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Administrative Assistant, Categorical, part-time (One or more positions) Adult Education, Saddleback College job in Mission Viejo

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California (CA), Mission Viejo
Employer:  South Orange County Community College District
Job Ref:  644981306
Country:  United States
City:  Mission Viejo
State:  California (CA)
Employment in this position is contingent on ongoing categorical funding from the Adult Education/K-12 Partnership Grant.

Under general supervision from the Associate Director of Adult Education explains Adult Education Programs to adult students, prepares and sends correspondence to students, and works with various vendors to plan for and order classroom materials and supplies. This positions also performs general administrative, secretarial, and clerical assistance duties in support of assigned program and administrative, academic, and classified staff, students, and the public; OR may serve as secondary administrative support for a larger business, instructional, or student services division such as an instructional division office. May receive technical training and work direction from an academic bargaining unit program supervisor, an executive assistant, or a higher-level administrative assistant.

Distinguishing Characteristics:
This classification is distinguished from other levels of the Administrative Assistant series in that the Administrative Assistant is the intermediate-level classification of the series. Incumbents are assigned to perform a wide range of administrative support, secretarial, and clerical duties independently for a single-function program area or to provide secondary support to a large/complex business, instructional, or student services program. Incumbents at this level typically receive instruction or assistance only as new or unusual situations arise, and should be aware of the operating procedures and policies of the work unit upon completion of the probationary period.

Representative Duties:
The duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. Please see Job Duties for details.

Knowledge of:
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Principles, practices, and procedures of business letter writing.
Principles and practices used to establish and maintain files and information retrieval systems.
Principles, practices and procedures of fiscal, statistical, and administrative record keeping.
Principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.
Basic mathematical concepts.
Basic research methods and techniques.
Work organization and basic office management principles and practices.
English usage, grammar, spelling, punctuation, and vocabulary.

Ability to:
Learn and understand the organization and operation of the assigned division and/or department as necessary to assume assigned responsibilities.
Learn, understand, interpret, and apply administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances.
Perform a range of administrative, secretarial, and clerical duties involving the use of independent judgment and personal initiative.
Compile information and write reports, business correspondence, and procedure manuals using correct English usage, grammar, spelling, punctuation and vocabulary.
Respond to requests and inquiries from students, staff, or the public; effectively present information in person or on the telephone to students, staff, or the public.
Use sound judgment in recognizing scope of authority.
Exercise good judgment and discretion in analyzing and resolving confidential, difficult, and sensitive situations.
Type or enter data at a speed necessary for successful job performance.
Take and transcribe dictation, if required by the position, at a speed necessary for successful job performance.
Research, compile, analyze, and interpret data.
Prepare a variety of clear and concise administrative and financial records.
Implement and maintain filing systems.
Independently compose and prepare routine correspondence and memoranda.
Train and provide work direction to others.
Establish, review, and revise office work priorities.
Plan and organize work to meet schedules and changing deadlines.
Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
Adapt to changing technologies and learn functionality of new equipment and systems.
Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
Work effectively with minimal supervision.
Work with and exhibit sensitivity to and understanding of the varied racial, ethnic, cultural, sexual orientation, academic, socio-economic, and disabled populations of community college students.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines:
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying.

Education/Training:
Equivalent to the completion of the twelfth grade supplemented by college-level coursework or specialized training in business administration, secretarial science, or a related field.

Experience:
Two years of increasingly responsible secretarial and clerical experience preferably in an administrative office of a public agency or in an educational environment.

License or Certificate:
A valid California driver's license and proof of insurability may be required for some positions to drive a District or personal vehicle to attend meetings or pick up/deliver documents or other materials.

Conditions of Employment:
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Work Environment:
Work is performed primarily in a standard office setting. Duties are typically performed at a desk or computer terminal; subject to noise from office equipment operation; frequent interruptions and contact in person and on the telephone with students, academic and classified staff, and others. At least minimal environmental controls are in place to assure health and comfort.

Physical Demands:
Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate to exchange information; and to occasionally travel to other offices or locations to attend meetings or to pick up or deliver materials. Vision: See in the normal visual range with or without correction. Hearing: Hear in the normal audio range with or without correction.

Additional Position Information:
Employment in this position is contingent on ongoing categorical funding from the Adult Education/K-12 Partnership Grant.

METHOD OF APPLICATION : Complete and submit an application online at http://jobs.socccd.edu login page. INCOMPLETE applications will not be considered.

ALL SECTIONS of the application must be completed including description of job duties and ALL supplemental questions. (do not state "see resume" and do not leave any blanks).
    1. List ALL relevant experience.
    2. Specify assignment details/job duties for each job listed on your application.
    3. Provide a minimum of three (3) professional references from either your current supervisor, previous supervisors, or colleagues and coworkers who can address your professional competency and practical skills.
    4. Please submit a resume and cover letter.

    All submitted materials become the property of the South Orange County Community College District and will not be returned, will not be copied, and will be considered for this position only. Applicant bears the sole responsibility for ensuring the application is complete when submitted. Any supporting application materials must reference the job opening ID number. "Please do not add photographs or confidential data (e.g. social security number, birth date, etc.) to your application package."

    DEADLINE FOR APPLICATION : Application must be posted to the position and materials must be received by the specified closing date. Applications and supporting documents received after the closing deadline will not be accepted. Applications submitted via fax or email will not be accepted.

    NOTICE TO ALL CANDIDATES FOR EMPLOYMENT : The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country.

