Executive Administrative Assistant (Finance) - District

Position Title:
Executive Administrative Assistant (Finance) - District

Application Deadline

Interested candidates must apply by the deadline listed below by 8:00 p.m., Pacific Standard Time.
01/14/2021

Department:
Finance (D)

Position Type:
Support Staff (Classified / Confidential)

College/Campus:
District

Physical location of the position:
District

Employment Type:
Full-Time

Position Length:
12-month

Salary Range:
Grade M

Salary Amount:
$5,780 - $7,039

Salary Type:
Monthly

Is this position categorically (grant) funded?
No

BASIC FUNCTION:
Under the supervision of the area administrator, performs skilled secretarial and clerical duties typically for Vice Chancellors or Presidents.

PROVIDES WORK OR LEAD DIRECTION TO:
Short-Term employee(s) , Work Study student(s) and other support staff as directed.

EDUCATION:
Graduation from high school, or GED equivalent, and completion of 60 semester or 90 quarter units of college coursework fro m a n accredited institution which include completion of business courses related to the position is required. Additional qualifying experience working for executive level administrators may qualify for the required education on a year for year basis with one year of full time experience equaling 30 semester units of college.

EXPERIENCE:
At least seven years of varied secretarial experience, which includes four years working for executive level administrators. Secretarial experience in a community college or other educational office environment is preferred.

KNOWLEDGE OF:
Microsoft Office software package (Word, Excel, Access, Power Point); Galaxy, Datatel; modern office practices and equipment.

ABILITY TO:
Operate modern office equipment, including, but not limited to, calculator, scanners, copiers, fax machines, telephone, sm ar t ph ones, tab l ets, computers; take dictation or use Fastnotes as necessary; spell correctly; communicate, using good English, orally and in writing; compose correspondence independently; keyboard at a speed of not less than 50 net words per minute; index and file; interpret and explain policies and procedures; deal effectively with public officials; establish and maintain an effective working relationship with others.

Other:
COMMITMENT TO DIVERSITY:
Candidate must demonstrate clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of community college students, staff, and the community.

CONTACTS:
May include students, staff, faculty, administrators, vendors, general public, conference facilities, business leaders, public officials.

WORKING CONDITIONS:
Normal office environment.

Duties and Responsibilities:
REPRESENTATIVE DUTIES:
1. Schedules, arranges and confirms appointments, meetings and conferences and maintains administrator's calendar; arranges travel accommodations.
2. Greets visitors and answers and directs telephone, screening calls and visitors to the appropriate office; provides information and answers complex questions from students, staff and the general public regarding District/college programs, policies and procedures.
3. May assist with preparations for a variety of campus/district activities including convocation, academic achievement ceremonies, receptions, luncheons, mixers, special events and banquets.
4. Conducts tracking of monthly department staff attendance reports and student/hourly worker timesheets as directed.
5. Composes correspondence, independently, on a va1iety of matters; develops, or prepares, letters, memoranda, forms, proposals, organizational charts, and/or minutes, which could be material of a confidential nature, from handwritten drafts, notes or oral instruction;
6. Provides skilled secretarial work, technical and support to the administrator with minimal direction; maintains updated knowledge of District policies and procedures.
7. Maintains department/program files and researches and assembles information as needed.
8. Performs a wide variety of data entry information utilizing specific data formats and various software; checks and reviews data for completeness and conformance with established processes and procedures.
9. Prepares, receives, reviews, checks formatting and submits Board reports.
10. Researches and prepares a variety of reports, including narrative and statistical, as directed by administrator.
11. May assist in developing a variety of surveys and compiling the results.
12. May acquire vendor quotes for capital outlay projects and provides recommendations regarding vendor selection; orders, inventories, stores and issues department/program office supplies.
13. If applicable, maintains the internal website for the department including uploading content and updating electronic forms for District use.
14. Maintains a variety of complex files, budget records and other fiscal records.
15. Monitors budget, reserving funds for unexpected office needs and campus/office emergencies; maintains internal records to check against Galaxy; discussed discrepancies between the two with office staff; keeps administrator apprised of discrepancies.
16. Operates and maintains a variety of office equipment.
17. Opens all mail directed to the administrator, scans for content, highlights important information and sorts mail in order of importance; screens e-mail.
18. Tracks and verifies invoices; prepares requisitions using District's software package.
19. Participates in District-provided in-service training programs.
20. Maintains a friendly, supportive atmosphere for students, staff, faculty, and the public.
21. Performs other duties, related to the position, as assigned.

CONDITIONS OF EMPLOYMENT:

SALARY: Salary grades consist of nine steps. A new employee is normally placed on Step 1 of the grade. Changes in step placement take place on the first day of the first month following the anniversary date of attaining permanent classified employee status until the maximum of the grade is reached.

