Classification TitleSenior Administrative Assistant
Job Category:Short-Term Temporary (non-teaching)
Job Open Date:07/26/2018
Job Open ID:NBU0726189
Position Title:Sr. Administrative Assistant (Substitute)
DepartmentHuman Resources - Administration (Dist-014-000)
Hours per week:TBD
Permanent link to postinghttp://jobs.socccd.edu/postings/9185
The assignment may be at Irvine Valley College, Saddleback College, or District Services.
The District’s goal as an academic community is to sustain a working environment that is welcoming to all, fosters and celebrates diversity, and promotes and rewards excellence. An exemplary academic community promotes an inclusive environment that best prepares our faculty, staff and students to live, work, and contribute to a global society.
This position is a short-term, hourly, non-bargaining unit position, not to exceed 160 days per Fiscal Year. You will be contacted should the hiring department/division be interested in scheduling an interview with you to discuss your qualifications and skills. Please do not call the Human Resources Office regarding the status of your application. The most current status of all applications will be available for you to view on our website. This position is open until filled or withdrawn.
Under direction from the assigned administrator of record of a highly complex, multi-function division of large size, staff, and budget, such as a Dean or Director, performs the full range of administrative, secretarial, and clerical assistance in support of assigned complex program in a large business, instructional, or student services division; or serves as secondary administrative support for a larger office, such as a Vice President’s office or the President’s office. May receive direction from a Vice-President if assigned to provide specialized, independent secondary support in that office. May receive direction from the President or Executive Assistant to the President if assigned to provide specialized, independent secondary support in that office. May receive functional supervision, technical training, and work direction from an academic bargaining unit program supervisor or an executive assistant.
This classification is distinguished from other levels of the Administrative Assistant series in that the Senior Administrative Assistant is the experienced, journey-level classification of the series. Incumbents are assigned to perform the full range of complex administrative support, secretarial, and clerical duties independently for 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 must be fully aware of the operating procedures and policies of the work unit.
The 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
practices. Please see Job Duties for details.
Operational characteristics, services, and activities of the functions, programs, and operations of the assigned division or department.
Pertinent federal, state, and local laws, codes, and regulations including applicable sections of the State Education Code and other legal requirements related to area of assignment.
Work organization and office management principles and practices.
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Processes, procedures, and practices of budget preparation and administration.
Principles, practices, and procedures of business letter writing.
Principles and procedures used in complex, inter-related record keeping.
Principles and practices used to establish and maintain files and information retrieval systems.
Principles, practices and procedures of complex fiscal, statistical, and administrative research and report preparation.
Statistical procedures and mathematical concepts.
Principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.
Principles and practices of providing training, work direction, and guidance to lower-level office staff and student workers.
English usage, grammar, spelling, punctuation, and vocabulary.
Understand the organization and operation of the assigned division and/or department as necessary to assume assigned responsibilities.
Understand, interpret, and apply administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances.
Perform responsible and difficult administrative duties involving the use of independent judgment and personal initiative.
Oversee and participate in the management of the administrative functions and operations of the assigned office.
Establish, review, and revise office work priorities.
Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
Use sound judgment in recognizing scope of authority.
Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.
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.
Type or enter data at a speed necessary for successful job performance.
Take and transcribe dictation, if required by the position, at a speed necessary for successful job performance.
Participate in the preparation and administration of assigned budgets.
Use correct English usage, grammar, spelling, punctuation, and vocabulary.
Research, compile, analyze, and interpret data.
Prepare a variety of clear and concise administrative and financial reports.
Implement and maintain filing systems.
Independently compose and prepare correspondence and memoranda.
Plan, schedule, direct, coordinate, and review the work and performance of assigned staff in a manner conducive to proficient performance and high morale.
Plan and organize work to meet schedules and changing deadlines.
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 independently and effectively in the absence of 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 students.
Communicate clearly and concisely, both orally and in writing.
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.
Equivalent to two years of college level course work or specialized training in public administration, business administration, secretarial science, or a related field.
Three years of increasingly responsible experience as an administrative assistant or secretary, preferably in an administrative office of a public agency or in an educational environment, including some experience in a lead capacity.
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 materials.
Conditions of Employment:
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 functions.
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 correction.
Additional Position Information:
Upon hiring, Payroll requires that you present your original Social Security Card for IRS purposes. This requirement is in no way connected to completion of the I-9 form for employment eligibility purposes.
