Office Administration Occupations

Plans, schedules, and supervises the work of a unit engaged in processing and maintaining clerical accounting and other related documents and resolves the most complex account discrepancies of the unit.

Graduation from high school or its equivalent AND thirteen semester units of college-level accounting classes AND Three years of full-time, paid clerical accounting experience which must have included use of accounting related computer equipment and software. One year of the required experience must have also been in a lead or supervisory position.  A successfully completed college-level course in supervision or management may substitute for the required one year of experience in a lead or supervisory position. Courses in office management and supervision are desirable. (rev. 5/27/20)

Acts as a lead and participates in the work of a small unit engaged in processing clerical accounting and other related documents.

Classifies clerical accounting transactions; maintains, reconciles, and closes accounts; reviews and verifies accounting related documents and resolves discrepancies; and prepares data for financial statements.

Performs routine clerical accounting and cash collection duties.

Graduation from high school or its equivalent AND five semester units of college-level accounting classes OR Graduation from high school or its equivalent which included one year of high school-level bookkeeping classes AND six months of full-time, paid clerical accounting experience.  Experience in the use of computer equipment is desirable. (rev. 5/27/20)

Plans, schedules, and supervises the work of a specialized clerical unit engaged in processing payroll/retirement data and records, and personally resolves the most complex and difficult payroll data discrepancies of the unit.

Graduation from high school or its equivalent AND two years of full-time, paid experience in payroll operations or accounting using a computerized payroll system, including computation of salary payments and deductions and resolution of discrepancies. One year of the required experience must have been in a lead or supervisory position. Qualifying experience in a central payroll unit with comprehensive payroll operations serving over 1,500 employees is desirable. College-level coursework in accounting, office management, and principles of supervision and training are desirable. A successfully completed college-level course in supervision may substitute for the required one year of experience in a lead or supervisory capacity. (rev. 9/7/23)

Independently performs the complete cycle of data entry, transaction processing, compilation and audit of data, preparation of reports and responses to inquiries, and resolution of system and employee issues for a more complex and specialized function or area of payroll or retirement operations and assists in providing work instruction and direction to lower-level staff in the unit.

Graduation from high school or its equivalent AND two years of full-time paid experience in the preparation of payroll, using a computerized payroll system, including computation of salary payments and deductions and resolution of discrepancies. OR Graduation from high school or its equivalent AND one year of full-time, paid experience with the Los Angeles Community College District in the class of Payroll Systems Technician. (rev. 9/7/23)

Performs clerical-technical duties related to the entry of data, processing of forms and transactions, compilation and audit of data, preparation of reports and responses to inquiries, and resolution of system and employee issues related to payroll and retirement operations of the District.

Graduation from high school or its equivalent AND one year of full-time, paid experience in the preparation of payrolls using a computerized payroll system, including computation of salary payments and deductions and resolution of discrepancies. OR Graduation from high school or its equivalent AND one year of full-time, paid experience with the Los Angeles Community College District in the preparation of time reports or personnel assignments. (rev. 9/7/23)

Reports time, performs specialized clerical duties related to the processing and tracking of payroll data records and salary savings, and resolves routine payroll problems for academic, classified, and/or unclassified employees of a college using the District’s computerized payroll system and other resources.

Graduation from high school or its equivalent.  Experience: None is required.  One year of full-time, paid general clerical experience which included use of computer equipment and public contact is desirable.  Time-keeping and recordkeeping experience is desirable. (rev. 7/31/24)

Supervises, plans, coordinates, and participates in the work of a clerical personnel unit involved in the preparation and processing of a wide variety of employment transactions related to recruitment, selection, examination, compensation, employee health benefits, and/or assignment of academic, classified, and/or unclassified employees.
 

An associate degree or its equivalent from a recognized college or university in a human resources related field AND two years of full-time, paid clerical experience in a human resources related department. One year of the required experience must have been in a lead or supervisory capacity. A successfully completed college-level course in supervision or management may substitute for the required one year of experience in a lead or supervisory capacity. OR Graduation from high school or its equivalent AND four years of full-time, paid clerical experience in a human resources related department. One year of the required experience must have been in a lead or supervisory capacity. A successfully completed college-level course in supervision or management may substitute for the required one year of experience in a lead or supervisory capacity.  Courses in human resources related subjects are desirable. (rev. 9/20/23)

Organizes and performs duties related to the preparation and processing of a wide variety of employment transactions related to recruitment, selection, examination, compensation, employee health benefits, and/or assignment of academic, classified, and/or unclassified employees.  May act as a lead person over a small clerical unit.

