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Administrative Assistant lll (Confidential)

Employer
Santa Barbara City College
Location
California, United States
Salary
Salary Not specified
Posted Date
Nov 4, 2022
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Administrative Assistant lll (Confidential)

Salary: $66,285.00 - $80,752.00 Annually
Job Type: Full Time
Job Number: 039
Closing: 12/8/2022 11:59 PM Pacific
Location: Santa Barbara, CA
Department: Vice President Student Affairs

Basic Functions
Under the direction of a Vice President or Executive Vice President, perform a variety of highly skilled and complex secretarial and administrative assistant duties to relieve the Vice President or Executive Vice President of administrative and clerical detail; plan, coordinate and organize office activities and coordinate flow of communications, correspondence and information for the Vice President or Executive Vice President; prepare and maintain a variety of manual and automated records and reports; maintain confidentiality regarding issues related to negotiations and collective bargaining matters

DISTINGUISHING CHARACTERISTICS:
The Administrative Assistant III classification provides primary and complex secretarial support to a Vice President or Executive Vice President. Incumbents require thorough knowledge of division organization, operations, policies and procedures. The Administrative Assistant I classification provides primary support to a supervisor, manager, department chair of director of a small department. Incumbents relieve the assigned supervisor of administrative and clerical detail. The Administrative Assistant II classification performs varied and highly skilled administrative assistant duties requiring thorough understanding of a program, department or functional area. Incumbents provide primary secretarial support to a dean, assistant dean or director of a major College-wide function.

Representative Duties
ESSENTIAL DUTIES:
Perform a variety of highly skilled and complex secretarial and administrative assistant duties to relieve the Vice President or Executive Vice President of administrative and clerical detail; assure smooth and efficient office operations, and proper and timely completion of projects and activities; provide input to the Vice President concerning administrative time lines and priorities; plan, coordinate and organize office activities and coordinate flow of communications and information for the Vice President.

Serve as the primary secretary to the Vice President or Executive Vice President; provide public relations and communication services; initiate and receive telephone calls; take, retrieve and relay messages as needed; respond to requests, complaints and questions, representing the Vice President or Executive Vice President by phone and written communication; schedule and arrange appointments, conferences, in-services and other events.

Receive visitors, including administrators, staff, students and the public; provide assistance or direct to appropriate staff; exercise independent judgment in resolving various issues and conflicts; refer difficult issues to the administrator; interpret and provide technical information concerning Division operations and related standards, requirements, laws, rules, regulations, policies and procedures.

Compose, independently or from oral instructions, note or rough draft, a variety of materials such as inter-office communications, forms, letters, instructional materials, rosters, memoranda, surveys, announcements, bulletins, agenda items, lists, manuals, programs, certificates, schedules, catalogs, brochures, labels, fliers, notices, newsletters, bulletins, advertisements and other materials.

Compile information and prepare and maintain a variety of narrative and statistical records, logs and reports related to programs, projects, students, personnel, financial activity, budgets and assigned duties; establish and maintain filing systems; review, revise, edit, format and proofread a variety of documents and information.

Input and update a variety of data in an assigned computer system; establish and maintain automated records and files; initiate queries, develop charts and spreadsheets, and generate various computerized lists, reports and documents as required; assure accuracy of input and output data.

Research, compile and verify a variety of data and information; compute statistical information for various reports; process and evaluate a variety of forms, applications and paperwork; duplicate, assemble, distribute, collect, verify and assure accuracy and completeness of various documents.

Coordinate, schedule and attend a variety of meetings as assigned; prepare and send out notices of meetings; compile and prepare agenda items and other required information and materials for meetings and other events; take, transcribe and distribute minutes as directed.

Perform a variety of clerical accounting duties in support of Division activities; process and monitor funds for income and expenditures; assist in assuring expenditures to do not exceed established budget limitations; calculate, prepare and revise accounting, grant and budgetary data; balance and reconcile assigned accounts and budgets; initiate transfers as directed.

Develop, implement and perform special projects and prepare various forms and reports on behalf of the Vice President or Executive Vice President; attend to administrative details on special matters as assigned; monitor and keep the administrator current concerning progress of office projects and activities.

