Executive Assistant/Chancellor's Office (C)-District Administration

College Information

Peralta/College Information

District Office

The Peralta Community College District is a two-year college system, dedicated to providing comprehensive educational and community services to the communities it serves, including the cities of Albany, Alameda, Berkeley, Emeryville, Oakland and Piedmont California. The District enrolls over 25,000 students in a broad range of transfer and occupational curricula. The colleges in the District include College of Alameda, Laney College, Merritt College and Berkeley City College, which operate under the governance of a seven- member Board of Trustees and are administered by a Chancellor/Superintendent.

Position Information

Job Title
Executive Assistant/Chancellor's Office (C)-District Administration

Time Base
40 Hours/Week 12 Months/Year

Compensation
SALARY RANGE: $7,155.97- $ $9,101.46/MONTH. HIRING RANGE: $7,155.97- $7,878.54 /MONTH.

Position Type
Classified

Department
Chancellor's Office (112)

City
Oakland

State
CA

Job Description Summary

*This is a Confidential position. Confidential employees are not represented by Collective Bargaining Agreements.

Under the direction of the Chancellor, performs professional-level work in the analysis, research, and preparation of a variety of reports; monitors district programs and projects in accordance with District, Federal, and State statutes; provides secretarial and administrative support duties to the Chancellor.

Duties & Responsibilities

Any one position may not include all of the duties listed nor do listed examples include all tasks which may be found in positions of this class. To perform this job successfully, an individual must be able to perform each essential duty of the position satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions required for the position.

• Reports to and is directly responsible for administrative support services for the Chancellor.
• Performs a variety of complex, difficult and responsible administrative support duties; takes and transcribes dictation and types a variety of correspondence, memoranda, reports, statistical reports and other materials; may compile statistical, fiscal and financial data and other information for inclusion into special and periodic reports; composes correspondences independently; prepares agendas and meeting materials, and distributes meeting packets.
• Serves as liaison between the Chancellor, management staff, academic and classified staff, students, representatives of community agencies and the general public by relaying messages, answering questions, clarifying information, responding to requests, resolving problems, explaining District policies and procedures or referring callers to the executive or others.
• Maintains Chancellor’s calendar; arranges and schedules a variety of meetings, programs, workshops and conferences as required.
• Prepares the Chancellor’s daily schedule and appropriate back up material for meetings and other activities.
• Makes travel arrangements for the Chancellor; completes appropriate forms for meeting registration and reimbursement requests.
• Prepares requisitions and orders supplies and equipment for the office; assures proper functioning of office equipment.
• Attend meetings and takes and transcribes minutes of various meetings; receives and transcribes dictation from the Chancellor, types from draft material, or compose correspondence from general direction.
• Oversees and maintains the budget activities of the office; monitors expenditures of funds, initiates fund transfers and other procedures necessary to maintain sound day-to-day budget activities.
• Establishes and maintains complex, interrelated administrative and confidential filing systems and records.
• Performs a wide range of advanced clerical duties related to the operation of the office; serves as liaison between an administrator and other district offices; serves in a liaison and/or resource capacity on projects and assignments.
• Screens incoming calls and visitors, referring them to the Chancellor or the Chancellor’s staff, providing information as appropriate, or taking accurate and complete messages. Provides liaison functions between the Office of the Chancellor and staff at all levels, Trustees, and members of the public who contact the office with service complaints.
• Opens, annotates, and routes mail to the Chancellor and the Chancellor’s staff, and drafts responses for the Chancellor as appropriate. Handles highly confidential material—correspondence, personnel files and documents.
• Operates a variety of modern office equipment including personal computers, related software programs, printers, copiers, facsimile machine, calculator, typewriters, computer terminals and mainframe interface systems required to provide responsible administrative support to an executive or district official; order supplies and equipment and assures proper functioning of office equipment.
• Serve as resource to other offices for information, policy and practice orientation, and general file materials.
• In the absence of other staff in the Chancellor’s office, assumes responsibilities of their positions as needed, and may occasionally take minutes of the meetings.
• Performs other related duties as required.

Minimum Qualifications

1. Graduation from an accredited college or university and two years of secretarial and/or technical support experience; including one year at the Senior Secretary or Staff Assistant level; or an equivalent combination of training and/or experience that could likely provide the desired knowledge and abilities to perform the duties of the position.

