Executive Assistant to the Board of Trustees

Location
90017, Los Angeles
Salary
$6,063.96-$7,512.18 monthly
Posted
Oct 11, 2017
Institution Type
Community College

The Los Angeles Community College District (LACCD) invites applications for the position of Executive Assistant to the Board of Trustees. This position performs a variety of specialized, complex, and confidential administrative assistance duties for the members of the Board of Trustees.


MONTHLY SALARY: $6,063 - $7,512

*Salary Information is based on a full-time, 12-month position

TYPICAL DUTIES
Performs complex and diverse administrative assistance duties for members of the Board of Trustees.

Posts official notices of meetings in accordance with applicable laws and regulations.

Distributes public documents such as meeting agenda, speakers' lists, and meeting minutes to District staff and other interested parties.

Assembles meeting materials for members of the Board of Trustees.

Provides members of the Board of Trustees with information on rules, regulations, parliamentary procedures, and customs regarding the conduct of Board of Trustees and committee meetings.

Attends on-and offsite meetings of the Board of Trustees.

Prepares or edits prepared minutes for regular and special meetings of the Board of Trustees and its committees and oversees their posting/distribution.

Implements and maintains a system of filing and indexing for official records and actions of the Board of Trustees.

Prepares and edits resolutions, and official correspondence by members of the Board of Trustees using a variety of software applications.

Obtains, compiles, and organizes information requested by members of the Board of Trustees on a wide variety of District matters.

Schedules appointments, meetings, and other commitments for individual members of the Board of Trustees.

Informs members of the Board of Trustees of important matters arising in their absence and directs their attention to significant correspondence or matters requiring their attention.

Screens telephone calls and visitors to the Board of Trustees Office for urgency and nature of business; refers calls and visitors to appropriate staff/offices or personally responds to routine inquiries.

Receives office mail and reviews items for nature of business and urgency; directs items to members of the Board of Trustees and/or appropriate staff or personally responds to routine matters.

Drafts and/or edits correspondence such as letters, memoranda, personal acknowledgements, routine reports, and other materials based on verbal instructions or upon own initiative using word processing, spreadsheet, and desktop publishing software.

Reviews outgoing correspondence, reports, and publications for grammar, sentence structure, format, attachments, continuity of text, and compliance with applicable laws, rules, and procedures.

Maintains business files for individual members of the Board of Trustees.

Explains and provides information regarding Board of Trustees rules, Board of Trustees actions, regulations, policies, procedures, and precedents to staff, representatives of other jurisdictions, and the public.

Contacts public agencies, public officials, and members of the public on behalf of the members of the Board of Trustees.

Submits a statement of Board of Trustees appointment(s) to the Secretary of State when new appointments are made.

Acts as a liaison between District staff and members of the Board of Trustees on matters related to the status of information requests, the scheduling of meetings and events, and the coordination of other staff/Board of Trustees activities.

Assists in orienting new members of the Board of Trustees by providing information on Board meetings and the business practices, procedures, and activities of the Board of Trustees Office.

Prepares and processes accounting, budgeting, and purchasing documents related to operations and activities of the Board of Trustees Office.

Assists in the training and provides guidance to the student member of the Board of Trustees in the protocol of Board of Trustees membership and basic business practices and procedures.

Maintains the time-keeping records of the members of the Board of Trustees.

Makes transportation, hotel, business and social arrangements for members of the Board of Trustees traveling on District business and prepares and processes expense reimbursement claims for members of the Board of Trustees.

Processes room requests for the Board and Hearing rooms and provides assistance to the attendees on an as needed basis.

Trains and provides work direction to clerical support staff of the Board of Trustees Office.

Performs related duties as assigned.


VACANCIES
Anticipated vacancies throughout the District. The hiring list established by this examination will also be used to fill future vacancies as they occur during the life of the list.  Our Colleges include:

Los Angeles City College
East Los Angeles College
Los Angeles Harbor College
Los Angeles Mission College
Los Angeles Pierce College
Los Angeles Southwest College
Los Angeles Trade-Technical College
Los Angeles Valley College
West Los Angeles College

BENEFITS

  • Medical and dental insurance and vision care plans are provided for employees and their dependents.
  • A $50,000 life insurance policy is provided free of charge for each employee.
  • 12 full-pay days and 88 half-pay days of illness leave.
  • At least 15 paid holidays per year.
  • Vacation days accrue annually beginning at 10 days and increasing incrementally to 24 days depending on years of service with the District.  Vacation days for management and confidential positions begin at 15, 20, or 24 days.
  • Other paid time off includes: bereavement leave, personal necessity leave, court subpoena, and jury duty.
  • Employees become members of the Public Employees Retirement System.  The employee contribution rate is 6 percent.  The District also contributes to the retirement system.  Employees are also covered by Social Security.
  • Employee Assistance Program

MINIMUM REQUIREMENTS FOR ACCEPTANCE OF AN APPLICATION:

Education and Experience:

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 four 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. Two years of additional qualifying experience may be substituted for the degree requirement. Experience working with elected officials is desirable.

Special:

A valid Class "C" California driver’s license. Travel throughout the District is required.


For a complete job description including the Knowledge, Skills, and Abilities associated with the position please visit our website.

EXAMINATION PROCESS

The examination process may consist of one or more parts which may include a training and experience evaluation, written test, performance test and/or oral interview.

ACCOMMODATION

Individuals protected by the Americans with Disabilities Act (ADA) may request, orally or in writing, an accommodation in the examination process. Documentation of the need for accommodation is required solely for the purpose of establishing that the applicant has an ADA disability and that the disability necessitates a reasonable accommodation. Typically, a recent letter from an appropriate health care or rehabilitation professional which establishes that the applicant has an ADA qualifying disability, identifies the functional limitations as they relate to the testing situation, and recommends/suggests the appropriate accommodation is sufficient.  In order for appropriate arrangements to be made at the testing site, a request for accommodation and required documentation must be received by the Examiner of Record at least 3 days prior to the administration of the test.

HOW TO APPLY

Online

https://jobaps.com/laccd

DEADLINE

Completed applications must be submitted through our online employment system by 4:00 P.M. on FRIDAY, OCTOBER 27, 2017. Resumes will not be accepted in lieu of an application.  For a listing of other job opportunities with the Los Angeles Community College District, call our 24-hr job hotline, or refer to our Web Page 


Contact Us
Personnel Commission: (213) 891-2129
24-hr Job Hotline: (213) 891-2099
TDD: (213) 891-2408
Hours of Operation: Monday – Friday 7:30AM – 4:30PM