Monitor inventory levels of office and designated supplies; order, receive and maintain appropriate levels of inventory; contact vendors to research and coordinate purchases; prepare and process purchase orders, invoices and requisitions and arrange for payments; assist in preparing, processing and monitoring progress of projects and activities related to contracts as assigned.

Communicate with personnel, various outside agencies, students and the public to exchange information, coordinate activities and resolve issues or concerns; communicate in a designated second language as assigned by the position.

Operate a variety of office equipment including a calculator, copier, fax machine, typewriter, computer and assigned software; perform minor maintenance and repairs on equipment as directed; arrange for equipment maintenance and repairs as needed.

Receive, sort and distribute mail as required; compose replies independently or from oral direction; prepare and distribute informational materials and bulk mailings; contact others to request documents as needed.

Develop and implement office procedures to enhance efficiency of office operations; create office forms which facilitate work flow; assist the Vice President or Executive Vice President with the implementation of policies and procedures as directed.

Maintain appointment and activity schedules and calendars for the administrator; coordinate travel arrangements and hotel reservations as required; reserve facilities, equipment, services and supplies for meetings and other events as needed.

Process reimbursement claims as assigned; collect, deposit and account for various monies and fees as required.

Train and provide work direction and guidance to student workers and designated staff as assigned; assist with recruitment activities as directed.

Update and maintain website information as directed.

Maintain access to documents, information and discussions relating to collective bargaining
activities; prepare information used in collective bargaining strategies as requested; participate in or take and prepare minutes for collective bargaining team; maintain confidentiality regarding issues related to negotiations and collective bargaining matters.

OTHER DUTIES:
Perform related duties as assigned.

Education and Experience
Any combination equivalent to: graduation from high school supplemented by college-level course work in secretarial science or related field and four years increasingly responsible secretarial or administrative assistant experience involving frequent public contact.

Sensitivity to and understanding of the diverse academic, socio-economic, cultural, disability, and ethnic backgrounds of Community College Students.

LICENSES AND OTHER REQUIREMENTS:
Some incumbents in this classification may be required to read, write and speak English and a designated second language.

PREFERRED QUALIFICATIONS

Strong experience working in a senior, confidential level, executive or administrative assistant position.
Strong organizational skills.
Strong technology skills, including utilizing Google applications, combined with the ability to confidently embrace new technologies.Experience working with sensitive and confidential personnel or organizational matters.
Experience working for and interacting with executive level administrators in educational institutions or other equivalent experiences in public and/or private sectors.
Basic principles of departmental budget transactions and documentation.Strong customer service experience including managing difficult situations and successful experience working with diverse populations. Public agency or governing board support experience to include the development of agendas, reports, and minutes.
Strong commitment to student centered, equity focused service.Bilingual: Spanish/English
WORKING HOURS:
Monday-Friday 8:00am - 4:30pm

Hours may vary, 12 months per year, plus fringe benefits; 6 month probation period. All work schedules and work assignments are subject to change based on the needs of the college.

SALARY INFORMATION:
The current salary schedule range for the Administrative Assistant III (Confidential) is Salary Table 29, Range 34 $63,129-$71,427. Nine step salary range continues to a maximum of $76,907. There is a 5% differential for Confidential positions. Initial salary placement based on experience with annual advancement to the next higher step.

Knowledge and Abilities
KNOWLEDGE OF:
College organization, operations, policies and objectives.
Policies and objectives of assigned programs and activities.
Applicable laws, codes, regulations, policies and procedures.
Modern office practices, procedures and equipment.
Record-keeping and filing techniques.
Business letter and report writing, editing and proofreading.
Methods, procedures and terminology used in clerical accounting work.
Telephone techniques and etiquette.
College standards and requirements related to assigned Division and activities.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Interpersonal skills using tact, patience and courtesy.
Operation of a computer and assigned software.
Oral and written communication skills.
Record retrieval and storage systems.
Basic public relations techniques.
Mathematic calculations.

ABILITY TO:
Perform a variety of highly skilled and complex secretarial and administrative assistant duties to relieve the Vice President or Executive Vice President of administrative and clerical detail.
Plan, coordinate and organize office activities and coordinate flow of communications,
correspondence and information for the Vice President or Executive Vice President.
Assure smooth and efficient office operations.
Interpret, apply and explain laws, codes, rules, regulations, policies and procedures.
Perform a variety of clerical accounting duties in support of assigned activities.
Type or input data at an acceptable rate of speed.
Understand and resolve issues, complaints or problems.
Answer telephones and greet the public courteously.
Communicate in a designated second language as assigned by the position.
Complete work with many interruptions.
Compile and prepare comprehensive reports concerning a broad spectrum of subject matter.
Compose effective correspondence independently.
Maintain a variety of records, logs and files.
Utilize a computer to input data, maintain automated records and generate computerized reports.
Establish and maintain cooperative and effective working relationships with others.
Meet schedules and time lines.
Work independently with little direction.
Communicate effectively both orally and in writing.
Determine appropriate action within clearly defined guidelines.
Add, subtract, multiply and divide with speed and accuracy.

WORKING CONDITIONS:
ENVIRONMENT:
Office environment.
Constant interruptions.

PHYSICAL DEMANDS:
Dexterity of hands and fingers to operate a computer keyboard.
Hearing and speaking to exchange information in person and on the telephone.
Sitting or standing for extended periods of time.
Seeing to read a variety of materials.
Bending at the waist, kneeling or crouching to file materials.
Reaching overhead, above the shoulders and horizontally

GENERAL REQUIREMENTS (Upon Offer of Employment):
  • The selected candidate must be fingerprinted and tested for tuberculosis prior to the start of employment.
  • The Immigration Reform and Control Act of 1986 requires verification of identity and the right to work in the United States.
  • Selected candidates must be able to perform essential functions of the position with or without reasonable accommodations.
  • Proof of college coursework or degrees indicated will be required of selected candidates.
  • All offers of employment are subject to approval by the Board of Trustees.

REQUIRED APPLICATION DOCUMENTS:

(The following required documents must be submitted electronically via the online application system.)
  1. Online District Application form at https://www.schooljobs.com/careers/sbcc
  2. Within the online application is a required supplemental question on diversity. The committee will be reviewing your answer as part of the screening process. Please take your time and answer the question thoroughly.
  3. Letters of reference are not required for this recruitment. Please do not submit reference letters within your online application.
  4. Within the online application, there is a required section to list five references. These references will be contacted if you are selected as a finalist for the position. These references should be able to critically assess your work qualifications and job performance


Additional Instructions:
If you experience technical difficulties attaching any of your documents electronically, please contact Human Resources for instructions. If you do not have a scanner, there are commercial facilities available to assist you with this process. All required documents must be submitted with your electronic application by the application deadline or your application will be considered incomplete and will not be considered.


Application Procedure:
To be considered for this position, a complete online application including all required application documents (listed above) must be submitted via
https://www.schooljobs.com/careers/sbcc by the application deadline (please see instructions to applicants). It is important that the online District Application form (Item #1) be complete and specific to fully indicate the education, experience and other qualifications of the applicant. "See Resume" is not acceptable.

If you apply for more than one position, copies of all the required documents must be attached separately for each position. Applications and all documents submitted become the property of SBCC and are retained electronically.

Selection Procedure:

The selection committee, who will recommend candidates for personal interviews at SBCC, will initially review online applications. After the initial interviews have been conducted, the committee will recommend the top candidates to the hiring manager for a final interview. The successful candidate's name will then be presented to the Board of Trustees for final approval and authorization to hire. Candidates will participate primarily in remote interviews and in some instances final interviews may be conducted in person while observing all health and safety protocols as approved by the Santa Barbara County Health Department.

Accommodation for Applicants with Disabilities:

If you are selected for an interview and need special services or facilities to participate in the interview, please contact Human Resources. Reasonable accommodation will be provided for applicants with disabilities who self-disclose.

SBCC is an equal opportunity employer committed to nondiscrimination on the basis of national origin, religion, age, gender, gender identity, gender expression, race, ethnicity, color, medical condition, genetic information, ancestry, sexual orientation, marital status, physical or mental disability, pregnancy, military and veteran status, or because he/she is perceived to have one or more of the foregoing characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics, consistent with applicable federal and state laws. Reasonable accommodation will be provided for applicants with disabilities who self-disclose.

- EQUAL OPPORTUNITY - TITLE IX EMPLOYER



To apply, visit https://www.schooljobs.com/careers/sbcc/jobs/3730315/administrative-assistant-lll-confidential


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