Administrative Assistant II (#2CFP02)
The Chabot-Las Positas Community College District is seeking an Administrative Assistant II for the Arts and Humanities Department at Chabot College in Hayward. This position performs a variety of administrative, secretarial and clerical work in support of a specific program or office; responds to requests and inquiries from staff, students and the general public; and performs a variety of tasks relative to assigned area of responsibility requiring a moderate degree of independent judgment. This position reports directly to the Dean, Humanities and Fine Arts.
Assignment/Salary
The position is full-time, Monday - Friday, 8:00am to 5:00pm, 12 mo/yr. Employment will begin on or about June 16, 2008. The starting salary is $3,758.92/mo (Range 34, Funding 100% District).
Minimum Qualifications
Education and Experience: Equivalent to completion of high school AND one year of full-time experience in performing a wide variety of secretarial work OR equivalent combination of education and experience which indicates the possession of the knowledge, skills, and abilities to successfully accomplish the work.
Demonstrate sensitivity to and an understanding of the diverse academic, socioeconomic, cultural and ethnic backgrounds of community college students, including those with physical and/or learning disabilities.
Knowledge of: Modern office procedures, methods and equipment, including computers and supporting word processing and spreadsheet applications; English usage, spelling, grammar and punctuation; basic principles and practices of fiscal, statistical and administrative research and report preparation; principles and procedures of record keeping; business letter writing and basic report preparation; methods and techniques of public relations; basic mathematical principles; operations, services and activities of the specific program area of assignment; District policies and procedures; principles of lead direction and training.
Skills in: Operate various office equipment (i.e., computers, word processor and spreadsheet applications); 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.
Ability to: Learn the operations, services and activities of specific program area; learn, understand and explain District policies and procedures; respond to a wide variety of requests and inquiries from students, staff, and the general public concerning operations, policies and procedures related to area of assignment in an accurate, concise and understandable form, orally and in writing; perform general secretarial and clerical support duties and tasks; prepare correspondence and memoranda; perform varied secretarial and clerical support duties and tasks involving the use of independent judgment and personal initiative; independently prepare correspondence and memoranda; carry out work objectives in an organized, efficient and timely manner without immediate supervision.
Other Requirements: work in a sitting position for extended periods of time; function with sufficient static strength, extent flexibility and manual dexterity at the level required to perform the representative duties.
Special Characteristics
• Ability to deal in an effective, tactful manner with the campus population and employees. Good written and verbal communication skills as well as congenial personality to facilitate dealing with employees and the public in general; ability to establish and maintain cooperative working relationships with those contacted in the course of work. Self-motivated and assertive individual.
Duties and Responsibilities
• Perform a wide variety of responsible and confidential administrative, secretarial, and clerical duties for an assigned area; relieve supervisor of administrative work including investigating and answering complaints and providing assistance in resolving operational and administration problems;
• Screen office and telephone callers; respond to complaints and sensitive requests for information and assistance; provide information and assistance; research information and assist the public and other District staff in interpreting and applying regulations, procedures, systems and precedents relating to assigned responsibilities; screen, sort and distribute mail; respond to routine correspondence;
• Maintain a calendar of activities, meetings and various events for the assigned staff; coordinate activities with other offices, students, the public and outside agencies; coordinate and process staff travel arrangements;
• Type and proofread a wide variety of reports, letters, memoranda, correspondence and statistical charts; type from rough draft, verbal instruction or transcribing machine; independently compose correspondence related to assigned area of responsibility;
• Utilize various computer applications and software packages; enter, modify, and retrieve moderate to complex data using computer terminal; generate reports from a database or network system; create documents using word processing software;
• Verify and review materials, applications, records and reports for completeness and conformance with established regulations and procedures; apply applicable policies and procedures in determining completeness of applications, records and reports; collect and process appropriate information;
• Perform administrative duties within the clerical support system; assist in preparing reports, setting up meetings, preparing agendas for and minutes of meetings, compiling annual budget requests, processing expenditure requests for designated accounts, and monitoring approved budget accounts;
• Collect and compile information, data, and background materials from various sources on a variety of specialized topics related to programs administered by the position or by management staff; prepare reports which present data;
• Prepare and revise various operating procedures, rules, and regulations upon request; develop and revise office forms and report format; initiate, organize, and maintain complex filing systems and records;
• Participate in the selection, training, and provide direction to assigned lower level clerical staff and student assistants;
• Perform related duties as required.
Address Inquiries and Applications To
CLOSING DATE FOR APPLICATIONS :
May 15, 2008, 5:00 p.m.
POSTMARKS NOT ACCEPTABLE
The Application Process
The following must be submitted as a complete packet:
• Official District Classified application form (pdf) for: Administrative Assistant II use position code (#2CFP02).
• Cover letter addressing qualifications for the position.
• Resume of all professional preparation and experience.
• Equal Opportunity Employment Questionnaire. (Optional)
Other extraneous material will not be considered.
NOTE: All Applicants must demonstrate the ability to perform certain job tasks through a practical exercise at the time of the interview.
Application Review Process
Applications from regular and probationary employees of this District will be reviewed prior to applications from the general public.
Selection Procedures
Applicants are evaluated by the appropriate manager and a review committee. Applicants determined to be the most qualified for the position will be invited for an interview at their own expense.