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Senior Administrative Assistant - EXTENDED

Company: The South Orange County Community College District
Location: Tustin
Posted on: September 23, 2022

Job Description:

Senior Administrative Assistant - EXTENDED

Advanced Technology and Education Park

Hours Per Week: 40

Percentage of Employment: 100%

Months of Employment: 12

Salary: $5,055 per month

Required Documents: Resume and Cover Letter

Job Description: C.S.E.A Classified Bargaining Unit Salary Range - 127

Initial Screening Date: September 15, 2022

Application materials must be received by 11:59 pm on September 15, 2022

Distinguishing Characteristics:

This classification is distinguished from other levels of the Administrative Assistant series in that the Senior Administrative Assistant is the experienced, journey-level classification of the series. Incumbents are assigned to perform the full range of complex administrative support, secretarial, and clerical duties independently for 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 must be fully aware of the operating procedures and policies of the work unit.

Ability to:

--- Understand the organization and operation of the assigned division and/or department as necessary to assume assigned responsibilities.

--- Understand, interpret, and apply administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances.

--- Perform responsible and difficult administrative duties involving the use of independent judgment and personal initiative.

--- Oversee and participate in the management of the administrative functions and operations of the assigned office.

--- Establish, review, and revise office work priorities.

--- Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.

--- Use sound judgment in recognizing scope of authority.

--- Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.

--- 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.

--- 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.

--- Participate in the preparation and administration of assigned budgets.

--- Use correct English usage, grammar, spelling, punctuation, and vocabulary.

--- Research, compile, analyze, and interpret data.

--- Prepare a variety of clear and concise administrative and financial reports.

--- Implement and maintain filing systems.

--- Independently compose and prepare correspondence and memoranda.

--- Plan, schedule, direct, coordinate, and review the work and performance of assigned staff in a manner conducive to proficient performance and high morale.

--- 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 independently and effectively in the absence of 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 two years of college level course work or specialized training in public administration, business administration, secretarial science, or a related field.

Experience:

Three years of increasingly responsible experience as an administrative assistant or secretary, preferably in an administrative office of a public agency or in an educational environment, including some experience in a lead capacity.

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.

SPECIAL COVID-19 NOTICE:

Interviews may be held in-person (following all necessary precautions) or in a virtual format. Employees must reside in California while employed with the South Orange County Community College District (SOCCCD), even during remote work. Thank you for your continued interest in working at the SOCCCD.

The SOCCCD is committed to protecting the health and wellbeing of students, faculty, staff, administrators, and the communities it serves. The Board of Trustees voted to require COVID-19 vaccinations for all students, employees, and volunteers with allowances for medical exemptions and sincerely held religious beliefs as defined by law. More information can be found on our District website by visiting

SOCCCD IS AN EQUAL OPPORTUNITY EMPLOYER

Job Requirements:
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:

--- Operational characteristics, services, and activities of the functions, programs, and operations of the assigned division or department.

--- Pertinent federal, state, and local laws, codes, and regulations including applicable sections of the State Education Code and other legal requirements related to area of assignment.

--- Work organization and office management principles and practices.

--- Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.

--- Processes, procedures, and practices of budget preparation and administration.

--- Principles, practices, and procedures of business letter writing.

--- Principles and procedures used in complex, inter-related record keeping.

--- Principles and practices used to establish and maintain files and information retrieval systems.

--- Principles, practices and procedures of complex fiscal, statistical, and administrative research and report preparation.

--- Statistical procedures and mathematical concepts.

--- Principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.

--- Principles and practices of providing training, work direction, and guidance to lower-level office staff and student workers.

--- English usage, grammar, spelling, punctuation, and vocabulary.

Keywords: The South Orange County Community College District, Tustin , Senior Administrative Assistant - EXTENDED, Administration, Clerical , Tustin, California

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