    PLEASE NOTE : This position is under the California Public Employees Retirement System (CalPERS). Anyone retired from CalPERS accepting employment with this District will be required to reinstate as an active member of CalPERS. Please contact CalPERS for additional information on reinstatement to an active member. Additionally, any active member of California State Teachers Retirement System (CalSTRS), who accepts employment with this District to perform service that requires membership in the CalPERS, is eligible to elect to continue retirement system coverage under CalSTRS.

    Additional Classification Information:
    Position Specific Benefits:
    Part-time classified employees are offered 19 days of paid holiday time, plus sick, vacation and personal necessity leave. A mandatory retirement incentive program is provided through the California Public Employees Retirement System (CalPERS).

    Job Duties

    Job Duties

    Duties and Responsibilities
    Perform secretarial and administrative support duties for assigned administrator; relieve assigned administrator and other staff of a variety of clerical, technical, and administrative details.

    Duties and Responsibilities
    Perform administrative support duties to assist the administrator in meeting reporting requirements, functional responsibilities, and research objectives; coordinate the office work of the administrator; develop schedules related to division/department activities and services; review, update, and inform the administrator and others of essential timelines; coordinate the flow of activities through the office in relation to priorities and schedules; assure the timely completion of work in accordance with established policies, procedures, and standards.

    Duties and Responsibilities
    Utilize electronic technology to correspond with others and to maintain assigned calendars, schedules, and appointments; coordinate and arrange meetings; coordinate activities with other divisions and departments.

    Duties and Responsibilities
    Facilitate communications between assigned supervisor, other administrators, students, academic and classified staff, other offices, educational institutions, public agencies, and the general public; interact and relay information, questions, and decisions regarding administrator's area of assignment; prepare preliminary responses to correspondence for administrator's approval.

    Duties and Responsibilities
    Provide staff support to standing and ad hoc committees and other groups as assigned; attend meetings and take notes or record proceedings; prepare and distribute agendas, background materials, and minutes as appropriate.

    Duties and Responsibilities
    Assist supervisor in budget administration; track budget activity and resolve budget issues and problems; process and prepare time sheets for signature; post, monitor, and track invoices and other expenditures; process budget/expense transfers; prepare purchase requisitions, check requests, independent contracts, and claims for reimbursement of special funds related to assignment.

    Duties and Responsibilities
    Order office supplies and materials as directed; assure their timely receipt and storage; assure proper functioning of office equipment.

    Duties and Responsibilities
    Answer telephones and respond to routine questions and requests for information from administrative, management, academic, and/or classified staff and the general public; communicate information in person or by telephone where judgment, knowledge, and interpretation of policies and procedures are necessary.

    Duties and Responsibilities
    Train and provide work direction to assigned student workers, clerical assistants, and other staff as assigned.

    Duties and Responsibilities
    Establish and maintain complex, interrelated filing systems including confidential files; collect, compile, and record narrative, statistical, and financial data and other information; research and verify information as requested.

    Duties and Responsibilities
    Type, format, proofread, duplicate, and distribute a wide variety of correspondence, reports, notices, schedules, lists, forms, and other materials according to established procedures, policies, and standards; type from rough draft, verbal instructions, or transcribing machine recordings; compose correspondence related to area of assignment.

    Duties and Responsibilities
    Receive mail and identify and refer matters to the administrator in order of priority.

    Duties and Responsibilities
    Utilize various computer applications and software packages; maintain and generate reports from a database or network system.

    Duties and Responsibilities
    Operate office equipment including computer equipment, typewriter, calculator, copier, and facsimile machine.

    Duties and Responsibilities
    When assigned to an instructional division: may assist in the development of the schedule of classes; may participate in the process for the development of new courses/curriculum and/or program offerings and assist in keeping current programs up-to-date; may assist in coordinating the use of facilities assigned to the division; may assist with the process to audit and facilitate submission of grades and attendance records in accordance with guidelines and time schedules to meet established deadlines.

    Duties and Responsibilities
    Perform related duties as required.

    Documents Needed for Applying
    Required Documents
    1. Resume / CV
    2. Cover Letter
    Optional Documents
    1. Letter of Recommendation 1
    2. Other Doc

    Supplemental Questions

    Required fields are indicated with an asterisk (*).
    1. * Have you obtained education equivalent to the completion of the twelfth grade?
      • Yes
      • No
    2. * Is your education supplemented by college-level coursework or specialized training in business administration, secretarial science, or a related field?
      • Yes
      • No
    3. * Have you obtained at least two years of increasingly responsible secretarial and clerical experience?
      • Yes
      • No
    4. * Do you have experience working in an administrative office of a public agency or in an educational environment?
      • Yes
      • No
    5. * Do you have sufficient skill in speaking Spanish to explain Adult Education programs to adult learners?
      • Yes
      • No
    6. * Do you have experience maintaining confidentiality of sensitive information in a work environment?
      • Yes
      • No
    7. * List business software you have experience using on a regular basis and describe the documents, reports and/or communication you created.
      (Open Ended Question)
    8. * Describe your experience working with vendors to order textbooks, office equipment and classroom materials for multiple sites. How did you plan your orders and track receipt of supplies?
      (Open Ended Question)
    9. * Please describe any experience you have obtained in the field of Adult Education such as ESL Instruction Programs, Adults with Disabilities, High School Equivalency or Continuing Education. In your response, please provide the name of the organization/s you worked with, your job title/s and your specific job duties/responsibilities.
      (Open Ended Question)


09/13/17
ref: (644981306)
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