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ADMINISTRATIVE ASSISTANT II

Job description

El Camino College

 

ADMINISTRATIVE ASSISTANT II

Req: C1819-014

Division: OFFICE OF STAFF & STUDENT DIVERSITY

Close Date: NOVEMBER 19, 2018

 

Complete job description and application available online at: https://elcamino.igreentree.com/css_classified

 

BASIC FUNCTION

Under the direction of an assigned Administrator, perform a variety of complex and responsible secretarial, administrative assistance and research activities to relieve the administrator of administrative detail in a major, complex, program or function.

The Administrative Assistant II, Staff & Student Diversity, reports to and works under the direction of the Director of Staff & Student Diversity to perform a variety of complex and responsible secretarial, administrative assistance and research activities to relieve the office of administrative detail.

The Office of Staff & Student Diversity (OSSD) handles issues of unlawful discrimination & harassment (Title 5) as well as sexual and gender-based misconduct (Title X) on behalf of students and employees, and facilitates related training. The Administrative Assistant II, Staff & Student Diversity uses Maxient to track, monitor, and facilitate case work related to Titles 5 and IX. In addition, the OSSD is responsible for preparing and facilitating the District's EEO Plan, including instituting training all employees who participate on screening committees and addressing all EEO-related concerns from applicants and employees. The Administrative Assistant II, Staff & Student Diversity facilitates and organizes the deployment of the EEO Representative program in recruitments for full-time positions; and monitors, tracks, and assigns online training related to the OSSD.

 

DISTINGUISHING CHARACTERISTICS

The Administrative Assistant I provides secretarial and administrative support to a Director of a College program or service. The Administrative Assistant II reports to a senior level administrator at the level of a Dean or Director of a major, complex, program or service of broader scope and accountability.

 

REPRESENTATIVE DUTIES

Organize and manage day-to-day activities of an assigned office to assure efficient and effective office operations; coordinate communications; relieve the administrator of detailed administrative procedures.

Perform a variety of duties independently in support of functions delegated to assigned administrator; interpret and apply rules and regulations as appropriate.

Type a variety of materials such as correspondence, agendas, minutes, reports, forms, applications, memoranda and other documents.

Coordinate communication between the administrator and staff, students, faculty, vendors, the public and others, obtain and provide information, coordinate activities and resolve problems.

Coordinate communication with vendors, contractors and public and private representatives in arranging programs, supporting contracts, and maintaining community liaisons as assigned.

Utilize judgment in screening and maintaining the confidentiality of concerns or complaints

 presented by students, faculty, staff, applicants, vendors or the general public.

Greet office visitors and answer telephone calls, screen and direct calls and visitors to appropriate personnel; take and relay messages; schedule conference calls.

Respond to requests for information from students, staff and the general public regarding District programs, policies, procedures and regulations.

Organize, develop and maintain a variety of records, logs, files and departmental reports, including information of a confidential nature; verify data for accuracy, completeness and compliance with established procedures; input and retrieve data in computer systems as required; maintain confidentiality of information.

Research District policies or divisional or departmental practices and compile data for use by administrator or staff, compile information and prepare reports.

Schedule meetings, conferences, appointments and travel accommodations for assigned administrators, faculty or staff, maintain administrator's calendar.

Participate as a member of a selection panel, quality council or special committee, as assigned by the position.

Receive, open and route mail; screen and respond to administrator’s mail as appropriate.

Order, issue and maintain department supplies, forms and equipment.

Operate a variety of office equipment including personal computer terminals, peripheral devices, related word processing and database or spreadsheet software programs; operate multiplex telephone system, electronic mail system, typewriter, calculator, facsimile equipment and copier.

Maintaining and verifying current budget information; monitor expenditures and assist in budget preparation as required.

Train, provide work direction and monitor progress of student workers and clerical personnel as assigned.

Perform related duties as assigned.

 

KNOWLEDGE AND ABILITIES KNOWLEDGE OF

Organization and objectives of assigned department or program. Modern office practices, procedures and equipment.

Financial and statistical record-keeping techniques.

Correct English usage, grammar, spelling, punctuation and vocabulary. Oral and written communication skills.

Applicable sections of State Education Code and other applicable laws. Interpersonal skills using tact, patience and courtesy.

Computer hardware and word processing and database or spreadsheet software application programs.

Telephone techniques and public relations etiquette.

 

ABILITY TO

Perform secretarial and administrative duties with speed and accuracy and maintain confidential records.

