Administrative Assistant I (Disability Resource
Initial Review Date: 09/28/2023**
**Any complete applications received after the review date will
only be forwarded to the hiring committee at their request.
$4,851.46 (per month) plus excellent benefits
Range: $4,851.46 - $6,505.53 (per month)
The Foothill-De Anza Community
College District is currently accepting applications for the
classified position above.
The Foothill - De Anza Community College District does not have a
remote work policy. All employees are expected to be available to
work in person and on-site per the requirement of the
Foothill - De Anza Community College
District Mission Statement:
The mission of the Foothill-De Anza Community College District is
student success. We are driven by an equity agenda and guided by
core values of excellence, inclusion, and sustainability. Every
member of our district contributes to a dynamic learning
environment that fosters student engagement, equal opportunity, and
innovation in meeting the various educational and career goals of
our diverse students. We are committed to providing an accessible,
quality undergraduate education dedicated to developing a broadly
educated and socially responsible community that supports an
equitable and just future for California.
Foothill College Mission Statement:
Believing a well-educated population is essential to sustaining and
enhancing a democratic society, Foothill College offers programs
and services that empower students to achieve their goals as
members of the workforce, as future students, and as global
citizens. We work to obtain equity in achievement of student
outcomes for all California student populations, and are guided by
our core values of honesty, integrity, trust, openness,
transparency, forgiveness, and sustainability.
These core values are essential to authentic and sustainable
institutional equity at Foothill College. Institutional equity is
embedded not only in the college's Educational Master Plan and
Strategic Vision for Equity but in its planning, hiring and
Reporting to the Disability Resource Center Supervisor, assist the
department by providing front desk management and clerical support.
Primary duties will include answering and directing phone calls,
organizing, and scheduling appointments and meetings, assist in the
preparation of regularly scheduled reports, develop and maintain a
filing system, order office supplies, and mobility assistance for
registered students. The Admin Assistant will also support the
Supervisor with student employment schedules and may direct/lead
the work of student employees in the Disability Resource Center and
Veterans Resource Center. Ultimately, the Admin Assistant should
ensure the efficient and smooth day-to-day operation of the front
Under general supervision, performs a variety of office support,
customer service, and/or program support duties; performs word
processing, data entry, and typing; prepares correspondence using
standard formats; interacts frequently with students, staff,
faculty, and the general public and explains program, department,
and/or division policies and procedures, provides other District
information, and/or directs questions and inquiries to the
appropriate staff; assists students and other customers with
program eligibility questions and the completion of required forms
and applications; schedules appointments on behalf of program,
department, and division staff; and performs related duties as
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from assigned supervisory and
managerial staff. Exercises no supervision of staff.
This is the first experienced-level class in the Administrative
Assistant series. Initially under more direct supervision,
incumbents with general office support experience perform work such
as customer service at the front counter and over the phone and
email; providing assistance to students, faculty, staff, and the
general public with program requirements, policies, procedures, and
eligibility questions; document preparation and completion; file
and records maintenance; scanning; data entry; and screening phone
calls and visitors, responding to emails, processing mail, and
directing questions to the appropriate staff. As experience is
gained, assignments become more varied and are performed with
greater independence until employees are fully trained in all
procedures related to the assigned area(s) of responsibility,
working with independent judgment within clearly defined work
procedures and standards. This class is distinguished from
Administrative Assistant II in that the latter performs a broader
range and more complex office support and administrative duties,
typically including routine financial and/or budgetary
responsibilities and/or a specialized function related to the area
of assignment, program, department, or division.
EXAMPLES OF TYPICAL FUNCTIONS (Illustrative Only)
- Serves as first point of contact for students, parents, staff,
faculty, and the general public for assigned program, department,
or division by answering a variety of questions and responding to
complaints; providing information regarding classes and campus
facilities and directions and general program, college, and
District information; explaining program requirements, policies,
procedures, and eligibility questions according to established
guidelines or by referring the customer to other programs,
departments, off-campus services, agencies, and community groups,
- Performs a variety of customer services duties, such as
registering, dropping, and/or adding students to programs and/or
services; ordering program, instructional, class, or testing
materials; assembling informational packets; distributing
applications, forms, tests, evaluations, and other documents as
requested and assists students and other customers in completing
such documents; and scheduling appointments with other staff.
- Performs a variety of administrative duties to support the
operations of assigned program, department, or division including
maintaining websites; opening and securing offices, coordinating
travel arrangements; processing reimbursements and invoices;
attending meetings and taking minutes; and assisting in ordering
and maintaining office and other related supplies.
- Types and edits a variety of documents, including
correspondence, letters, memos, agendas, reports, lists, forms,
schedules, flyers, event materials, and statistical reports.
- Processes and prepares a variety of reports according to
established procedures and practices; inputs and retrieves data
from various program, department, division, and/or District-wide
software applications and database systems.
- Receives payments, donations, and fees from the public; issues
receipts as appropriate according to established procedures;
completes reports and allocates receivables to appropriate
accounts; may prepare deposits.
- Verifies and reviews forms and reports for completeness and
conformance with established policies and procedures; applies
policies and procedures in determining completeness of
applications, records, and files.
- Receives, time stamps, sorts, and distributes incoming and
interdepartmental mail; prepares and distributes outgoing
- Assists in planning and organizing program, department, and/or
division-related events, workshops, informational seminars,
presentations, and related activities.