Prepares and processes a variety of employment transactions related to recruitment, selection, certification, assignment, hire processing, compensation, and other related areas.  Interacts with a wide variety of customers to request information or explain employment procedures.

Graduation from high school or its equivalent AND a certificate of completion or its equivalent from a recognized college or university in a human resources related subject. OR Graduation from high school or its equivalent AND one year of full-time, paid clerical experience in a human resources related area. (rev. 9/20/23)

Oversees and participates in the administration of written tests, performance tests, and interviews.

Graduation from high school or its equivalent. AND Six months of paid experience in proctoring examinations.  Special: A valid Class “C” California driver's license may be required for some positions. Travel to locations throughout the District may be required for some positions. (rev. 6/7/23)

Assists in administering written tests, performance tests, and interviews.

Graduation from high school or its equivalent.  No experience is required.  Special: A valid Class “C” California driver's license may be required for some positions. Travel to locations throughout the District may be required for some positions. (rev. 6/7/23)

Plans, organizes, supervises, and participates in the work of staff assigned to multiple centralized support services such as reprographics, courier and office delivery, mail, telephone, central supply, and civic center permits.

An associate degree or its equivalent from a recognized college or university preferably with a major in business administration, computer applications and office technologies (CAOT), or a related field AND two years of full-time, paid clerical experience, which must have included the operation and minor maintenance of high-speed programmable photocopiers and binding and finishing reprographic equipment. One year of the required experience must have been in a supervisory or lead capacity. A successfully completed college-level course in supervision or management may substitute for the required one year in a supervisory or lead capacity. OR Graduation from high school or its equivalent AND three years of full-time, paid clerical experience, which must have included the operation and minor maintenance of high-speed programmable photocopiers and binding and finishing reprographic equipment.  One year of the required experience must have been in a supervisory or lead capacity. A successfully completed college-level course in supervision or management may substitute for the required one year in a supervisory or lead capacity. (rev. 8/8/18)

Performs specialized clerical duties related to the preparation and processing of procurement documents and provides technical support in gathering information and expediting the purchase of materials, services, equipment, and supplies for a college or the District Office.

Graduation from high school or its equivalent AND one year of full-time, paid clerical experience in procurement. (rev. 11/30/22)

Education: Graduation from high school or its equivalent.  Experience: None is required. One year of full-time paid general clerical experience which included use of computer equipment and public contact is desirable. Special: Appointment to a position in a Sheriff’s Office is subject to fingerprinting, a review of conviction record, and a background investigation (California Penal Code, Section 13510; California Code of Regulations, Title XI, Division II, Article I; Commission on Peace Officers Standards and Training (POST), Section 1018, Subsection C. Appointment to some positions require that a person is either a citizen or a lawful permanent resident of the United States (Code of Federal Regulations (214.3). (rev. 7/14/21)

Performs a wide variety of responsible general clerical duties related to the operation of an office.  May operate a multi-line telephone system or a communications system console to relay a college’s or the District Office’s incoming and outgoing calls to proper persons or offices.

Performs a variety of specialized, complex, and confidential administrative support duties of the highest level of responsibility, confidentially, and sensitivity for the Chancellor and manages the clerical operations of the Chancellor’s Office.

A bachelor’s degree or its equivalent from a recognized college or university preferably with a major in business administration, communications, or a related field AND five years of full-time, paid experience providing administrative assistance to an executive or administrator. Qualifying experience must have also included use of computer software such as word processing and spreadsheet. Special: A valid Class "C" California driver’s license is required. Travel to locations throughout the District is required. (rev. 5/5/21)

Performs a variety of highly responsible and confidential administrative support duties for the members of the Board of Trustees. An incumbent is required to use a considerable degree of independence, discretion, and tact, and exercise sound judgement in the performance of duties.

An associate degree or its equivalent from a recognized college or university preferably with a major in computer applications and office technologies (CAOT), business administration, or a related field AND five years of full-time, paid experience providing administrative assistance to an executive or administrator. Qualifying experience must have also included use of computer software such as word processing and spreadsheet. Experience working with elected officials is desirable.  Special:  A valid Class “C” California driver’s license is required. Travel to locations throughout the District is required. (rev. 4/21/21)

Assists in providing specialized, complex, and confidential administrative support duties to the Chancellor's Office.

An associate degree or its equivalent from a recognized college or university preferably with a major in computer applications and office technology (CAOT), business administration, or a related field AND four years of full-time, paid experience which included providing administrative assistance to an executive or administrator. Qualifying experience must have also included use of computer software such as word processing and spreadsheet. Special: A valid Class “C” California driver’s license is required. Travel to locations throughout the District may be required. (rev. 4/21/21)

Assists in providing a variety of specialized and confidential administrative support duties for members of the Board of Trustees and provides recording and transcribing support at the proceedings of the Board of Trustees and other meetings. Prepares the minutes of Board of Trustees regular, special, and committee meetings.

