ADMINISTRATIVE ASSISTANT II Career Development

Location
91737
Posted
Mar 14, 2017
Employment Type
Full Time
Institution Type
Community College

ADMINISTRATIVE ASSISTANT II
Career Development
Application deadline: Monday, March 27, 2017 at 5:00p.m.

POSITION DESCRIPTION

Under general supervision, performs a broad range of secretarial, administrative, 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. Among other areas of support, this position will be initially assigned to provide primary support to the College's Community Education program involving student and administrative support.

RESPONSIBILITIES
Positions in this classification are assigned some combination of the following duties:
• Functions as office coordinator for a major college service area; coordinates work of clerical staff in various component programs; provides in-service training for clerical staff; coordinates accounting systems of component programs.
• Serves as liaison between supervisor, program, or division, and various groups such as other college staff, students, or community groups.
• Provides technical assistance to other staff in areas such as budget preparation, recordkeeping, editing, computer and software usages.
• Attends meetings on behalf of supervisor as assigned.
• Compiles complex documents such as class schedules, college catalog, master dictionary, curriculum guides, and procedure manuals according to established guidelines.
• Assists in the development and preparation of reports, board items, budgets, and grant proposals; collects data and provides research assistance for various studies and reports.
• Monitors progress of assigned projects; maintains complex recordkeeping systems and schedules; assists instructional staff in developing and coordinating class schedules.
• Processes a variety of documents relating to personnel, budgeting, and curriculum requirements.
• Coordinates specific activities and events of assigned office and arranges for ancillary services. Such activities may include student government elections, program registration, classes, seminars, conferences, and fund-raising events.
• Maintains updated knowledge and records of regulations and requirements applicable to assigned office; monitors transactions, programs, and services to ensure compliance.
• Organizes office systems; recommends policies, procedures, and program activities.
• Maintains calendars, schedules appointments, arranges meetings, and makes travel arrangements.
• Types, edits, and formats a variety of instructional and administrative materials; composes correspondence from general instructions; may take and transcribe dictation and prepare minutes of meetings.
• Uses a variety of office equipment including word processor, computer terminal, printer, calculator, and copy machines.
Sorts and distributes mail; answers phones; screens and routes calls and visitors; provides information to staff, students, and the public regarding programs and functions of assigned office.
• Maintains a variety of logs, files, and records including files of a supervisory and/or sensitive nature; controls the release of sensitive information to authorized personnel.
• 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.
• Provides technical assistance in requisition processing and scheduling classes.
• Performs related duties as assigned.

MINIMUM QUALIFICATIONS
• Knowledge of generally accepted office practices, procedures, and equipment; knowledge of basic arithmetic; and proper English usage, grammar, vocabulary, and spelling.
• Ability to type 60 net words per minute; to take dictation as required; and to learn to operate computer systems used in assigned office.
• Ability to learn, apply, and communicate complex policies, procedures, and regulations relevant to assigned office.
• Ability to organize and coordinate office procedures, coordinate the work of others, and prioritize workload; ability to perform complex secretarial and technical tasks within defined deadlines.
• Ability to maintain accurate and orderly records and files.
Knowledge of proper English usage, grammar, vocabulary, punctuation, and spelling; and ability to prepare business correspondence.
• Ability to use initiative and judgment in working independently while recognizing matters that should be referred to supervisor.
• Knowledge of arithmetic; ability to analyze documentation for accuracy, completeness, and compliance with required procedures and regulations.
• Ability to follow written and oral directions.
• Ability to communicate effectively orally and in writing, and to establish and maintain cooperative working relationships with staff, administrators, faculty, students, and others contacted in the course of performing assigned duties.
• Clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students.

MEETING MINIMUM QUALIFICATIONS DOES NOT ASSURE THE CANDIDATE OF AN INTERVIEW. Applications will be evaluated taking into account the breadth and depth of relevant education, experience, skills, knowledge and abilities.

DESIRABLE QUALIFICATIONS

• Any combination of education, training, and experience that provides the required knowledge, skills, and abilities. An example of this would be completion of high school with responsible secretarial or administrative support experience involving extensive public contact and interfacing with various levels of management.
• Ability to operate a computer terminal and word processor; familiarity with various software packages.

SPECIAL CONDITIONS
Working Hours: Monday through Friday, 7:30 a.m. - 4:30 p.m. May require occasional evening or weekend hours and travel.

APPLICATION PROCESS
Chaffey College recently implemented an online electronic application system. Our new application can be accessed at https://chaffey.csod.com/ats/careersite/search.aspx?site=2&c=chaffey. The online application package must be completely filled out in detail and clearly show that you meet the minimum qualifications as set forth in the announcement, and you must upload the following documents:

Please do not include any additional documents; only the documents that are indicated below. If you upload documents that are not required, your application may be disqualified.


Cover Letter
• Resume

REQUIRED TESTING INFORMATION

Applicants must achieve qualifying scores on tests to be administered by the District. Testing will consist of two parts: English usage and math. All applicants with complete applications will be notified via email to utilize the online self-scheduling feature. The self-scheduling feature is the only way to sign up for testing. There is additional information regarding testing on the Human Resources main page, "Testing Information" link. Previous passing test scores within one year will be applied and you will not need to retest.

CONDITIONS OF EMPLOYMENT
This is a full-time, 12-month, classified bargaining unit position. Starting date: as soon as possible. Range 17 of the CSEA Salary Schedule, with a starting salary of Step A, $3,640/month; progresses over time to $5,123/month. Excellent benefit package.

Chaffey Community College District is committed to equal employment opportunity

CLICK HERE TO APPLY NOW

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