2. Knowledge of:
• Modern executive office management, practices procedures and equipment.
• Basic arithmetical proficiency.
• Basic research methods and techniques.

3. Ability to:
• Prepare and maintain accurate and complete records and files.
• Interpret and apply a variety of rules, regulations, statutes, policies and procedures relating to
District operations.
• Maintain confidentiality of information and materials.
• Perform a variety of technical support duties related to public education administration.
• Establish and maintain cooperative working relationships with coworkers, other staff, faculty and administrators.
• Type and/or operate an automated keyboard with speed and accuracy to produce word processing, spreadsheets, and database management documents.
• Exercises good judgment and discretion analyzing and resolving confidential, difficult and sensitive situations.
• Communicate effectively both orally and in writing.
• Operate modern office equipment.
• Take dictation in shorthand or speedwriting and transcribes notes accurately.
• Direct, monitor and motivate personnel in performing administrative functions.

4. Knowledge of and proficiency in the operation and use of personal computers utilizing word processing, spreadsheets and database management software programs (e.g., MS Office Suite, MS Word, MS Excel, MS Access and MS PowerPoint, etc.) and the Internet browser, websites and email.

5. Ability to type accurately from clear copy. A word processing and/or spreadsheet skills assessment may be given.

6. Ability to work in a collaborative environment and function as a member of the Chancellor’s Team.

7. Applicant must have demonstrated cultural competency, sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college staff, faculty, and student

Desirable Qualifications

• A thorough understanding of administrative practices.

Environmental Demands

* Occasional work performed alone
* Constant work around and with people

Other Requirements

PHYSICAL REQUIREMENTS

* occasional standing, walking, stooping, kneeling, squatting, and climbing stairs
* occasional lifting and carrying up to 15 lbs.
* occasional pushing and pulling up to 20 lbs.
* occasional twisting of body
* occasional use of manual dexterity
* occasional use of tactile acuity
* occasional use of visual acuity from a distance, with depth, and for color
* frequent work at a rapid pace
* frequent reaching, high, low, and level
* frequent audio acuity at all ranges, including speech
* frequent visual acuity for reading
* constant sitting
* constant use of clear oral communication

Tools & Equipment Used

Standard Office Equipment

Application Deadline Date
OPEN UNTIL FILLED

Open Date
06/13/2022

Special Instructions to Applicants

Benefits Information

Benefits Information

Benefits Information

FRINGE BENEFITS

The Peralta Colleges proudly offers a competitive and comprehensive core of work-life benefits. The value of the employer contribution towards your benefits may increase your total compensation by as much as 47%. Benefit-eligible employees have access to coverage for themselves and eligible dependents:

• Medical, dental, vision, prescription drug insurance coverage*

• Life insurance of 150% of your income up to $100,000.

• Long-term disability coverage.

• Employee Assistance Program.

In addition to your own contribution, Peralta also contributes 22.91% of your salary to the California Public Employees Retirement System (CalPERS). Effective January 1, 2013, the PEPRA (Public Employees’ Pension Reform Act) went into effect. Changes have been implemented as a result of the adoption of this legislation that impact new and existing employees enrolled in CalPERS. A summary of those changes is available at http://www.calpers.ca.gov/eip-docs/employer/program-services/summary-pension-act.pdf. For further up to date information on CalPERS retirement eligibility and PEPRA, please visit the website at www.calpers.com www.calpers.ca.gov/. The CalPERS member handbook is available at http://www.calpers.ca.gov/eip-docs/about/pubs/member/your-benefits-your-future-school-benefits.pdf., please visit the website at www.calpers.com. After 10 years of creditable service, medical benefits in retirement are extended until age 65.

Other voluntary benefits include:

• Flexible benefit plan participation in the Medical Reimbursement Plan, Dependent Care Reimbursement Plan (under tax code 125)

• Pre-tax commuting expenses (under IRS code 132)

• Tax-deferred plan participation in the 403(b) and 457 plans

• Credit union membership

• Prepaid legal plan participation

• Additional Life Insurance for yourself, spouse or children

* Kaiser and United Health Care Dental are fully paid by the District. Other plans require employee contribution. Subject to change.

Mission Statement

Applicant Documents
Required Documents

1. List of References
2. Other Document
3. Resume
4. Transcripts

Optional Documents