An associate degree or its equivalent from a recognized college or university preferably with a major in computer applications and office technology (CAOT), business administration, or a related field AND three years of full-time paid administrative support experience. Qualifying experience must have also included use of computer software such as word processing and spreadsheet.  Special:  A valid Class “C” California driver's license is required. Travel to locations throughout the District is required. (rev. 4/21/21)

Performs a variety of specialized, complex, and confidential administrative support duties for the General Counsel and manages the clerical operations of the office.

An associate degree, or its equivalent from a recognized college or university preferably with a major in legal office assisting, legal secretary, computer applications and office technology (CAOT), or a closely related field AND three years of full-time, paid experience performing a variety of legal administrative assistance or legal secretarial duties.  OR Graduation from high school or its equivalent AND possession of a Legal Administrative Assistant Certificate or its equivalent AND four years of full-time, paid experience performing a variety of legal administrative assistance or legal secretarial duties.  OR Graduation from high school or its equivalent AND five years of full-time, paid experience performing a variety of legal administrative assistance or legal secretarial duties. (rev. 1/13/21)

Performs a variety of highly responsible administrative support duties to relieve a College President or District Office executive of administrative details relative to the business operations of the assigned organizational unit. An incumbent is required to use a considerable degree of independence and discretion, and exercise sound judgment in the performance of the assigned duties.

An associate degree or its equivalent from a recognized college or university preferably with a major in computer applications and office technology (CAOT), business administration, or a related field AND three years of full-time, paid experience in providing administrative assistance to an executive or administrator. Qualifying experience must have also included use of computer software such as word-processing and spreadsheet. Special: A valid Class “C” California driver’s license is required. Travel to location throughout the District may be required. (rev. 1/13/21)

Senior Administrative Assistant/ Senior Administrative Assistant (C)/

Performs a variety of responsible administrative support duties to relieve a senior administrator of administrative details relative to the business operations of the assigned organizational unit.

An associate degree or its equivalent from a recognized college or university, preferably with a major in computer applications and office technology (CAOT), business administration, or a related field AND two years of full-time, paid experience in providing administrative assistance to an administrator or manager. Two years of additional qualifying experience may substitute for the degree requirement. (rev. 6/24/20)

Performs paraprofessional and technical duties related to the production of a college’s schedule of classes and catalog.

A bachelor’s degree from a recognized college or university which must have included or been supplemented by 18 semester units in computer applications technology, computer information technology, math or a related field. OR An associate degree or its equivalent from a recognized college or university with a major in computer applications and office technology (CAOT), computer information technology, math, or a related field AND two years of full-time, paid experience in coordinating the clerical operations of an office or in desktop publishing. The required experience must have included responsibility for establishing project schedules and logistics, developing and maintaining a database, and resolving database problems.  Related experience in a college setting is desirable. OR Graduation from high school or its equivalent AND two years of full time, paid experience which included responsibilities related to the preparation of a college catalog, college class schedule, or the assignment of academic college staff. College-level course work in computer applications and office technology (CAOT), computer information technology, math or a related field is desirable. (rev. 8/2/23)

Performs specialized paraprofessional staff duties in the District's Facilities Planning and Development department, which includes processing various documents related to the operational activities of the department as well as assisting in developing and implementing procedures for the processing of facilities related documents in a computerized project management system.

An associate degree or its equivalent from a recognized college or university preferably with a major in computer applications and office technology (CAOT), business administration, construction management, project management, architecture, engineering, or a related field AND three years of full-time, paid experience in providing a variety of administrative support duties, which included one year of experience in processing documents related to construction or maintenance contracts. Two years of additional qualifying experience may be substituted for the degree requirement.  Special:  A valid Class “C” California driver's license.  Travel to locations throughout the District is required. (rev. 3/21/22)

Performs paraprofessional staff duties for a major organizational unit related to areas such as budgeting, procurement and contracts, asset management, personnel, payroll, the production of a college’s schedule of classes and catalog, and other centralized administrative activities.

An associate degree or its equivalent from a recognized college or university, preferably with a major in computer applications and office technology (CAOT), business administration, or a related field AND two years of full-time, paid, clerical experience which included the processing of documents related to one or more of the following areas: budgeting, purchasing, personnel, payroll, contracts, or the preparation of a college catalog and/or schedule of classes. The required experience must have included the use of at least one computer software application preferably a spreadsheet or database management application.  Two years of additional qualifying experience may be substituted for the degree requirement. (rev. 9/2/20)

Provides clerical/technical assistance in data management and reporting related to the implementation, maintenance, and effective utilization of multiple specialized or advanced computer applications used to support operations of a major organizational unit at a college or the District Office.