- Maintains accurate and detailed files and records, verifies
accuracy of information, researches discrepancies, and records
- Learns and applies emerging technologies and, as necessary, to
perform duties in an efficient, organized, and timely manner.
- Performs related duties as assigned.
- Modern office practices, procedures, technology, and computer
equipment and applications, including word processing, database,
and spreadsheet applications.
- Applicable federal, state, and local laws, rules, regulations,
ordinances, and District policies and procedures relevant to
assigned area of responsibility.
- Record keeping and filing systems and methods.
- Basic business arithmetic and bookkeeping.
- Methods of preparing and processing various records, reports,
forms, and other documents specific to assigned program,
department, or division.
- English usage, grammar, spelling, vocabulary, and
- Techniques for providing a high level of customer service by
effectively dealing with the public, students, and District staff,
including individuals of diverse academic, socio-economic, ethnic,
religious, and cultural backgrounds, disability, and sexual
- Demonstrate understanding of, sensitivity to, and respect for
the diverse academic, socio-economic, ethnic, religious, and
cultural backgrounds, disability, and sexual orientation of
community college students, faculty and staff.
- Perform administrative support work accurately and within
- Respond to and effectively prioritize multiple phone calls and
other requests for service.
- Interpret, apply, and explain applicable federal, state, and
local laws, rules, regulations, ordinances, and District policies
and procedures relevant to assigned area of responsibility.
- Gather and compile program/department/division-specific
information from a variety of sources.
- Prepare, review, and present correspondence and communications
in a clear and concise manner.
- Maintain accurate databases, records, and files.
- Maintain confidentiality as required.
- Compose correspondence and reports independently or from brief
- Perform arithmetic computations accurately.
- Organize work, meet critical deadlines, and follow-up on
- Effectively use and keep current with computer systems,
software, and modern business equipment to perform a variety of
- Use English effectively to communicate in person, over the
telephone, and in writing.
- Use tact, initiative, prudence, and independent judgment within
general policy, procedural, and legal guidelines.
- Establish, maintain, and foster positive and effective working
relationships with those contacted in the course of work.
Licenses and Certifications:
- Understanding of, sensitivity to, and respect for the diverse
academic, socio-economic, ethnic, religious, and cultural
backgrounds, disability, and sexual orientation of community
college students, faculty and staff.
- Any combination of training and experience that would provide
the required knowledge, skills, and abilities is qualifying. A
typical way to obtain the required qualifications would be:
equivalent to completion of the twelfth (12th) grade
AND one (1) year of increasingly responsible and
varied administrative and office support experience.
Must possess mobility to work in a standard office setting and use
standard office equipment, including a computer; vision to read
printed materials and a computer screen; and hearing and speech to
communicate in person and over the telephone. Standing in and
walking between work areas is frequently required. Finger dexterity
is needed to access, enter, and retrieve data using a computer
keyboard or calculator and to operate standard office equipment.
Positions in this classification frequently bend, stoop, kneel, and
reach to perform assigned duties, as well as push and pull drawers
open and closed to retrieve and file information. Employees must
possess the ability to lift, carry, push, and pull materials and
objects up to 10 pounds with the use of proper equipment.
Reasonable accommodations will be made for individuals on a
Employees work in an office environment with moderate noise levels,
controlled temperature conditions, and no direct exposure to
hazardous physical substances.
A District on-line application on http://hr.fhda.edu/careers/. *In
the application, you will provide information, which demonstrates
your understanding of, sensitivity to, and respect for the diverse
academic, socio-economic, ethnic, religious, and cultural
backgrounds, disability, and sexual orientation of community
college students, faculty and staff. Additionally, you will be
asked to explain how your life experiences, studies or work have
influenced your commitment to diversity, equity and inclusion.
A cover letter addressing your qualifications for the
A current resume of all work experience, formal education and
For full-consideration, all required application materials must
be included in your application packet and must be received by
11:59 pm on the closing date. We are unable to accept additional,
non-required materials, such as reference letters.
yourself ample time to complete your application and resolve any
technical difficulties that may arise with your submission. You may
also visit our “Applicant Information” to assist with technical
difficulties at: http://hr.fhda.edu/careers/a-applicant-instructions.html
We cannot guarantee a response to application questions within 48
hours of the closing date.
CONDITIONS OF EMPLOYMENT
Full-Time, Categorical Funded, 12-months per
As soon as possible upon completion of the
Excellent benefits package which includes medical coverage for
employee and eligible dependents, dental, vision care, employee
assistance program, long term disability, retirement benefits and
basic life insurance. For information on our benefits package that
includes medical for employees and dependents, visit our web site:
In addition, the District is a participating member of the
California Public Employees' Retirement System (CalPERS) and the
successful applicant would be a member of the Association of
Classified Employees (ACE) Union. The current union agreement can
be found online at: http://hr.fhda.edu/_downloads/2018-2021%20ACE%20Agreement.pdf
We are happy to assist individuals with disabilities who require
reasonable accommodations to complete the employment process,
provided that you notify Employment Services no later than the
closing date of the announcement. The successful applicant will be
required to provide proof of authorization to work in the U.S. The
Foothill-De Anza Community College District does not reimburse
applicants for travel, lodging or any other costs incurred by
applicant to attend interviews. All interviewing costs incurred
will be the responsibility of the applicant.
For more information about our application process contact:
Foothill-De Anza Community College District
12345 El Monte Road
Los Altos Hills, California 94022
To apply, visit https://fhda.csod.com/ux/ats/careersite/4/home/requisition/1055?c=fhda