Contingent/conditional job offer: Any NBU job offer that is received is contingent upon successful completion of the Human Resources pre-employment process, as well as approval by the Vice Chancellor of Human Resources or Board approval. The Human Resources hiring process may include, but is not limited to, successful completion of Live Scan fingerprinting, background checks, reference checks, TB testing, as well as completion of new hire paperwork.
It is the employee’s responsibility to incur the cost of any testing required for the position, and there will be no reimbursement for this expense. The fee is approximately $70.
Failure to successfully complete any portion of the hiring process will invalidate any conditional job offer received.
Falsification of, or omission on, any SOCCCD pre-employment paperwork may result in withdrawal of any conditional job offer or termination of employment.
NBU at-will employment: After successful completion of the requirements of Section A, an individual may be employed by the South Orange County Community College District as a short-term, temporary NBU employee. Employment will be on an “if and as needed” basis, as determined by the District.
NBU employment is at-will, and either party may terminate this working relationship at any time. Neither party shall be required to provide any reason for the separation. NBU employees shall not have reemployment rights or recourse to petition to be reinstated.
Single worksite restriction: NBU employees are limited to working in a single position in one department/site. Interpreters and models are exceptions to single site employment.
Work schedules: Department/Division managers, administrators, and/or supervisors shall determine the work schedule of NBU employees to include the number of days and hours worked per week and the start and stop times.
160 day restriction: NBU employees will not work more than 160 days (in any combination of NBU positions) no matter how many hours per day they work. It is the employee’s responsibility to monitor and track the amount of days that they work to ensure they do not exceed the 160 day limit. It is the employee’s responsibility to notify their supervisor and Human Resources immediately if they are approaching the 160 day limit. NBU positions are not part of the Classified service and that by working less than 160 days of a college year, NBU employees are not entitled to any employment.
Substitutes: Substitutes may work for a permanent Classified employee who is on leave, or a vacant Classified permanent position. Substitutes in a vacant Classified position may work a maximum of 90 working days in the position during the recruitment process. NBU employees who substitute for Classified positions may not necessarily meet the minimum qualifications for the position and may, or may not, assume all of the job duties and responsibilities of the position. By substituting for a vacant Classified position, there is no guarantee that the substitute will be selected to interview for the vacant permanent position if posted, or selected for the position if interviewed. Substituting for a Classified position also does not entitle a NBU employee to any future consideration for the same or other positions. Substitutes must complete the online application process during the specified time frame to apply for any permanent Classified position at www.socccdjobs.com.
• Please note that all NBU positions are paid once per month. The NBU pay period runs from the 15th of one month to the 14th of the next. They are paid the month after on the 10th.
• Rate of Pay: NBU employees must inquire with their supervisor as to the rate of pay that they will receive. They must have agreed to the rate, prior to accepting and beginning any current or future NBU assignment. Questions regarding rate of pay must be directed to their supervisor. NBU employees are paid according to departmental budgets, the skill set/level of expertise required for the assignment as determined by the supervisor/department/division, and various other factors, not longevity.
• Classified substitutes will be paid at the first step of the Classified Salary Schedule range of the position that they are substituting for. Exceptions may be paid for previous Classified employees.
• Holidays/Jury Duty: NBU employees are not paid for holidays or other time not worked (i.e. Jury Duty).
• California Sick leave: NBU employees are eligible for California Sick leave per AB1522. Information regarding AB1522 will be sent to all new hires after the new hire paperwork session.
• Overtime: Time and one-half is paid for all hours worked over 40 in one week, per FLSA guidelines.
• Shift pay does not apply to NBU employees.
• Retirement information: NBU employees may not work more than 960 hours from June 15th – June 14th. NBU employees who work more than 1000 hours per fiscal year are required to contribute to the California Public Employees’ Retirement System (CalPERS), through payroll deduction of about 7-9%. The District does not intend to employ NBU employees for more than 1,000 hours during any fiscal year. The exception to this requirement is that if a NBU employee is currently contributing to PERS from another agency, they will be required to contribute to CalPERS while employed at SOCCCD. Once an employee joins CalPERS, all future assignments will also have CalPERS deducted. It is the employee’s responsibility to inform their supervisor of their CalPERS status for current and future assignments.
Administrative termination: NBU employees who have not worked in a six month period will be administratively terminated due to inactivity. In order to be rehired, the employee must recomplete the hiring process.
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 Human Resources upon request.
Mandated reporter: The South Orange County Community College District recognizes the responsibility of its staff to report to the appropriate agency when there is a reasonable suspicion that an abuse or neglect of a child may have occurred. Mandated reporters include faculty, district leadership staff, and classified staff, including Non-Bargaining Unit (NBU) employees.