Modesto Junior College
Salary: Range 22, $3,033 to $3,877 per month
2015-2016 Classified Salary Schedule
40 hours per week, 12 months per year
Monday through Friday, 8 hours per day/5 days per week
(May include evenings & weekends)
*This is a categorically funded position. (Continued employment in this position is dependent upon funding).
Complete job description and application available online at: http://yosemite.peopleadmin.com/postings/2815
Under general supervision, performs technical office administrative support work; performs moderately complex technical duties in support of program research, administration, communications, finance, contract management, resource development, payroll, scheduling, purchasing, personnel, curriculum, and other areas; may provide primary secretarial support and office coordination for a small to medium sized operational unit; may assist higher-level administrative staff with the more complex projects and assignments in the work unit; and performs related work as assigned.
This is the first technical level class in the Administrative Support Series within the Yosemite Community College District (YCCD). Incumbents perform moderately complex technical duties in support of department administrative and operational activities. Incumbents utilize technical knowledge of specialized subject areas to make decisions and complete assignments. Positions at this level may be assigned to various divisions or work units within YCCD and in small to medium sized work units, may serve as work unit secretaries and/or office coordinators. Work may be performed independently or as part of an administrative support team.
This class may be distinguished from the lower-level class of Administrative Assistant II because the latter is the journey-level class where incumbents preponderantly perform the full range of clerical and office support duties related to department administrative functions. This class may also be distinguished from the higher-level class of Administrative Specialist because incumbents in that class typically lead, coordinate and perform highly complex and confidential technical administrative duties that emphasize specialized functions within an assigned work unit.
SUPERVISION RECEIVED AND EXERCISED
Incumbents in this class work under general supervision, working alone on routine or regular work assignments and checking with a supervisor on non-routine assignments or when in doubt as to the correct procedures to follow.
An incumbent in this class does not directly lead or supervise other full-time employees, but may assign, direct and/or monitor the work of subordinate full time, part time, and/or student employees on a project or assignment basis.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The knowledge and ability requirements are representative of essential duties. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the position.
• Technical administrative operations, procedures and processes.
• Laws, codes and requirements governing operations of department to which assigned.
• Principles and practices of organization and administration, budget preparation and fiscal record keeping, supervision and training, and personnel administration.
• Standard office methods, forms, and equipment.
• Understand and apply laws, regulations, policies and requirements.
• Perform technical administrative activities related to budget/fiscal matters, personnel, purchasing and office management.
• Prepare and maintain accurate data and narrative information.
• Initiate and complete work assignments with limited supervision, exercising sound independent judgment within policy guidelines.
• Recognize administrative problems and initiate effective solutions.
• Operate computer hardware and software applications.
• Prepare and maintain accurate records, reports and program documentation.
• Communicate effectively, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.
Education and Experience
Any combination of education, experience and/or training that would likely provide the above-required knowledge, skills and abilities is qualifying. Typical background patterns that would provide the knowledge, skills and abilities are:
Pattern I: Experience: Two years equivalent to an Administrative Assistant at YCCD.
OR Pattern II: Education: Possession of an associate’s degree from an accredited college, with major course work in business administration or a closely related field.
Experience: Two years of clerical and/or office administrative experience that included substantial involvement with computer-assisted data management systems.
Example of Duties
• Coordinates and performs moderately complex technical administrative support work in support of office operations within an assigned work unit; participates in program administration, budgeting, accounting, contracts, payroll, scheduling, purchasing, personnel, curriculum, and other activities.
• May serve as an office coordinator and/or secretary in a small to medium sized work unit; prepares correspondence and other documents from oral directions, rough drafts, or handwritten notes, including various records, test materials, teaching materials, reports, memoranda, tables, and lists; receives visitors and callers; attends meetings and takes/prepares minutes; maintains calendars and schedules; coordinates travel and other special arrangements.
• Reviews, verifies and processes forms, applications and other documents based on applicable laws, regulations, policies and procedures; determines program or other eligibility and performs follow-up actions as needed.
• Coordinates moderately complex administrative activities pertaining to various programs and events; advises groups regarding proper procedures and administrative requirements; helps with publicity and other preparatory activities; monitors programs for compliance with established requirements.
• Serves as a technical resource to others regarding areas of specialty; explains and interprets policies, regulations and operational procedures to persons contacting the office such as faculty, students, staff and the general public; participates in outreach programs and activities.
• Performs technical research on internal and external data, methods, mechanisms and processes; develops and runs computerized queries; tabulates and summarizes data; identifies trends and concerns; prepares routine summary reports.
• Enters, maintains, tracks, evaluates and presents complex data maintained in manual and/or automated systems.
• Assists with preparing and maintaining budgets for assigned functions; initiates appropriation, expenditure and revenue transfers and budget revisions; monitors expenditures to ensure fiscal integrity; compiles, analyzes, calculates and retrieves budget reports.
• Prepares quotes, bids and purchase requisitions; receives and processes invoices and forwards for payment.
• Establishes and maintains complex file and record systems, including those for confidential and sensitive materials.
• Independently responds to various inquiries and correspondence; prepares information and data requested for administrative review; may develop and prepare newsletters, visual presentations, flyers, and graphic materials; may update web pages.
• Attends meetings; may participate on committees and/or task forces.
• Performs other related duties as assigned.
Licenses and Certificates
• Depending upon assignment, possession of a valid typing certificate for 45 words per minute may be required.
• Depending upon assignment, possession of a valid license to drive in California may be required.
YCCD is an Equal Employment Opportunity Employer.