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Administrative Assistant II, Mathematics and Science

Chaffey College

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Job Details

Administrative Assistant II, Mathematics and Science

$3,998.00 Monthly

Rancho Cucamonga, CA

Job Type
Classified Contract

Mathematics & Science

Job Number

5/21/2019 11:59 PM Pacific

Position Description

Under general supervision, performs a broad range of secretarial, administrative, and technical assistance functions for an administrator; required to control the release of sensitive information and to exercise frequent independent judgment within the assigned areas of responsibility, with the latitude for initiating action on behalf of the supervisor.


Positions in this classification are assigned some combination of the following duties:
• Compiles information, prepare and process complex documents such as class schedules, college catalog, master dictionary, curriculum guides, and procedure manuals according to established guidelines.
• Assist in the development and preparation of reports, board items, budgets, and grant proposals; verify information and calculations; collect data and provides research assistance for various studies and reports; assist in the monitoring of budget expenditures, research variances and discrepancies, and recommend changes to budget accounts; prepare and process purchase orders and requisitions.
• Prepare, process, or verify personnel documents; assist in the notification and processing of evaluations; and prepare and secure employee timesheets and leave statements.
• May functionas office coordinator for a college service area; coordinatework of clerical staff in various component programs; assess hourly staff skill levels and provide or arrange training as needed; coordinates accounting systems of component programs.
• Serveas liaison between supervisor, program, or division, and various groups such as other college staff, students, or community groups.
• Providetechnical assistance to other staff in areas such as budget preparation, recordkeeping, editing, computer, and software usages.
• Attendmeetings on behalf of supervisor as assigned.
• Monitorprogress of assigned projects; maintaincomplex recordkeeping systems and schedules; assistinstructional staff in developing and coordinating class schedules.
• Coordinatespecific activities and events of assigned office and arrangefor ancillary services. Such activities may include student government elections, program registration, classes, seminars, conferences, and fund-raising events.
• Maintainupdated knowledge and records of regulations and requirements applicable to assigned office; monitors transactions, programs, and services to ensure compliance.
• Organizeoffice systems; recommendpolicies, procedures, and program activities.
• Maintaincalendars, scheduleappointments, arrangemeetings, maketravel arrangements.
• Type, edit, and formata variety of instructional and administrative materials; composecorrespondence from general instructions; may take and transcribe dictation and prepare minutes of meetings.
• Usea variety of office equipment including word processor, computer terminal, printer, calculator, and copy machines.
• Sortand distributemail; answerphones; screenand routecalls and visitors; provideinformation to staff, students, and the public regarding programs and functions of assigned office.
• Maintaina variety of logs, files, and records including files of a supervisory and/or sensitive nature; controlthe release of sensitive information to authorized personnel.
• May maintain and audit financial records related to assigned office, monitor budgets, and collect and account for money, disburse checks, and assist in budget preparation.
• Provides technical assistance in requisition processing and scheduling classes.
• Performs related duties as assigned.


• Any combination of education, training, and experience that provides the required knowledge, skills, and abilities. An example of this would be completion of high school with responsible secretarial or administrative support experience involving extensive public contact and interfacing with various levels of management.
• Knowledge of proper English usage, grammar, vocabulary, punctuation, and spelling; and ability to prepare business correspondence.
• Knowledge of arithmetic; ability to analyze documentation for accuracy, completeness, and compliance with required procedures and regulations.
• Ability to type 60 net words per minute; take and transcribe meeting notes; and operate computer systems used in assigned office. Must possess ability to understand various software packages and adapt to changes in technology.
• Ability to learn, apply, and communicate complex policies, procedures, and regulations relevant to assigned office.
• Ability to organize and coordinate office procedures, coordinate the work of others, and prioritize workload; ability to perform complex secretarial and technical tasks within defined deadlines.
• Ability to maintain accurate and orderly records and files.
• Ability to use initiative and judgment in working independently while recognizing matters that should be referred to supervisor.
• Ability to follow written and oral directions.
• Ability to communicate effectively orally and in writing, and to establish and maintain cooperative working relationships with staff, administrators, faculty, students, and others contacted in the course of performing assigned duties.
• Clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of a community college environment.

MEETING MINIMUM QUALIFICATIONS DOES NOT ASSURE THE CANDIDATE OF AN INTERVIEW. Applications will be evaluated taking into account the breadth and depth of relevant education, experience, skills, knowledge and abilities.

• Experience in a community college environment.

Additional Information

Working hours: Monday - Friday, 7:30am - 4:30pm. Hours may vary according to the assignment.

ChaffeyCollege recently implemented an online electronic application system. Our new application can be accessed at The application must be completely filled out in detail and clearly show that you meet thequalifications as set forth in the announcement, and you must upload the following documents:

Please do not include any additional documents; only the documents that are indicated below. If you upload documents that are not required, your application may be disqualified.
• Cover Letter
• Resume

This is a full-time, 12-month, classified bargaining unit position. Starting date: as soon as possible. Range 18of the CSEA Salary Schedule, with a starting salary of Step A, $3,998.

Applicants must achieve qualifying scores on tests to be administered by the District. Testing will consist of two parts: Language Arts and General Math. All applicants will be notified via email of the testing day and time or to utilize the online self-scheduling feature. There is additional information regarding testing on the Human Resources main page, "Testing Information" link.Previous passing test scores within one year will be applied and you will not need to retest.

To Apply, visit:

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Chaffey College serves over 18,000 students offering academic and career technical education programs to the local residents at the three campuses and online. The college's superior general education courses provide a basis for students to transfer to four-year colleges and universities or to acquire job skills necessary for the changing marketplace. Chaffey College is also recognized for its outstanding career technical education (CTE) programs. A student whose objective is to gain technical skills, change careers, or improve their existing skills can choose from over 60 CTE programs including accounting, nursing, automotive technology, fashion design and merchandising, fire technology or hotel and food service management.

Like the Inland Empire the college has a diverse population with a broad range of ages, cultures, and viewpoints represented. Students, faculty, staff, and the community, enjoy cultural opportunities on campus at athletic events, live theatrical and musical performances, and art exhibitions at the college's Wignall Museum of Contemporary Art.

Chaffey College has a rich history as one of the earliest colleges founded in California. George and William's vision for a college to serve the Ontario area has grown into a thriving nationally recognized center for learning. 130 years later the college and all that it stands for continuing to make a significant impact on the community, economy, and each individual who has stepped onto the college grounds.

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