Executive Assistant to the Board of Trustees

Job description

Executive Assistant to the Board of Trustees

Rancho Santiago Community College District

Salary Range: Grade K: $78,286.50 - $82,200.82 - $86,313.50 - $90,650.99 - $95,186.87 - $99,946.22 - $104,943.53/yearEffective 07/01/2021: Grade K: $80,635.10 - $84,666.84 - $88,902.91 - $93,370.52 - $98,042.48 - $102,944.61 - $108,091.84/year

Job Type:

Job Number: CL21-00043

Location: Santa Ana, CA

Division: Chancellor's Office

Closing: 6/16/2021 5:00 PM Pacific

Job Description

Under general direction of the Chancellor, compiles Board agenda, coordinates Board meeting arrangements, maintains official records and correspondence of the Board of Trustees; provides clerical and secretarial support to the Chancellor and Board members for Board related matters; performs related duties and responsibilities as required.

Serves as recording and executive secretary to the seven-member Governing Board. Coordinates and oversees the compilation, production and distribution of the agenda and minutes of the Board of Trustees. Prepares and posts meeting notices in compliance with state law (Brown Act) and board policy. Attends meetings of the Board of Trustees and its committees and records actions taken. Coordinates the follow up of Board meetings requiring the preparation of meeting summaries, correspondence, public notices and other documentation as appropriate. Responds to inquiries and complaints from the public, faculty, staff and students regarding Board of Trustees meetings, agendas and public hearings. Coordinates travel, hotel and conference arrangements for Board; performs a variety of confidential and executive duties for Board members as authorized by the Chancellor.

This class reports to the Chancellor and serves as recording secretary for Board meetings and as executive secretary to Board members.

Job Qualifications

Training and ExperienceAny combination of training and experience equivalent to one year of college level training in office management or similar fields and six years of responsible office and secretarial experience, including two years of experience equivalent to Administrative Secretary or Executive Secretary in this District/College. Experience working in a public/educational agency in support of locally elected officials is desirable. Knowledge and AbilitiesThorough Knowledge of: English, grammar, spelling, and filing; modern office methods, procedures, terms and equipment; office management practices; principles and practices of training, supervision and coordination of office workers; principles of record keeping and data compilation, principles of public relations related to office operations. Knowledge of: the State Education Code, Government Code, Robert's Rules of Order, as well as District Rules, Regulations, and Policies. Ability to: do a wide variety of difficult and complex office work involving independent judgment; adapt office procedures and details to changing needs and requirements; compile statistical data and information for reports; effectively meet the public in situations requiring tact, poise, and understanding; utilize good judgment and discretely handle matters of a sensitive or confidential nature; follow oral and written directions; read, understand, apply and explain technical policies and materials; work cooperatively and effectively with instructors, administrators, and public; organize an office involved in multiple programs; operate a computer workstation. Skills: Must complete keyboarding, secretarial (editing/proofreading & business letter: compose/edit) and software skill evaluation. Screening Committee will use results as one of the selection criteria. SKILLS EVALUATIONIn order to be considered for this position, an applicant will need to take a skills evaluation test on or before the closing date. The results to the skills evaluation will be provided to the applicant within five (5) business days and the results will be valid for six (6) months from the date of the test. To schedule an appointment, applicant will need to contact Human Resources at (714) 480-7350. It is the responsibility of the applicant to make this appointment. SELECTION CRITERIAApplication Screening In addition to the requirements and responsibilities listed, the following criteria will be considered in selecting candidates for interviews:

  • Education experience (breadth and depth)
  • Work experience (breadth and depth)
  • Demonstrated leadership capabilities
  • Program development
  • Community involvement
  • Demonstrated experience in working with a diverse socio-economic community
  • Demonstrated ability to work cooperatively with others
Based upon the information presented on the application materials, a limited number of candidates with qualifications most pertinent to the position will be invited to participate in the selection process, which may include a written test and oral interview. Interview Applicants selected for an interview may be required to take additional tests or assessments and will be notified of such prior to the date of the interview. During the oral session, those selected for interviews will, in addition to the above, also be evaluated on the following factors:
  • Oral communication skills
  • Presentation
  • Problem solving skills
  • Successful teaching, problem solving or performance demonstration
  • Writing skills/demonstration
A predetermined set of questions will be asked of all applicants interviewed. Applicants are requested to provide thorough yet concise information on their related experience to ensure correct evaluation of their qualifications. Evaluation criteria will be applied consistently to all applicants. Method of Application For consideration in the selection process, interested persons must complete the RSCCD application and upload all required documents online by the specified closing date for the position. Please upload the following application materials in the appropriate boxes with your online application by the closing date:
  • Resume (Required)
  • Cover Letter (Required)
Pre-Employment Requirements Candidates selected for employment will be required to provide current verification of a negative TB test or chest x-ray, complete the district's fingerprinting process, and bring proof of their legal right to work in the United States. Cost of TB testing, fingerprinting and the fee for criminal record check will be paid for by the candidates. The Rancho Santiago Community College District is an equal employment opportunity employer and prohibits discrimination and harassment based on ethnic group identification, national origin, religion, age, sex, race, color, ancestry, sexual orientation, physical or mental disability, gender identity, medical condition (cancer-related or genetic characteristics), marital status, citizenship, or service in the uniformed services, or on the basis of these perceived characteristics or based on association with a person or group with one or more of these actual or perceived characteristics. The District will make reasonable accommodations for applicants with disabilities. Applicant should contact the Human Resources Office for assistance.

To apply, please visit https://www.governmentjobs.com/careers/rsccd/jobs/3084467/executive-assistant-to-the-board-of-trustees


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Job No:
Posted: 6/1/2021
Application Due: 7/31/2021
Work Type: Full Time