Interpret, apply and explain rules, regulations, policies and procedures of assigned office. Make arithmetic computations quickly and accurately.

Type at 60 words net per minute from clear copy.

Work independently with little direction.

Establish and maintain cooperative and effective working relationships with others.

Plan and organize work.

Meet schedules and time lines.

Assemble data and prepare reports.

Analyze situations accurately and adopt an effective course of action.

Communicate effectively both orally and in writing.

Operate a variety of office equipment including computer terminal, printer, multiplex telephone system, typewriter, calculator, facsimile equipment and photocopier.

Maintain a variety of files, records and logs.

Participate upon various committees, depending upon position assignment. Train and provide work direction to others.

 

EDUCATION AND EXPERIENCE

Any combination equivalent to: graduation from high school, including or supplemented

by courses in secretarial science and four years of increasingly responsible secretarial experience.

 

DESIRABLE QUALIFICATIONS

Experience in and sensitivity towards working with delicate and confidential subject matter such as sexual violence.

Experience using Maxient or related online case management systems.

Experience as a paralegal or working in a legal office setting.

A demonstrated commitment to and an understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of El Camino College staff and students and to staff and students with disabilities.

The ability to pass a Computer Skills Typing Test at 60 net words per minute and the ability to pass an Intermediate Word 2010 Computer Skills Test with at least 70% accuracy.

 

If you are unsure of your typing speed, below are a couple of links that may be helpful to see what your current speed is and also opportunities to practice prior to the required testing associated with this position:

http://www.typingtest.com http://official-typing-test.com/

 

Applicants who meet the qualifications will be sent an email from [email protected] with a link to take the tests. The information will be sent to the email address provided on your application.

Please be sure to log into igreentree and check your application status for updates.

 

WORKING CONDITIONS

Office environment.

Dexterity of hands and fingers to operate a keyboard.

Hearing and speaking to exchange information in person and on the telephone. Sitting for extended periods of time.

Read a variety of materials.

Extensive computer work.

 

SALARY: (Step A) $4,290 per month.

*Salary increases are granted on the first day of the month following each year of service, until

step F is reached.

Employees contribute 7% of their earnings toward the Public Employees Retirement System (PERS).

 

CONDITIONS OF EMPLOYMENT

This position is designated as regular, full-time, twelve-month, classified. Excellent fringe benefits include eight 32-hour workweeks during the summer. Work schedule is Monday through Friday from 7:45 a.m. until 4:30 p.m.

Offer and acceptance of employment is subject to verification of all information provided on the employment application, credential(s), transcripts, fingerprint results, and tuberculosis examination as required. Candidates selected for employment must agree to be fingerprinted, provide current tuberculosis test results, provide proof of eligibility for employment in the United States, and present a valid Social Security card upon hire.

 

TO APPLY

Applicants must submit the following documents by the closing date:

1) Online application: https://elcamino.igreentree.com/css_classified

2) Cover Letter in word format describing how applicant meets the qualifications.

3) Resume - Resumes are NOT accepted in place of any part of the application and you should complete all sections of the application even if the entries duplicate information on your resume.

4) Pertinent transcripts (only in pdf format) as stated in the job qualifications if applicant holds one. (Unofficial computer-generated academic records/transcripts must include the name of the institution and degrees awarded to be acceptable.) Multiple page transcripts must be loaded as ONE pdf document.

Applicants with disabilities requiring special accommodations must contact Human Resources at least five (5) working days prior to the final filing date.

If you should need assistance please call (310) 660-3593 Ext. 3807 or visit the office between 8:00 a.m. and 4:00 p.m., Monday through Friday.

 

CLOSING DATE: MONDAY, NOVEMBER 19, 2018 at 3:00 p.m.

* Previous employment performed in a different public retirement system may allow eligibility to continue in the same retirement system.

El Camino College is an Equal Opportunity Employer

The El Camino Community College District is committed to providing an educational and employment environment in which no person is subjected to discrimination on the basis of actual or perceived race, color, ancestry, national origin, religion, creed, age (over 40), disability (mental or physical), sex, gender (including pregnancy and childbirth), sexual orientation, gender identity, gender expression, medical condition, genetic information, marital status, military and veteran status, or retaliation; or on any other basis as required by state and federal law.

 

 

 

Diversity Profile: University

 

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Job No: C1819-014
Posted: 11/7/2018
Application Due: 11/19/2018
Work Type:
Salary: $4,290 per month.