Administrative Associate II, Counseling

Salary: $3,882.71 - $5,701.89 Monthly Location : Menifee, CA Job Type: Full Time Job Number: 03331 Department: Counseling Division: Student Services Opening Date: 02/20/2026 Closing Date: 3/6/2026 11:59 PM Pacific Salary Level: 16 Salary Schedule Range (From Step - To): 1 to 14 Weekly Hours: 40 Daily Work Schedule (Start - Stop): 7:00 am - 5:00 pm Monday - Thursday; 8:00 am - 12:00 pm Friday Contract Length: 12 months Occupational Group: Secretarial/Clerical Position Type: R Regular Categorically Funded: No # of Positions: 1 JOB SUMMARY We have an exciting opportunity for an Administrative Associate II, Counseling position located at our campus in Menifee, CA. Under the general supervision of the Dean of Student Services, Counseling, the Administrative Associate II performs complex and responsible administrative work in support of the Counseling Department. The Administrative Associate II establishes and maintains positive working relations with students, faculty and staff. CONDITIONS OF EMPLOYMENT This position serves District-Wide; applicants may be assigned to any district facility. Work hours and worksite locations are subject to change depending on department needs. Initial placement on the salary schedule will be commensurate with education and experience, not to exceed step four (4) on the assigned salary schedule for new hires. A six-month probationary period must be successfully completed before the selected candidate is considered a permanent employee of the district. This position is in the California School Employees Association bargaining unit. For more information, please visit their website: ESSENTIAL DUTIES AND RESPONSIBILITIES The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements and duties does not exclude them from the position if the work is similar, related, or a logical assignment to this class. Receive and screen visitors, schedule appointments, screen telephone calls and make referrals to the Dean of Student Services, Counseling or appropriate staff members as required Prepare and review reports, requisitions, and confidential and statistical materials which require the use of some independent judgment Attend meetings and take minutes as needed, transcribe, duplicate and distribute minutes of meetings as appropriate Post data to files and records, check documents for completeness, accuracy, and conformity to proper department and District procedures Organize office activities, file and record and perform varied and specialized typing, editing and proofreading including letters, memorandums and reports Operate a personal computer with access to student records and administrative files, word processing, electronic spreadsheets and other related software applications, calculators and typewriters Order and maintain office supplies, prepare purchase requisitions by developing supply list, obtain quotes and submit to appropriate Counseling Department staff for processing., schedule maintenance and repair of equipment, and prepare in-house supply requisitions for processing Assist in the preparation of the Counseling Department budget including maintaining records of budget expenditures; monitor and track account balances and expenditures made against budgeted allocations Provide the Dean of Student Services, Counseling with periodic budget updates, including account balances, expenditures and budget transfers Review requisitions for proper account numbers and checks account balances for sufficient funds Prepare annual updates of the Counseling Department Educational Program Plans to include Board approved curriculum changes; ensure updated Educational Program Plans have been printed, distributed and received in each district counseling office, including Temecula Ed Center and Banning Pass. Develop and submit print requests Process textbook and periodical orders and film requests as needed by the Counseling Department Assist the Guidance Department with clerical/secretarial duties as assigned Assist the Career/Transfer Center with student support and clerical/secretarial duties as assigned Review records of hours worked and maintain records for classified staff and adult/student hourly staff Train and provide direction and guidance to hourly staff as assigned to the Counseling Department KNOWLEDGE, SKILLS, AND ABILITIES The incumbent should possess knowledge of: Correct grammar, spelling and punctuation Office methods, procedures and practices The incumbent should possess skills in: Working effectively as a team member Meeting schedules and timelines Communicating effectively both orally and in writing Maintaining documentation and records Handling multiple assignments simultaneously and set priorities based on customer needs The incumbent should possess the ability to: Coordinate many different duties, determine the relative importance of each, set deadlines and complete projects accordingly Quickly learn, independently interpret and apply a variety of complex academic/organizational policies and procedures Trace clerical processing errors Explain a variety of complex procedures and policies Perform complex administrative work involving independent judgment, accuracy and speed Establish format and spatial relationships for correspondence, charts and reports using a computer word processing, spreadsheet and/or database programs Prepare clear and concise correspondence of a routine nature Screen mail, telephone calls and visitors Perform arithmetic computations Type at 50 words per minute (corrected rate) Establish and maintain cooperative and effective working relationships with others, including those from a diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff QUALIFICATIONS AND REQUIREMENTSMINIMUM QUALIFICATIONS A high school diploma or GED; AND Four (4) years of professional experience in general clerical work; INCLUDING Two (2) years performing professional administrative duties; AND Demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff To ensure a fair and compliant screening process, application materials must only include minimal personal information. Application materials must not include your date of birth, Social Security number, photographs, URLs, QR codes, LinkedIn profiles, or any other embedded links directing to personal information or external websites. The only exception applies to transcript documents where certain information may appear by default. Application submissions containing any of the above items will be marked as incomplete and will not be consideredSUBSTITUTIONS Substitutions for meeting the minimum qualifications of this position are allowed. Please refer to the Substitution Policy included in the Tips for Applying section. Substitutions for the professional experience requirement are allowed, up to a maximum of two (2) years DESIRED QUALIFICATIONS Three (3) years of professional, customer service experience in a busy office environment Budgeting experience PHYSICAL DEMANDS AND WORKING ENVIRONMENT The conditions herein 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 to perform the essential job functions. Environment: Work is performed primarily in a standard office setting and may travel from site to site. The incumbent must be able to work in a fast paced office environment with background noise and a high stress level. Physical: Primary function requires sufficient physical ability and mobility to work in an office setting and travel from site to site; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to lift or move up to 20 pounds; to operate office equipment requiring repetitive hand movements and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information in person and on the telephone. Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents; and to operate assigned equipment. Hearing: Hear in the normal audio range with or without correction. SUBSTITUTION POLICY Substitutions for meeting the minimum qualifications are allowed for a majority of our job postings. If substitutions are allowed, they will be listed under the Minimum Qualifications section of the job posting. Substitutions are allowed for education and professional experienceSubstitutions will be processed as follows:Professional Experience: One (1) year of professional experience equates to 24 semester units of college level course work Two (2) years of professional experience equates to 48 semester units of college level course work; OR An Associate's degree Four (4) years of professional experience equates to 96 semester units of college level course work; OR A Bachelor's degree THE COLLEGE To learn more about Mt. San Jacinto Community College District, visit BENEFITS DEPEND ON JOB CLASSIFICATION: MSJC offers benefits to permanent, full-time and part-time employees. Detailed information is provided during employee New Hire Benefits Orientation. To review the Benefits Summary, click

Created: 2026-03-04