Executive Assistant to the Board of Trustees

Employer
Los Angeles Community College District
Location
California, United States
Salary
$6,559.00 - $8,126.00
Posted
May 12, 2021
Employment Level
Administrative
Employment Type
Full Time

The Los Angeles Community College District (LACCD) invites applications for the position of Executive Assistant to the Board of Trustees. This position performs a variety of highly responsible and confidential administrative support duties for the members of the Board of Trustees. An incumbent is required to use a considerable degree of independence, discretion, and tact, and exercise sound judgement in the performance of duties.


MONTHLY SALARY: $6,559 - $8,126

*Salary Information is based on a full-time, 12-month position

 

MINIMUM REQUIREMENTS FOR ACCEPTANCE OF AN APPLICATION:

 

Education and Experience:

An associate degree or its equivalent from a recognized college or university preferably with a major in computer applications and office technologies (CAOT), business administration, or a related field AND five years of full-time paid experience providing administrative assistance to an executive or administrator. Qualifying experience must have also included use of computer software such as word processing and spreadsheet. Experience working with elected officials is desirable.

 

Special:

A valid "Class C" California driver's license is required. Travel to locations throughout the District is required.


For a complete job description including the Knowledge, Skills, and Abilities associated with the position please visit our website.


TYPICAL DUTIES

Assists members of the Board of Trustees by assuming responsibility for administrative details involving a combination of the following duties:

 

Explains and provides information regarding Board of Trustees rules, Board of Trustees actions, regulations, policies, procedures, and precedents to staff, representatives of other jurisdictions, and the public.

 

Acts as a liaison between members of the Board of Trustees and District administrative staff on matters related to the status of information requests, the scheduling of meetings and events, and the coordination of other staff/Board of Trustees activities.

 

Attends meetings of the Board of Trustees throughout the District to coordinate set-up, recording equipment, take roll calls, attend to requests from the public, and provide administrative assistance to Board members.

 

Screens telephone calls and visitors to the Board of Trustees Office for urgency and nature of business; refers calls and visitors to appropriate staff/offices or personally responds to routine inquiries.

 

Prepares and edits resolutions, and correspondence, agendas, memoranda, reports, and other related materials using a variety of software applications.

 

Keeps members of the Board of Trustees apprised of important matters arising in their absence and directs their attention to significant correspondence or matters requiring their attention.

 

Posts official notices of meetings in accordance with applicable laws and regulations.

 

Receives office mail and reviews items for nature of business and urgency; directs items to members of the Board of Trustees and/or appropriate staff or personally responds to routine matters.

 

Distributes public documents such as meeting agenda, speakers' lists, and meeting minutes to District staff and other interested parties.

 

Assembles meeting materials for members of the Board of Trustees.

 

Provides members of the Board of Trustees with information on rules, regulations, parliamentary procedures, and customs regarding the conduct of Board of Trustees and committee meetings.

 

Prepares or edits prepared minutes for regular and special meetings of the Board of Trustees and its committees and oversees their posting/distribution.

 

Establishes and maintains the clerical processing and procedures of the Board of Trustees Office

 

Searches records, compiles, and organizes a wide variety of information requested by members of the Board of Trustees.

 

Schedules appointments, meetings, and other commitments for individual members of the Board of Trustees.

 

Drafts and/or edits correspondence such as letters, memoranda, personal acknowledgements, routine reports, and other materials based on verbal instructions or upon own initiative using word processing, spreadsheet, and desktop publishing software.

 

Reviews outgoing correspondence, reports, and publications for grammar, sentence structure, format, attachments, continuity of text, and compliance with applicable laws, rules, and procedures.

 

Maintains business files for individual members of the Board of Trustees.

 

Contacts public agencies, public officials, and members of the public on behalf of the members of the Board of Trustees.

 

Submits a statement of Board of Trustees appointment(s) to the Secretary of State when new appointments are made.

 

Assists in orienting new members of the Board of Trustees by providing information on Board meetings and the business practices, procedures, and activities of the Board of Trustees Office.

 

Assists in the training and provides guidance to the student member of the Board of Trustees in the protocol of Board of Trustees membership and basic business practices and procedures.

 

Prepares and processes accounting, budgeting, and purchasing documents related to operations and activities of the Board of Trustees Office.

 

Maintains the time-keeping records of the members of the Board of Trustees.

 

Makes transportation, hotel, business and social arrangements for members of the Board of Trustees traveling on District business and prepares and processes expense reimbursement claims for members of the Board of Trustees.

 

Processes room requests for the Board and Hearing rooms and provides assistance to the attendees on an as-needed basis.

 

Supervises and trains the clerical staff assigned to the Board of Trustees Office.

 

Performs related duties as assigned.


VACANCIES

 

A vacancy currently exists in the Board of Trustees Office at the District Office, 770 Wilshire Boulevard, Los Angeles, CA 90017. The hiring list established by this examination will be used to fill future vacancies as they occur during the life of the list. 

 

BENEFITS

 

  • Medical and dental insurance and vision care plans are provided for employees and their dependents.
  • A $50,000 life insurance policy is provided free of charge for each employee.
  • 12 full-pay days and 88 half-pay days of illness leave.
  • At least 15 paid holidays per year.
  • Vacation days accrue annually beginning at 10 days and increasing incrementally to 24 days depending on years of service with the District.  Vacation days for management and confidential positions begin at 15, 20, or 24 days.
  • Other paid time off includes: bereavement leave, personal necessity leave, court subpoena, and jury duty.
  • Employees become members of the Public Employees Retirement System.  The employee contribution rate is 6 percent.  The District also contributes to the retirement system.  Employees are also covered by Social Security.
  • Employee Assistance Program


EXAMINATION PROCESS

 

The examination process may consist of a training and experience evaluation or oral interview.

ACCOMMODATION

 

Individuals protected by the Americans with Disabilities Act (ADA) may request, orally or in writing, an accommodation in the examination process. Documentation of the need for accommodation is required solely for the purpose of establishing that the applicant has an ADA disability and that the disability necessitates a reasonable accommodation. Typically, a recent letter from an appropriate health care or rehabilitation professional which establishes that the applicant has an ADA qualifying disability, identifies the functional limitations as they relate to the testing situation, and recommends/suggests the appropriate accommodation is sufficient.  In order for appropriate arrangements to be made at the testing site, a request for accommodation and required documentation must be received by the Examiner of Record at least 3 days prior to the administration of the test.

HOW TO APPLY and DEADLINE

 

Apply Online at

 

https://www.jobapscloud.com/LACCD/default.asp

 

Completed applications must be submitted through our online employment system by 4:00 P.M. on FRIDAY, MAY 28, 2021.  Resumes will not be accepted in lieu of an application.  For a listing of other job opportunities with the Los Angeles Community College District, call our 24-hr job hotline, or refer to our Web Page. 


 

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