Administrative Support Assistant II - Noncredit Adult Education

Job description

Posting Details

Before applying, be sure to read the “Application Procedure” section below.

Posting Summary

Job TitleAdministrative Support Assistant II - Noncredit Adult EducationType of AssignmentClassified/StaffAssignment CategoryRegular Position Position Details

One regular, categorically funded, non-exempt, full-time position, 40 hours per week, 12 months per year at the MiraCosta College Community Learning Center in Oceanside. Continued employment in this position is contingent upon availability of funding. The regular work schedule will be Monday through Friday, 8:30 am – 5:00 pm, but may be adjusted to include evenings and weekends per department needs. The person selected for this position will be subject to assignment to any district or authorized facility during any hours of operation.

Salary Range16Compensation

The starting salary for this position is $4,427.40 per month (Range 16, step 1) on the 2019-2020 classified salary schedule.

Benefits

A full benefits package which includes employer-paid medical, dental, and vision plans for employee and dependents; $100,000 employee life insurance; other optional coverages; and membership in the California Public Employees’ Retirement System (CalPERS).

Position Term in Months12Application Procedure

In order to be considered for this position, you must submit the following documents directly in the online system and finish applying and receive a confirmation number by 11:59 PM on the closing date:

1. Application on which you list all relevant experience.

2. A current resume or curriculum vitae summarizing your educational background and experience.

3. A cover letter addressed to the “Screening and Interview Committee” specifically describing how you meet the desirable qualifications and the essential duties. In your letter, please also address the following:
- What computer systems you have experience using. Please rate your proficiency with each system you list (beginner, intermediate, expert).
- Your experience working with adult student populations.
- Your experience working in an education setting.

The screening and interview committee will review application materials for up to three to four weeks following the closing date. Applicants selected for interview will be contacted by phone; those not selected for interview will be notified by e-mail once interview candidates have been scheduled.

Offer of employment to the person selected for this position is contingent upon 1) successful completion of a pre-placement physical exam at district expense; 2) submission of a current tuberculosis test clearance; 3) proof of eligibility to work in the United States; 4) fingerprint clearance; and 5) approval by the Board of Trustees.

Retired STRS members are not eligible for this position.

Basic Function

Under the general supervision of the Director of Noncredit and Adult Education Programs, coordinate front-desk support for an assigned functional area; perform a variety of routine to specialized clerical and administrative support functions requiring program-specific knowledge of the terminology, procedures and practices applicable to the functional area; provide program enrollment support; schedule appointments and consortium meetings; assist with events; create agendas, meeting minutes and notices; maintain, update, archive and post information on the website and social media; process payroll; order and receive supplies; process purchase orders and invoices; and perform related duties as assigned.

Distinguishing Characteristics

An Administrative Support Assistant II is distinguished from an Administrative Support Assistant III in that an incumbent in the latter class works with greater autonomy and recruits, screens and enrolls program participants.

Essential Duties & Responsibilities

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

1.Assist in the day-to-day operation of a program or department front desk; coordinate and assign front-desk coverage; provide routine administrative support including answering phones and emails, coordinating with other centers/programs in shared space, providing information on other student resources available and maintaining office supplies; may open or close room or building.

2.Greet, direct and provide general information to students, faculty and staff; answer questions regarding program/department policies, procedures, programs and services including clarification of enrollment requirements, the program application process, registration information and financial aid; respond to escalated questions and complaints over the phone or at a public counter; assist with the preparation of forms and documents, verify completeness and accuracy of information; schedule or admit students/customers in district services and programs.

3.Input data and prepare and process purchase requisitions, purchase orders and check requests; verify the accuracy of receipts and invoices, enter account codes, validate sufficiency of budget and process for payment; run general budget reports through spread-sheets and financial systems and calculate budget usage; prepare and process expense-related forms including travel requests and reimbursements, petty cash and expense reports.

4.Coordinate full and part-time staff payroll; collect and audit documentation supporting staff time logs and ensure conformance to work-hour restrictions; compute and categorize pay according to departmental/program billing accounts; ensure accurate usage of funding codes and calculate departmental/program billing; prepare timecards; provide confidential and efficient recordkeeping; assist the Payroll Department with resolution of payroll issues.

5.Using standard office software, compose and/or type memoranda, correspondence, reports, agreements, contracts, marketing materials, presentations, spreadsheets, forms and other documents; may take meeting minutes.

6.Create, develop, maintain and update specialized and custom forms, databases, logs, files, records and reports to support technical work processes in areas of responsibility; design, develop and maintain spreadsheets and databases requiring data interpretation and manipulation; track and maintain federal, state, grantor and district-required data and student outcomes and prepare for submission or reporting.

7.Schedule appointments and make meeting arrangements; assist with the development and coordination of departmental special events; assist with setup and cleanup for various meetings and events; contact vendors for food orders, marketing materials, supplies and audio visual equipment; handle other meeting and event logistics including soliciting volunteers and coordinating student workers.

Other Duties

1.Provide backup to other department staff as needed.

2.Contact campus police or custodial staff as needed.

3.Schedule facility use and room assignments by internal and external users and maintain facility-use calendar; submit appropriate work requests; prepare invoices for external groups as required.

4.Train and provide work direction to other clerical staff and student workers as assigned.

5.Perform related duties as assigned.

Knowledge of

1.Principles, practices, concepts and techniques used in customer service, public relations and community outreach.

2.Modern office practices, procedures and equipment including computers and applicable software programs.

3.The district’s student recordkeeping and general accounting systems, practices and procedures for processing student information and interpreting input and output data.

4.District practices and procedures for budgeting, purchasing and maintaining public records.

5.Payroll procedures and operations.

6.Math and basic accounting techniques.

7.Operations, services and activities of a community college district.

8.Common student needs, issues and concerns applicable to area of assignment.

9.Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation.

10.District organization, functions, rules, policies and procedures applicable to assigned areas of responsibility.

11.Safety policies and safe work practices applicable to the work.

Ability to

1.Assign and review the work of student workers and lower-level staff.

2.Oversee the daily operations of program or department front desk.

3.Compose clear, concise and comprehensive analyses, correspondence, reports, studies, agreements, presentations and other written materials from brief instructions.

4.Establish priorities and work effectively and independently with many demands on time.

5.Analyze situations accurately and adopt effective courses of action.

6.Maintain confidentiality of district and student files and records.

7.Make calculations/tabulations and accurately process and review fiscal and related documents.

8.Assist in preparing and monitoring a program or department budget.

9.Track statistical information utilizing complex spreadsheets and databases.

10.Communicate effectively, both orally and in writing.

11.Understand and follow written and oral instructions.

12.Operate a computer and standard business software.

13.Demonstrate sensitivity to and understanding of diverse academic, socioeconomic, cultural, ethnic and disability issues.

14.Establish and maintain effective working relationships with all those encountered in the course of work.

Education & Experience

To be eligible for this position, you must meet and provide evidence of the following minimum qualifications:

Graduation from high school or GED equivalent, and at least three years of progressively responsible clerical support experience, preferably involving frequent public or student contact; or an equivalent combination of training and experience. An associate degree is preferred and may be required to advance to higher levels in the class series.

NOTE: For work experience, one “year” is defined as equivalent to 40 hours per week for 12 months, or at least 2,080 hours.

Desirable Qualifications

1.Knowledge of rules and regulations governing specific grants relative to assigned areas of responsibility.

2.Knowledge of provisions of the California Public Records Act and the Ralph M. Brown Act.

3.Previous experience working with computer systems and web-based software.

4.Experience with financial systems.

5.Intermediate to advanced Microsoft Word and Excel Skills.

6.Experience with complex report development.

7.Ability to manage multiple projects simultaneously and be able to establish priorities and use time wisely to accomplish assignments and meet deadlines.

8.Bilingual preferred.

Licenses & Other Requirements

A valid California driver’s license and the ability to maintain insurability under the district’s vehicle insurance program.

Physical Effort

The physical efforts described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Primarily sedentary with intermittent standing, walking, bending and stooping; occasional light lifting and carrying of objects weighing up to 25 pounds; ability to travel to various locations on and off campus as needed to conduct district business.

Emotional Effort

Ability to develop and maintain effective working relationships involving interactions and communications personally, by phone and in writing with a variety of individuals and/or groups from diverse backgrounds on a regular, ongoing basis; ability to work effectively under pressure on a variety of tasks concurrently while meeting established deadlines and changing priorities.

Working Conditions

Primarily business office environment; subject to frequent public contact and interruption; intermittent exposure to individuals acting in a disagreeable fashion; occasional evening, week¬end and/or holiday hours are required on an as-needed basis.

Posting Detail Information

Posting NumberS_18/19_012_PHuman Resources Contact [email protected] or 760.795.6854Job Close Date07/18/2019Open Until FilledFirst Screening DateDirect Link to Postinghttp://jobs.miracosta.edu/postings/1566Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * MiraCosta College is an Equal Opportunity Employer with a commitment to diversity. We strive to be a model for equity and inclusion, effectively supporting students and employees from diverse socioeconomic and cultural backgrounds who possess a range of abilities, academic preparation, and life experiences. Describe your qualifications and experiences that have prepared you to effectively interact with people who may have a different background than yours (e.g., racial, ethnic, cultural, religious, gender, sexual orientation, socioeconomic, disability, etc.).

    (Open Ended Question)

Documents Needed to ApplyRequired Documents
  1. Cover Letter
  2. Resume/Curriculum Vitae
Optional Documents

     

     

     

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    Job No:
    Posted: 6/29/2019
    Application Due: 7/18/2019
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