Administrative Assistant II


Administrative Assistant II
Pasadena City College


Facilities Services
100%-12 Months
#011

FINAL DATE TO SUBMIT THE DISTRICT APPLICATION AND ALL SUPPORTING DOCUMENTS
August 25, 2017 BY 4:00 PM

Monthly Salary Range: $4,203.52- $5,364.88 (Starting Salary $4,203.52)
Hours/Days to be worked: Monday-Friday between 8:00 a.m. and 4:30 p.m.

We are looking for candidates who have the desire and ability to create a welcoming work environment that positively engages and impacts our diverse workforce and student population. Our goal is to create an inclusive working environment of collaboration, transparency, support, and shared leadership among all constituency groups: faculty, staff, administration, and
students. We are looking for candidates who share the District's vision and willingness to ensure equal employment opportunity, will assist in creating an environment that is welcoming to all, and that will foster diversity and promote excellence.

DEFINITION:
Under direction, performs a variety of advanced and complex administrative support functions in support of a Dean or Administrator, requiring independent judgment and discretion. Positions may provide lead direction to general clerical support positions.

DISTINGUISHING CHARACTERISTICS:
The Administrative Assistant II classification is the second level in the Administrative Assistant series which is comprised of three (3) levels. Positions in the series are distinguished by reporting and working relationships, level of independence, supervision
received and exercised, decision making, judgment, and minimum qualifications for employment consideration.

Positions in the Administrative Assistant II level typically perform advanced journey work, requiring the application of analytical problem solving that involves deviations from process, technology and resources. This class is distinguished from the Administrative Assistant I level by the increased complexity of assignments, broader range of duties, and independence of judgment.

Depending upon the assignment, the position may be designated as confidential pursuant to the terms of the applicable government code section.

Note: The Administrative Assistant II for the division of Engineering & Technology and Economic and Workforce Development works collaboratively with internal and external partners to fulfill academic and grant needs. The Administrative Assistant II maintains budget documentation and verifies payroll information for faculty and part-time staff. Will also assist in coordinating projects with business and local high school districts.

REPRESENTATIVE DUTIES (ILLUSTRATIVE ONLY):
Duties may include but are not limited to the following:
  • Performs administrative support functions for an instructional, program or functional area that requires considerable use of independent judgment and application of college wide policies and practices.
  • Composes, edits, formats and prepares letters, reports, charts, requisitions and other media communications.
  • Meets and greets visitors; responds to inquiries, requests for information and complaints; and provides information about district services, policies, procedures and other matters involving administrative officials.
  • Schedules meetings, events and activities; handles facilities logistics; arranges teleconference calls; makes travel arrangements.
  • Installs, maintains and revises electronic files and office systems; recommends clerical support procedures for efficiency and current technical best practices.
  • Develops, maintains and reviews forms, databases, spreadsheets, logs, schedules and other records to support work processes.
  • May track departmental budget and maintain other financial records.
  • May update and maintain District wide materials, departmental or functional service area web sites, bulletin
    boards and computerized databases.
  • May provide lead direction to student assistants and clerical support personnel.
  • Performs related duties as assigned.

    KNOWLEDGE AND ABILITIES:
  • Rules, regulations, laws and policies governing the community college district.
  • Communications and dissemination techniques and methods including written, oral, and visual media.
  • Modern office practices, procedures, equipment and software applications.
  • Customer service principles and techniques.
  • Effective oral and written communication skills.

    ABILITY TO:
  • Prepare, edit, and maintain a variety of informational material, reports, documents and other media.
  • Set priorities and manage time for optimal productivity.
  • Work in a multiethnic environment.
  • Interpret and explain complex District policies and procedures.
  • Establish and maintain effective working relationships with other academic institutions, faculty, staff, students and the public.

    EDUCATION AND EXPERIENCE:
    A typical way of obtaining the required knowledge, skills and abilities is a combination of education and experience equivalent to graduation from high school or GED AND four years of progressively responsible clerical/administrative support experience working for an administrator or manager.

    Note: Graduation from a two year accredited college (AA degree) may substitute for the experience on a year for year basis.

    PHYSICAL DEMANDS:
    Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.

    ENVIRONMENTAL ELEMENTS:
    Employees work in an office environment with moderate noise levels, controlled temperature conditions, and
    no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

    LEVEL OF SUPERVISION EXERCISED:
    None.

    PROBATIONARY PERIOD:
    One year.

    SALARY AND BENEFITS:
    Salary and other terms of employment are competitive. Placement is at Range 45 on the District Classified Represented Salary Schedule which is available online at http://www.pasadena.edu/hr/docs/compensation/PasadenaCity-College-CFT.pdf

    Generous fringe benefits include fully paid medical, dental, and vision for employees and their families, and life
    insurance for the employee.

    CONDITIONS OF EMPLOYMENT:
  • Successful completion of background and fingerprint clearance and TB screening.
  • Proof of eligibility to work in the United States and signing of loyalty oath per government codes 3100-3109.
  • Meeting applicable eligibility requirements under CalPERS or CalSTRS if you are a current or former member.
  • Board of Trustees approval.

    APPLICATION AND SELECTION PROCESS:
    Pasadena City College utilizes an online application process. Hard copy, e-mailed, or faxed resumes are not accepted. You can apply for a position from any computer with Internet access. All materials are submitted electronically through PCC's Applicant Tracking System (ATS) at https://pasadena.csod.com/ats/careersite/JobDetails.aspx?site=1&id=339. Applications completed and received by August 25, 2017 at 4:00 p.m. will receive full consideration.

    Please keep in mind the following:
  • If you do not follow the process or your application/ resume is incomplete, your information will not be
    processed.
  • The hiring committee will review, evaluate, and consider applications and supporting materials received by the deadline. Meeting the minimum qualifications for a particular position does not assure the applicant an
    interview. It is, therefore, important that the application be thorough and detailed. The District may re-advertise, delay, choose not to fill the position, or choose to fill more than one position.
  • While the acceptance of the application packet is done through PCC's Talent Applicant System (ATS), all hiring decisions are made by a hiring committee.
  • Positions are full-time (100%) and “open until filled,” unless otherwise stated. Once applications are submitted they are final. Please carefully review your application and the documents which you are attaching to make sure that they are free from errors and complete. If you require assistance, please contact the
    Human Resources office at 626-585-7388. Applicants may expect to be notified approximately 4 - 5 weeks
    following the closing date as to the status of their application.

    SUPPORTING DOCUMENTS:
    For full consideration, all of the following must be submitted along with the online application. An incomplete application packet will not be accepted.
    1. Cover letter
    2. Professional resume
    3. Other information considered pertinent to the application(optional)

    Note: It is the applicant's responsibility to ensure that all application materials are fully and correctly submitted. All supporting documentation should include position name and/or position number. All materials submitted are for this position only and become the property of the District. Materials, including USB flash drives, compact disks andslides, will NOT be returned, copied or considered for other openings.


    PASADENA AREA COMMUNITY COLLEGE DISTRICT
    Equal Opportunity, Title IX, Section 504 Employer

    jeid-1265d8ef4e99344196f71379e6afcdcd