HOLIDAYS: There are 13 holidays observed each year. A pro-rata reduction will be made for employees working less than full-time and less than twelve months.

VACATION: Employees are granted 12 days of vacation per year through the first five years of service to the District; 15 days after completion of five continuous years of service to the District; 20 days after completion of ten continuous years of service to the District; and 22 days after completion of 15 continuous years of service to the District. This computation is based on full-time, twelve-month employment. A pro-rata reduction will be made for employees working less than full-time and less than twelve months.

SICK LEAVE: One day of sick leave for each month of service is granted. This is based on full-time, twelve-month employment. A pro-rata reduction will be made for employees working less than full-time and less than twelve months. There is no limit to the number of days of sick leave which may be accrued.

FRINGE BENEFITS: The District provides a health and welfare benefit package for employees and legal qualifying dependents. Those employees working less than full-time and less than twelve months will receive a pro-rata share of the benefit package. The dollar value of the package is a subject of negotiation between the District and the Bargaining Unit.

The work location and assignment within a job classification is determined by the District and may be subject to change.

All offers of employment will be contingent upon the availability of funds and approval by the Board of Trustees.

The Riverside Community College District complies with all federal and state rules and regulations and does not discriminate on the basis of ethnic group identification, national origin, religion, age, gender, gender identity, gender expression, race, color, ancestry, genetic information, sexual orientation, physical or mental disability, or any characteristic listed or defined in Section 11135 of the Government Code or any characteristic that is contained in the prohibition of hate crimes set forth in subdivision (1) of Section 422.6 of the California Penal Code, or any other status protected by law. This holds true for all District employment opportunities. Inquiries regarding compliance and/or grievance procedures may be directed to the District's Title IX Officer/Section 504/ADA Coordinator. Harassment of any employee/student with regard to ethnic group identification, national origin, religion, age, gender, gender identity, gender expression, race, color, ancestry, genetic information, sexual orientation, physical or mental disability, or any characteristic listed or defined in Section 11135 of the Government Code or any characteristic that is contained in the prohibition of hate crimes set forth in subdivision (1) of Section 422.6 of the California Penal Code, or any other status protected by law, is strictly prohibited. The Title IX Officer, Section 504/ADA Coordinator for the District is Ms. Lorraine Jones, 3801 Market Street, Riverside, CA 92501. Telephone Number is: (951) 222-8039.

Work Hours/Work Days for Classified and Hourly Positions Only:
Monday - Friday: 7:30am - 4:00pm

Required Applicant Documents:
Resume or Curriculum Vitae
Cover Letter

Optional Applicant Documents:
Letter of Recommendation 1
Letter of Recommendation 2
Letter of Recommendation 3

Effective Employment Date:
Anticipated start date: February 2022

Application Deadline:
01-14-2022

Special Comments:
IMPORTANT NOTICES:
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*It is anticipated that interviews will occur sometime during the 1st or 2nd week of February.
Please note: The selection process typically concludes within four to six weeks from the closing date. There are, however, exceptions to this general guideline. Status updates will be made throughout the process. Please refer to your account for any updates to the status of your application.

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* An electronic, RCCD on-line application must be completed to be considered. All portions of the application must be entirely filled out with all information qualifying an applicant for the position. Only information on the official RCCD application (not resumes) will be considered to determine whether an applicant meets the minimum requirements for the position for which he/she is applying.

* All supporting materials, required or optional, must also be in electronic formats and attached to the electronic, on-line application when applying. Supporting materials are only accepted as Adobe Acrobat (.pdf) or Microsoft Word files and must be less than 2 MB in size.

* An application will not be considered complete unless ALL REQUIRED DOCUMENTS are electronically attached to the application by the Application Deadline date. An incomplete file may subject the candidate to disqualification.

* Paper applications and supporting materials, including letters of recommendation, WILL NOT be accepted! All documents must be submitted electronically with the online application.

* Letters of reference, IF REQUIRED, must be NON-CONFIDENTIAL and submitted electronically when applying on-line.

* Interested candidates must apply by the deadline listed above by 8:00 p.m., Pacific Standard Time.

* The Riverside Community College District does not require testing at the initial application filing period. As you progress through the selection process, you may be required to perform a job-related test based on the needs of the work area for which you are being considered.

* The District will make reasonable accommodations for applicants with disabilities. Applicant should contact Human Resources & Employee Relations at (951) 222-8595 for assistance.

Application Types Accepted:
Classified/Management/Confidential Application

To Apply, visit:
http://pa379.peopleadmin.com/applicants/Central?quickFind=59949

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