An associate degree or its equivalent from a recognized college or university AND one year of recent, full-time, paid clerical or technical experience utilizing at least one specialized computer application program that supports the operations of a District or college program or utilizing advanced features of database or spreadsheet software in preparing a variety of complex reports. Coursework in computer science, business administration, educational administration, public administration, or related fields is desirable. OR Graduation from high school or its equivalent AND three years of recent, full-time, paid clerical or technical experience utilizing at least one specialized computer application program that supports the operations of a District or college program or utilizing advanced features of database or spreadsheet software in preparing a variety of complex reports. Coursework in computer science, business administration, educational administration, public administration, or related fields is desirable. (rev. 3/13/24)

Performs a variety of responsible administrative support duties to relieve an administrator or manager of administrative details relative to the business operations of the assigned office or department.

An associate degree or its equivalent from a recognized college or university with a major in computer applications and office technology (CAOT), business administration, or a related field. OR Graduation from high school or its equivalent AND two years of full time, paid clerical experience. Qualifying experience must have also included the use of computer software such as word processing and spreadsheet. (rev. 6/24/20)

Performs a variety of specialized, complex, and confidential legal clerical work in the General Counsel’s office which requires the knowledge of legal terminology and legal procedures.

Graduation from high school or its equivalent AND Possession of a Legal Administrative Assistant Certificate or its equivalent. OR Completion of a legal procedures course leading to a Legal Administrative Assistant Certificate or its equivalent AND two years of full-time, paid clerical office experience preferably including experience in preparing a variety of legal forms and documents. OR Two years of full-time paid clerical experience in a law office including six months of experience in preparing a variety of legal forms and documents. Special:  A valid Class “C” California driver's license may be required for some positions. Travel to locations throughout the District may be required for some positions. (rev. 12/20/23)

Performs a variety of responsible secretarial and clerical duties in support of a program or department.

Education: Graduation from high school or its equivalent. Experience: None is required.  One year of paid, full-time general clerical experience which included use of computer equipment and public contact is desirable. (rev. 6/24/20)

Operates a van or other light vehicle to transport materials and documents, and performs routine manual and clerical duties.

Graduation from high school or its equivalent AND one year of full-time, paid experience in the operation of an automobile.  Special: A valid Class "C" California driver's license.  Travel to locations throughout the District is required. Physical Requirements:  Ability to lift and move packages weighing up to 50 pounds. (rev. 8/2/23)

Plans, organizes, supervises, and participates in the work of staff assigned to multiple centralized support services such as reprographic, courier and office delivery, mail, telephone, central supply, and civic center permits.

An associate degree or its equivalent from a recognized college or university preferably with a major in business administration, computer applications and office technologies (CAOT), or a related field AND two years of full-time, paid clerical experience in providing office support services in multiple areas and in the operation and minor maintenance of standard office equipment. One year of the required experience must have been in a lead or supervisory capacity. A successfully completed college-level course in supervision or management may substitute for the required one year of experience in a lead or supervisory capacity. OR Graduation from high school or its equivalent AND three years of full-time, paid clerical experience, in providing office support services in multiple areas and in the operation and minor maintenance of standard office equipment.  One year of the required experience must have been in a lead or supervisory capacity. A successfully completed college-level course in supervision or management may substitute for the required one year of experience in a lead or supervisory capacity. (rev. 10/4/23)

Acts as a lead and participates in the work of a small clerical unit engaged in providing centralized support services such as reprographics, mail processing, office delivery, central supply, telephone, and civic center permits.

Graduation from high school or its equivalent AND two years of full-time, paid clerical experience, which must have included providing office support services and participation in the operation and minor maintenance of standard office equipment.  Lead experience in a small clerical unit responsible for general support services is desirable. Physical Requirements:  Ability to stand for long periods of time.  Ability to move and lift loads up to 50 pounds. Special: A valid Class “C” California driver's license may be required for some positions. (rev. 10/4/23)

Sets up, operates, and performs minor maintenance on high-speed programmable photocopy machines and other related reprographic equipment.

Graduation from high school or its equivalent AND one year of full-time, paid clerical experience, preferably including the operation and minor maintenance of high-speed programmable photocopiers and binding and finishing reprographic equipment. Physical Requirements: Ability to stand for long periods of time.  Ability to move and lift loads up to 50 pounds. (rev. 10/4/23)