes in priorities. Works well within existing policies.
• Financial Management Skills - Seeks to understand financial impact of own job. Willing to take actions deemed necessary to control costs. Recognizes and respects the cost of equipment, tools, materials, etc.
• Integrity and Credibility - Takes pride in being trustworthy. Performs in an ethical manner in all transactions. Is honest and fair.
• Communications Skills - Gives and receives information in an effective and professional manner. Shares information openly and candidly. Listens to others and demonstrates understanding of what has been said.
• Presentation Skills - Provides appropriate information as needed. Assists in creating presentation materials. Can present using materials already prepared.
• Written Communication Skills - Written communication may cover all points but not clearly stated. Written communications must be reviewed by others. Uses primarily technical language or jargon.
• Leadership Skills - Fully understands personal impact on others. Confident in areas of specialty. Completes work with integrity and ethics.
• Analytical Skills - Forms generalizations about situations or people based on observations over time. Takes a logical approach to analyzing problems. Asks questions before trying to solve a problem.
• Problem Solving Skills - Gathers relevant information systematically. Solves routine problems in accordance with established procedure. Identifies routine problems and seeks help to resolve them.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements and competencies listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Certificates, Licenses, Registrations:

N/A

Other Skills and Abilities:

N/A

Other Qualifications:

N/A

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is frequently required to use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to stand and walk. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet.

rev: 10-2006