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ADMINISTRATIVE ASSISTANT
San Jose/Evergreen Community College District
Close/First Review Date: 02/26/2023
Campus Location: District Office
Position Description:
POSITION SUMMARY
The Administrative Assistant reports to the Supervisor of the Chancellor's Office at the District Office. The work schedule is 12 months per year; Monday - Friday; 8:00 a.m. to 5:00 p.m.
This is a Confidential position.
POSITION PURPOSE
Under general supervision, this position provides responsible and efficient secretarial and administrative support to Chancellor's Office and Board Services as well as secretarial functions in support of the assigned department. Incumbent assigned in this classification is exposed to sensitive information with respect to employer-employee relations during negotiation process and is designated as Confidential classification.
NATURE and SCOPE
This position provides basic administrative support to the head of a department with responsibility for various programs and functions; performs clerical, standard and advanced office operational tasks; ensures smooth running of the office, works independently, and coordinates various communications and activities among the Administrator, Department and District staff, vendors and the public.
KEY DUTIES and RESPONSIBILITIES
1. Exercise judgment, in accordance with parameters set by manager, in relieving administrator of actions not requiring his/her immediate attention.
2. Screen telephone calls, incoming mail, publications, and other correspondence.
3. Respond to routine and inquiries using standardized formats, and using judgment to refer unusual or complex inquiries to supervisor.
4. Receive visitors and callers, providing information as requested and resolving conflicts, and referring callers to proper administrator or department as appropriate.
5. Maintain calendar and appointments of supervisor, including lodging and travel arrangements.
6. Serve as secretary to committees, prepare agendas, take and transcribe minutes, collect and distribute materials and information.
7. Maintain accurate and detailed calendar of events, due dates, and schedules as they relate to assigned areas and services to ensure proper tasks and activities occur as scheduled.
8. Assist in the preparation of departmental reports by gathering, organizing, and summarizing information from a variety of sources.
9. Monitor budget for multi-source budget account, compile and prepare information for budget development.
10. Generate, receive and maintain confidential and sensitive files, information and reports and ensure security of files.
11. Implement District policies and procedures relating to the assigned area, researching difficult questions pertaining to policies and procedures as needed.
12. Plan, assign and participate in the work of the office including training and directing the work of hourly employees or student help.
13. Relieve supervisor of routine personnel, budget and payroll functions.
14. Conduct special projects as assigned related to development of departmental administrative services.
15. Open, sort and distribute mail; identify priority items.
16. Order and maintain adequate supplies as required.
17. Perform other related duties as assigned.
EMPLOYMENT STANDARDS
Knowledge of:
1. Organization, time management and standard office procedures.
2. The use of the English language for editing and composing written communications, spelling, grammar and punctuation.
3. Modern office methods and equipment including computer terminal and word processing applications.
4. Record keeping principles and procedures.
5. Business accounting and mathematics.
6. Acceptable business and office etiquette.
Skills and Abilities to:
1. Maintain confidentiality of sensitive information.
2. Explain policies, rules and regulations.
3. Work independently in the absence of supervision.
4. Determine work priorities, work independently and follow through on tasks.
5. Communicate clearly both orally and in writing.
6. Analyze situations carefully and adopt effective course of action.
7. Effectively communicate and interact with persons of diverse backgrounds and abilities.
8. Establish and maintain cooperative working relationships with those contacted during the course of work.
Required Qualifications:
EDUCATION AND EXPERIENCE
1. Equivalent to completion of the twelfth grade including or supplemented by specialized administrative or secretarial training and/or college level course work.2. Two years of administrative clerical experience involving heavy public contact and primary support to an individual or department.
Desired Qualifications:
1. Bilingual abilities, desirable.
Districts Diversity Requirements
Salary Range:
$68,538 - $87,716 Annual Salary (Range C90: Confidential Salary Schedule Fiscal Year 2022-2023). Starting placement is generally at Step 1.
Benefits:
Excellent fringe benefit package includes a pension, medical, dental, vision, EAP (employee assistance plan) and life insurance for employee and eligible dependents, and income protection. Voluntary plans include supplemental life insurance, Flexible Spending Accounts, 403b and 457 Deferred Compensation Accounts. Confidential positions also include 22 vacation days, 12 sick leave days, 6 administrative leave days and 19 paid holidays per year.
To be considered for this position please visit our web site and apply on line at the following link: https://sjeccd.peopleadmin.com/
About San Jose/Evergreen Community College District
The District is represented by dedicated and talented employees who are passionate about providing our student population with the best educational experience possible. The District recognizes that cultural diversity in the academic environment promotes academic excellence; fosters cultural, racial and human understanding; provides positive roles models for all students, and creates an inclusive and supportive educational and work environment for its employees, students, and the community it serves.
As of fall 2017, with enrollment of approximately 18,500 per semester, and an extremely diverse student population (Hispanic/Latino 44%, Black/African-American 4%, Asian/Pacific Islander 32%, American Indian/Native American 0.5%, White/Caucasian 11%) attaining educational goals reflecting 45% - AA Degree and Transfer to a 4-Year College/ University, the Districts emphasis on student success makes it a recognized educational leader in the State.
The District encourages a diverse pool of applicants to serve as colleagues to an existing diverse group of managers, supervisors and confidential staff consisting of 29 % Hispanic/Latino, 13% Asian/Pacific Islander, 7% Black/African American, 23% White/Caucasian, and as well as encouraging applications from all qualified, outstanding applicants.
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