Job Opening Date:
October 24, 2023
Job Closing Date:
Mission Viejo, CA
School of Business & Industry (BI)
Pay Grade, for more information click on this
Pay Rate Type:
Monday - Friday
8:00 a.m. - 5:00 p.m. (Schedule and Shift are subject to change in
accordance with the department needs.)
Hours Per Week:
Percentage of Employment:
Months of Employment:
Starting Salary at $4,880 per month.
Cover Letter - Required; Letters of Recommendation (Up to 3) -
C.S.E.A. Classified Bargaining Unit Salary Range 121
Initial Screening Date: November 6, 2023
Cover Letter - Applications with missing documents will not be
Letters of Recommendation (Up to 3)
Class specifications are intended to present a descriptive list of
the range of duties performed by employees in the class.
Specifications are not intended to reflect all duties performed
within the job.
Under general supervision from the assigned administrator of record
of a single-function program of moderate size, staff, budget, and
complexity or the Dean of a large instructional, business, or
student services program, 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.
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.
The following 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
Perform secretarial and administrative support duties for assigned
administrator; relieve assigned administrator and other staff of a
variety of clerical, technical, and administrative details.
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.
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.
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.
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.
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.
Order office supplies and materials as directed; assure their
timely receipt and storage; assure proper functioning of office
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.
Train and provide work direction to assigned student workers,
clerical assistants, and other staff as assigned.
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.
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.
Receive mail and identify and refer matters to the administrator in
order of priority.
Utilize various computer applications and software packages;
maintain and generate reports from a database or network
Operate office equipment including computer equipment, typewriter,
calculator, copier, and facsimile machine.
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
Perform related duties as required.
The following generally describes the knowledge and ability
required to enter the job and/or be learned within a short period
of time in order to successfully perform the assigned duties.
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
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
Basic mathematical concepts.
Basic research methods and techniques.
Work organization and basic office management principles and
English usage, grammar, spelling, punctuation, and
Learn and understand the organization and operation of the assigned
division and/or department as necessary to assume assigned
Learn, understand, interpret, and apply administrative and office
policies and procedures as well as pertinent laws, regulations, and
Perform a range of administrative, secretarial, and clerical duties
involving the use of independent judgment and personal
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
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
Implement and maintain filing systems.
Independently compose and prepare routine correspondence and
Train and provide work direction to others.
Establish, review, and revise office work priorities.
Plan and organize work to meet schedules and changing
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
Communicate clearly and concisely, both orally and in
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. A
typical way to obtain the knowledge and abilities would be:
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.
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
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
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
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.
: 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
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. More information can be found on our District website by
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. SOCCCD will not sponsor any visa applications.
A California Public Employees Retirement System (CalPERS) retiree
may not accept employment until after the first 180 days of
retirement. Anyone retired from CalPERS accepting permanent
employment with this District will be required to reinstate as an
active CalPERS member. Please contact CalPERS for additional
information regarding your retirement status.
Any active vested member of California State Teachers Retirement
System (CalSTRS), who accepts employment with the District to
perform service that requires membership in CalPERS, is eligible to
elect to continue retirement system coverage under CalSTRS
If you require special accommodations in the application and/or
selection process, please notify District Human Resources at least
two (2) business days prior to the Job Close Date/Initial Screening
Date, by either calling (949) 582-4850 or sending an e-mail to
Report to work on a regular and consistent basis, as scheduled, to
CAMPUS CRIME AND SAFETY AWARENESS:
Information regarding campus crime and safety awareness can be
found at www.saddleback.edu or www.ivc.edu. Paper copies are
available in the District Human Resources office upon
DIVERSITY, EQUITY, INCLUSION, AND EQUAL EMPLOYMENT OPPORTUNITY
The South Orange County Community College District is committed to
creating an academic and work environment that fosters diversity,
equity and inclusion and equal opportunity for all, and ensures
that students, faculty, management and staff of all backgrounds
feel welcome, included, supported, and safe. Our culture of
belonging, openness, and inclusion, makes our district a unique and
special place for individuals of all backgrounds.
Our District and our colleges are looking for equity and
inclusion-minded applicants who represent the full diversity of
California and who demonstrate a sensitivity to the understanding
of diverse academic, socioeconomic, cultural, disability, gender
identity, sexual orientation, and ethnic backgrounds present within
our community. When you join our District, you can expect to be
part of an exciting, thriving, equity-focused, and inclusive
community that approaches higher education with the lens of social
justice and collaboration among students, faculty, staff,
administration, and community partners. In deciding whether to
apply for a position with our District, you are strongly encouraged
to consider whether your values align with our District’s mission
and goals for EEO, Diversity, Equity, and Inclusion.
SOCCCD IS AN EQUAL OPPORTUNITY EMPLOYER
You must complete your application
for a posting
by 11:59 p.m.
, Pacific Standard
Time, by the deadline, along with any required documents
order to be considered for the position.
Applicants must complete all fields/sections on the application. Do
not type "See Resume" or leave any fields blank. Applicants must
enter their work experience, education, etc. on the District
application. Applications reflecting "See Resume" will be
considered incomplete and will not be considered for