Administrative Assistant - Mathematics, Science & Engineering

Job description

Administrative Assistant - Mathematics, Science & Engineering

Salary: $43,512.00 - $58,380.00 Annually
Job Type: Classified - Full-time
Job Number: 5781-c-04/19
Closing: 5/3/2019 11:59 PM Pacific
Location: Visalia, CA
Department: Mathematics, Science & Engineering

General Description
Under the direction of the Dean of Mathematics, Science and Engineering, the Administrative Assistant will perform a wide variety of technical, specialized, and responsible secretarial and administrative duties to relieve the administrator of administrative detail.

College of the Sequoias Community College District serves a diverse community of learners and is a designated Hispanic Serving Institution. COS provides a wide range of opportunities in transfer, general education, career and technical programs for our students. We are dedicated to recruiting employees who are committed to helping a diverse population of students achieve their educational goals. We seek candidates who exhibit an understanding and commitment to the community college mission, and who have a passion for student success.

Job Duties
Job duties of the Administrative Assistant include:

  • Organize and manage the day-to-day activities of an assigned office to assure efficient and effective office operations; coordinate communications; relieve the administrator of administrative detail.
  • Perform a variety of duties independently in support of functions delegated to assigned administrator; interpret and apply rules and regulations as appropriate.
  • Prepare correspondence and memoranda independently or from oral instructions.
  • Prepare and edit a wide variety of materials such as correspondence, reports, forms, applications, memoranda, flyers, brochures and other documents.
  • Perform a variety of duties in support of assigned function such as maintaining credential, payroll and sick leave records of employees assigned to function, assisting at special events and performing research and other special projects.
  • Coordinate communication between the administrator and staff, students, the public or other District or campus officials; obtain and provide information, coordinate activities and resolve issues.
  • Greet office visitors and initiate and answer telephone calls; screen and direct calls and visitors to appropriate personnel; take message as necessary.
  • Respond to requests for information from students, staff and the general public regarding District programs, policies, procedures and regulations.
  • Maintain a variety of records, logs and files including information of a confidential nature; maintain confidentiality of information and records.
  • Maintain and compile new and modified curriculum data for input into computer terminal for the production of the annual college catalog as assigned.
  • Compile information and data for reports and assist in the preparation of reports as required.
  • Review, check, correct and compile a variety of information; verify data for accuracy, completeness and compliance with established procedures; input and retrieve computerized data in computer systems as required.
  • Schedule meetings, conferences and appointments for assigned administrator; maintain administrator's calendar.
  • Prepare agenda items for meetings as required; take and transcribe minutes and distribute to appropriate personnel as required; maintain records for meetings as required.
  • Receive, open and route mail; order, issue and maintain department supplies, forms and equipment.
  • Coordinate communication and activities with other educational institutions, vendors, other outside organizations and the public.
  • Operate a variety of office equipment such as typewriters, word processors, computer terminals, calculators, copy machines, and dictation equipment.
  • Assist in the gathering, preparation and record-keeping of division class schedules to include maintenance record-keeping for all curriculum masters within the District throughout the year.
  • Utilize the District's integrated software in performing the required duties of the position.
  • Perform related duties as assigned.

Minimum Qualifications

Candidates may be tested to determined whether or not they possess the ability to:
  • Type 50 net words per minute
  • Write correspondence using appropriate formatting procedures as well as correct English, grammar, spelling, punctuation and vocabulary.
  • Use computer application software (Microsoft Word, Excel, and Access)
A testing date may be arranged for applicants.

Education & Experience:

Any combination equivalent to:
  • two years of relevant college-level course work in computer applications and business (office skills)
  • three years increasingly responsible secretarial experience.
Desirable Qualifications:
  • Experience using Banner or similar software database

Working Conditions:
  • Office environment.
  • Constant interruptions.
Physical Abilities
  • Ability to communicate with students/public.
  • Ability to read documents.
  • Ability to sit and stand for extended period of time.
  • Ability to reach in all directions.
  • Ability to lift moderately heavy objects.
  • Ability to operate a computer and office equipment.

Knowledge and Abilities
The hiring committee is seeking evidence of the following:

Knowledge of:
  • Organization, policies and rules of assigned department.
  • Modern office practices, procedures and equipment.
  • Record-keeping techniques.
  • Correct English usage, grammar, spelling, punctuation and vocabulary.
  • District organization, operations, policies and objectives.
  • Oral and written communication skills.
  • Applicable sections of State Education Code and other applicable laws.
  • Interpersonal skills using tact, patience and courtesy.
  • Telephone techniques and etiquette.
  • Public relations techniques.
  • Printing terms and applications as required.

Ability to:
  • Perform secretarial and administrative assistance duties.
  • Interpret, apply and explain rules, regulations, policies and procedures.
  • Type 50 words net per minute from clear copy.
  • Work independently with little direction.
  • Establish and maintain effective working relationships with others.
  • Meet schedules and time lines.
  • Prepare reports by gathering and organizing data from a variety of sources.
  • Work confidentially with discretion.
  • Analyze situations accurately and adopt an effective course of action.
  • Communicate effectively both orally and in writing.
  • Work efficiently with many interruptions.
  • Operate a variety of office equipment such as typewriters, computer terminals, calculators, copiers, word processors and dictation equipment.
  • Make arithmetic calculations quickly and accurately.
  • Understand and follow oral and written directions.
  • Make arrangements for meetings and conferences.
  • Maintain a variety of files, records and logs.
  • Plan and organize work.

Application Procedure
To be considered applicants must submit all of the following required material:
  • An online COS application
  • Letter of interest, which addresses how the applicant's experience and/or education enables him/her to be able to perform the job duties.
  • Resume
  • Unofficial copies of transcripts of all college/university work. Official transcripts required upon employment.

Recruitment Analyst: Keila Reynoso (559) 730-3920

Full-time classified employees enjoy a number of benefits while working at the College of the Sequoias. These benefits include:

01 Do you have two years of relevant college-level course work in computer applications and business (office skills) AND three years increasingly responsible secretarial experience.
  • Yes
  • No
02 I acknowledge that I have the read the job flyer and submitted all required documents listed under "Application Procedures." If you are missing any of the following documents, your application will be considered incomplete and will not be forwarded to the hiring committee.
  • Letter of Interest/Cover Letter
  • Resume
  • Unofficial Transcripts

Required Question

To apply, visit

COLLEGE OF THE SEQUOIAS COMMUNITY COLLEGE DISTRICT IS AN EQUAL OPPORTUNITY EMPLOYER: The College of the Sequoias Community College District is committed to the principles of equal employment opportunity. It is the District's policy to ensure that all qualified applicants for employment and employees have full and equal access to employment opportunity and are not subject to discrimination in any program or activity of the District on the basis of ethnic group identification, race, gender, color, language, accent, citizenship status, ancestry national origin, age, sex, religion, sexual orientation, transgender, parental status, marital status, veteran status, physical or mental disability or medical condition, or on the basis of these perceived characteristics.

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Job No:
Posted: 4/17/2019
Application Due: 5/6/2019
Work Type: