Administrative Assistant ll

Job description

Closing Date: 4/22/21*
*For full-consideration, all application packets must be received by 11:59 pm on the closing date.  

Starting Salary: $4,710.26 – $5,183.27 (per month) plus excellent benefits; Salary Grade: C1-46
Full Salary Range: $4,710.26 – $6,310.57 (per month)

The Foothill-De Anza Community College District is currently accepting applications for the classified position above.

FOOTHILL – DE ANZA COMMUNITY COLLEGE DISTRICT MISSION STATEMENT:
The mission of the Foothill–De Anza Community College District is student success.  We are driven by an equity agenda and guided by core values of excellence, inclusion, and sustainability.  Every member of our district contributes to a dynamic learning environment that fosters student engagement, equal opportunity, and innovation in meeting the various educational and career goals of our diverse students.  We are committed to providing an accessible, quality undergraduate education dedicated to developing a broadly educated and socially responsible community that supports an equitable and just future for California.

De Anza College Mission Statement:
De Anza College provides an academically rich, multicultural learning environment that challenges students of every background to develop their intellect, character and abilities; to realize their goals; and to be socially responsible leaders in their communities, the nation and the world.

De Anza College fulfills its mission by engaging students in creative work that demonstrates the knowledge, skills and attitudes contained within the college’s Institutional Core Competencies:

  • Communication and expression 
  • Information literacy 
  • Physical/mental wellness and personal responsibility
  • Civic capacity for global, cultural, social and environmental awareness
  • Critical thinking      

JOB SUMMARY:
This position reports to the Director of Facilities & Maintenance, and the Maintenance Supervisor at the De Anza College campus.  At times this position will cross campuses and support the Foothill College campus maintenance team and work with the Maintenance Manager.  Support functions include a heavy volume of contact with trades personnel and contractors, vendors and consultants, processing of invoices and creating requisitions.  Communication with many departments such as Purchasing, Accounting, Accounts Payables, etc. is part of the everyday activities.  In addition, this position is the District’s and college staff first point of contact for reporting maintenance concerns which includes email, phone, and work order correspondence.   

DEFINITION:  
Under the direction of an assigned supervisor, perform a variety of administrative and program support activities. Develop and analyze data; perform complete segments of an assigned program or function; perform research and special projects for assigned area; implement and oversee program or task elements related to assigned function; assist managers with a broad range of reports, schedule and activities.

DISTINGUISHING CHARACTERISTICS:
The Administrative Assistant II performs a variety of activities involved in functional reporting, scheduling, special projects and a broad range of administrative tasks. The Administrative Assistant I performs one or more of the general clerical and administrative services essential to the operation of the program and/or department.  The Senior Administrative Assistant performs more complex analysis and reporting typically with College-wide or District-wide reports.

EXAMPLE OF DUTIES AND RESPONSIBILITIES:
Depending upon assignment, duties may include, but are not limited to, the following:

  1. Perform a variety of complex administrative and program support activities as directed by an assigned manager.
  2. Prepare and monitor reports based on special projects; research and analyze topics related to assigned program; develop and analyze data.
  3. Organize and direct an assigned part of a program or activity on an on-going basis; lead others as necessary to accomplish program or functional objectives.
  4. Serve as a resource to others for data, research, special projects, schedules and other information pertaining to the assigned area.
  5. Operate a computer utilizing standard and functional-related software and a variety of office equipment.
  6. Operate one or more aspects of a program reporting periodically to an assigned administrator to resolve issues, provide reports, and assure program objectives and policies are properly implemented; train others as assigned; coordinate daily operations.
  7. Maintain records regarding assigned activities; coordinate schedules, integrate activities with other parties-at-interest and schedule facilities; maintain confidential records.
  8. Assist students, parents and others regarding eligibility forms; provide information to the public; interact with broad constituencies to coordinate, facilitate and communicate assigned activities.
  9. Participate in and oversee financial records; monitor budgets.
  10. Design and write promotional materials, correspondence, reports and other documentation.
  11. Perform related duties as assigned.

EMPLOYMENT STANDARDS:

Knowledge of:

  1. Organization, rules, regulations and programs related to an assigned office or function.
  2. Applicable sections of State Education Code and other applicable laws. 
  3. District organization, operations, policies and objectives. 
  4. Operation of a computer terminal and data entry techniques. 
  5. Financial and statistical record-keeping techniques. 
  6. Basic budget monitoring and control.
  7. Modern office practices, procedures and equipment. 
  8. Telephone techniques and etiquette. 
  9. Correct English usage, grammar, spelling, punctuation and vocabulary. 
  10. Interpersonal skills using tact, patience and courtesy. 

Ability to:

  1. Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff.
  2. Perform a variety of administrative and program support activities.
  3. Develop and analyze data.
  4. Perform complete segments of an assigned program or function.
  5. Perform research and special projects for assigned area.
  6. Implement and oversee program or task elements related to assigned function.
  7. Assist managers with a broad range of reports, schedule and activities.
  8. Analyze situations accurately and adopt an effective course of action. 
  9. Compose independently or from oral instructions letters, memos, or other materials.
  10. Read, interpret, apply and explain rules, regulations, policies and procedures. 
  11. Maintain records and prepare reports. 
  12. Communicate effectively both orally and in writing. 
  13. Meet schedules and time lines. 
  14. Add, subtract, multiply and divide quickly and accurately. 
  15. Establish and maintain cooperative and effective working relationships with others. 
  16. Work confidentially with discretion. 

EDUCATION AND EXPERIENCE:
Any combination equivalent to:

  1. Associate’s degree in a related field.
  2. Three (3) year of related work experience.

LICENSES AND OTHER REQUIREMENTS:

  • Some positions in this class may be required to speak, read and write in designated second language.

WORKING CONDITIONS:

Environment:

  1. Office environment.
  2. Constant interruptions.

Physical Abilities:

  1. Hearing and speaking to exchange information in person and on the telephone as well as making presentations.
  2. Dexterity of hands and fingers to operate a computer keyboard.
  3. Seeing to read various materials.
  4. Standing for extended periods of time.
  5. Reaching overhead, above the shoulders and horizontally.
  6. Bending at the waist, kneeling or crouching.
  7. Lifting, carrying, pushing or pulling objects up to 30 lbs.

APPLICATION PACKET: 

  1. A District on-line application on http://hr.fhda.edu/careers/. *In the application, you will provide information that demonstrates your understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff. Additionally, you will be asked to explain how your life experiences, studies or work have influenced your commitment to diversity, equity and inclusion.   
  2. A cover letter addressing your qualifications for the position.   
  3. A current resume of all work experience, formal education and training. 

For full-consideration, all required application materials must be included in your application packet and must be received by 11:59 pm on the closing date.  We are unable to accept additional, non-required materials, such as reference letters. Please allow yourself ample time to complete your application and resolve any technical difficulties that may arise with your submission. You may also visit our “Applicant Information” to assist with technical difficulties at: http://hr.fhda.edu/careers/a-applicant-instructions.html. We cannot guarantee a response to application questions within 48 hours of the closing date.   CONDITIONS OF EMPLOYMENT: Position: Full-Time, Permanent, 12-months per year Starting date:  As soon as possible upon completion of the search process. Excellent benefits package which includes medical coverage for employee and eligible dependents, dental, vision care, employee assistance program, long term disability, retirement benefits and basic life insurance. For information on our benefits package that includes medical for employees and dependents, visit our web site: http://hr.fhda.edu/benefits/index.html.  In addition, the District is a participating member of the California Public Employees' Retirement System (CalPERS) and the successful applicant would be a member of the Association of Classified Employees (ACE) Union.  The current union agreement can be found online at: http://hr.fhda.edu/_downloads/2018-2021%20ACE%20Agreement.pdf. We are happy to assist individuals with disabilities who require reasonable accommodations to complete the employment process, provided that you notify Employment Services no later than the closing date of the announcement. The successful applicant will be required to provide proof of authorization to work in the U.S. The Foothill-De Anza Community College District does not reimburse applicants for travel, lodging or any other costs incurred by applicant to attend interviews.  All interviewing costs incurred will be the responsibility of the applicant. For more information about our application process contact: Employment Services Foothill-De Anza Community College District 12345 El Monte Road Los Altos Hills, California 94022 Email: [email protected] http://hr.fhda.edu/ 

 

 

 

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Job No:
Posted: 4/2/2021
Application Due: 7/1/2021
Work Type: Full Time
Salary: