ADMINISTRATIVE ASSISTANT III, CAREER & TECHNICAL EDUCATION

FIRST REVIEW EXTENDED AUGUST 3, 2022 - OPEN UNTIL FILLED

$3,553 TO $4,242 PER MONTH

$42,636 TO $50,909 PER YEAR

12 MONTHS / 40 HOURS PER WEEK POSITION, MONDAY - FRIDAY

PRIMARY WORK LOCATION: WEED CAMPUS

Under the direction of a senior-level administrator, perform a variety of complex secretarial and administrative assistant duties to relieve the administrator of administrative and clerical detail; plan, coordinate and organize office activities and coordinate flow of communications and information for the administrator; prepare and maintain a variety of manual and automated records and reports related to assigned activities.

• Perform a variety of complex secretarial and administrative assistant duties to relieve the senior-level administrator of administrative and clerical detail; plan, coordinate and organize office activities and coordinate flow of communications and information; assure smooth and efficient office operations; assure related functions comply with established laws, rules, regulations, policies and procedures.

• Serve as primary secretary to an assigned senior-level administrator performing highly specialized and technical secretarial and administrative duties; perform public relations and communication services for the administrator; receive, screen and route telephone calls; take, retrieve and relay messages as needed; schedule and arrange appointments, conferences and other events.

• Receive visitors, including administrators, staff, parents and the public; provide information or direct to appropriate personnel; exercise independent judgment in resolving a variety of issues; refer difficult issues to the administrator as needed; provide technical information and assistance related to program or operations and related laws, rules, regulations, policies and procedures.

• Compile information and prepare and maintain a variety of records, logs and reports related to programs, students, attendance, staff, projects, grants and assigned duties; establish and maintain filing systems; revise, verify, proofread and edit a variety of documents.

• Input a variety of data into an assigned computer system; establish and maintain automated records and files; initiate queries, develop spreadsheets, manipulate data and generate various computerized lists and reports as requested; assure accuracy of input and output data.

• Compose, independently or from oral instructions, note or rough draft, a variety of materials such as inter-office communications, forms, letters, memoranda, bulletins, agenda items, labels, fliers, requisitions, handbooks, newsletters, brochures, certificates, contracts and other materials; format materials to meet program and office needs.

• Research, compile and verify a variety of data and information; compute statistical information for various federal, State and local reports as necessary; identify and resolve a variety of financial and statistical discrepancies; assure mandated reports are completed and submitted to appropriate agency according to established time lines.

• Distribute, collect, process and evaluate a variety of forms and applications related to assigned functions; duplicate and distribute materials as needed; assist with the preparation, processing and maintenance of grant information, records and related materials as assigned.

• Coordinate, schedule and attend a variety of meetings, workshops and special events; prepare and send out notices of meetings; compile and prepare agenda items and other required information for meetings, workshops and other events; set up equipment and supplies for meetings and other events as needed; take, transcribe and distribute minutes as directed.

• Perform a variety of clerical accounting duties as assigned; monitor funds for income and expenditures; assure expenditures to do not exceed established budget limitations; calculate, prepare and revise accounting and budgetary data; balance and reconcile assigned accounts and budgets; assist with budget development and preparation; maintain financial and statistical records and files.

• Prepare and review personnel and payroll requisitions and claims for reimbursements.

• Train and provide work direction to student workers and designated clerical personnel as assigned; provide input concerning employee recruitment, interviews and evaluations as requested.

• Assist in creating, updating and printing course outlines and in the preparation and maintenance of course schedules, College catalogs, course descriptions, and curriculum forms related to department; assemble information, verify accuracy and oversee input of information; prepare and submit courses to the Chancellor’s Office for approval; enter approved curriculum information into internal and external curriculum databases as appropriate.

• Advise and assist students regarding program specific requirements and prerequisites; confer with advisors regarding requirements for CTE programs; provide specialized technical assistance to students and staff.

• Perform special projects and prepare various forms and reports on behalf of the assigned administrator; attend to administrative details on special matters as assigned.

• Communicate with personnel and various outside agencies to exchange information, request and provide materials, coordinate activities and resolve issues or concerns.

• Receive, prepare and store confidential or sensitive information pertaining to the college, students and staff; maintain confidentiality where appropriate.

• Coordinate part-time faculty evaluations and development of evaluation timelines; review course enrollments and make recommendations based on faculty load considerations; maintain and monitor course load records for full- and part-time faculty; track payroll timesheets for instructors and substitutes.

• Update and maintain department or program website information as directed.

• Operate a variety of office equipment including a calculator, copier, fax machine, scantron, computer and assigned software; arrange for equipment repairs as required; drive a vehicle to conduct work.

• Receive, open, sort, screen and distribute incoming mail; compose replies independently or from oral direction; prepare and distribute informational packets and bulk mailings.

• Maintain appointment and activity schedules and calendars; coordinate travel arrangements and hotel reservations as necessary; process reimbursement claims; reserve facilities and equipment for meetings and other events as needed.

• Monitor inventory levels of office and designated supplies; order, receive and maintain appropriate levels of inventory as required; prepare, process and code purchase orders and invoices as assigned; arrange for billings and payments as directed.

• Perform related duties as assigned.

Any combination equivalent to: 

1. Graduation from high school supplemented by college-level course work in secretarial science or related field and

2. Four years increasingly responsible secretarial or administrative assistant experience involving frequent public contact.

KNOWLEDGE OF:

• Organizational operations, policies and objectives.

• General functions, policies, rules and regulations of a community college.

• College standards, prerequisites and registration requirements related to assigned department or division and activities.

• Applicable codes, regulations, policies, procedures and laws including FERPA.

• Record-keeping and filing techniques.

• Business letter and report writing, budget preparation, editing and proofreading.

• Telephone techniques and etiquette.

• Methods, procedures and terminology used in clerical accounting work.

• Modern office practices, procedures and equipment.

• Correct English usage, grammar, spelling, punctuation and vocabulary.

• Interpersonal skills using tact, patience and courtesy.

• Operation of a computer and assigned software.

• Oral and written communication skills.

• Record retrieval and storage systems.

• Mathematic calculations.

• Public relations techniques.

ABILITY TO:

• Perform a variety of complex secretarial and administrative assistant duties to relieve the administrator of administrative and clerical detail.

• Plan, coordinate and organize office activities and coordinate flow of communications and information for the administrator.

• Coordinate and schedule classes through the college and multiple agencies.

• Interpret, apply and explain laws, codes, rules, regulations, policies and procedures.

• Compile and prepare comprehensive reports concerning a broad spectrum of subject matter.

• Compose effective correspondence independently.

• Perform a variety of clerical accounting duties in support of assigned department or program.

• Type or input data at an acceptable rate of speed.

• Answer telephones and greet the public courteously.

• Complete work with many interruptions.

• Monitor grants, balances, budgets, timelines and quarterly reports.

• Maintain a variety of records, logs and files.

• Utilize a computer to input data, maintain automated records and generate computerized reports.

• Establish and maintain cooperative and effective working relationships with others.

• Meet schedules and time lines.

• Work independently with little direction.

• Communicate effectively both orally and in writing.

• Determine appropriate action within clearly defined guidelines.

• Add, subtract, multiply and divide with speed and accuracy.

LICENSES AND OTHER REQUIREMENTS:

1. Valid California driver’s license.

WORKING CONDITIONS

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.

Environment

• Professional Office environment

• Constant interruptions

• This role routinely uses standard office equipment such as computers, phones, photocopiers and filing cabinets

• Driving a vehicle to conduct work

Travel

• May be Occasional travel for this position

Physical Demands

• Dexterity of hands and fingers to operate a computer keyboard.

• Hearing and speaking to exchange information.

• Sitting or standing for extended periods of time.

• Seeing to read a variety of materials.

• Bending at the waist, kneeling or crouching to file materials.

Benefits:

The District offers a competitive benefits package including medical, dental and vision coverage to employees and qualified dependents. In addition, the District provides vacation, sick leave and paid holidays. The employee participates in CalPERS through District and employee contributions. 

Selection Process:

After the preliminary screening, selected candidates will be invited to the campus for an initial interview with the Search Committee. Videoconference interviews (in lieu of an in-person initial interview) will be offered. Candidates to be interviewed will be selected from applicants who most closely meet the minimum and desired qualifications. Meeting the minimum qualifications does not guarantee an interview. The Search Committee will recommend finalists to the Superintendent/President for a final interview.

The District reserves the right to re-advertise the position or to delay indefinitely filling of the position if it is deemed that applicants for the position do not constitute an adequate applicant pool or if funding is not available.

Conditions of Employment:

Employees must satisfy all the pre-employment requirements prior to appointment that include, but are not limited to, tuberculosis clearance (EC 87408.6), fingerprint processing, and verification of their legal right to work in the United States. A pre-employment physical examination may be required.

Applicants requiring reasonable accommodations in completing the application or interview process must notify the Human Resources Office in advance.

College of the Siskiyous is an equal opportunity employer. The policy of the District is to encourage applications from ethnic and racial minorities, women, persons with disabilities and Vietnam-era veterans. No person shall be denied employment because of ethnicity or race, color, sex or gender, gender identity, age, religion, marital status, disability, sexual orientation, national origin, medical conditions, status as a Vietnam-era veteran, ancestry or political or organizational affiliation.

College of the Siskiyous is accredited by the Accrediting commission for Community and Junior Colleges of the Western Association of Schools and Colleges.