Job Details
Executive Assistant I, Administrative Services
Classified
04/04/2018
04/26/2018
Opened until filled

EXECUTIVE ASSISTANT I, ADMINISTRATIVE SERVICES

FIRST REVIEW APRIL 26, 2018 - OPEN UNTIL FILLED

$52,427 to $60,777 PER YEAR

$4,369 to $5,065 PER MONTH

12 MONTHS / 40 HOURS PER WEEK POSITION


*Job Description Pending Board Approval*

 

 

Under the direction of an assigned administrator, perform a variety of clerical and executive assistant duties to relieve the administrator of a variety of administrative details; plan, coordinate and organize office activities and coordinate communications, correspondence, meetings, public relations and information for an administrator.

  • Perform a variety of clerical and executive assistant duties to relieve an administrator of a variety of administrative details; plan, coordinate and organize office activities for the administrator; provide technical input to the administrator concerning administrative time lines and priorities; assure smooth and efficient office operations, and proper and timely completion of projects and activities. Serve as primary administrative support to the administrator; coordinate communications, public relations and information for the administrator; receive, screen and route telephone calls; take, retrieve and relay messages as needed; schedule, coordinate, arrange, prepare for and distribute information concerning appointments, conferences, meetings, special events and other activities. Receive visitors, including administrators, students, staff, faculty and the public; provide information or direction to appropriate staff; conduct campus tours as required; evaluate and exercise independent judgment in resolving a variety of complex issues and conflicts; refer difficult issues to the administrator as needed; provide detailed and technical information concerning operations, activities, programs, services, laws, codes, time lines, priorities, processes, regulations, policies and procedures.
  • Prepare correspondence independently on a variety of matters; compose and type a variety of materials such as inter-office communications, forms, letters, memos, agendas, reports, newsletters, flyers, applications, notices, bulletins, brochures, publications, official correspondence, notices and proposals; compile, assemble and produce instructional schedules and publications as assigned; review, revise, edit, format and proofread a variety of complex documents and information. 
  • Perform specialized technical and administrative work requiring independent analysis of complex administrative, academic, business and student programs, services and activities; serve as a liaison and coordinate communications between the administrator's office, and other departments, outside agencies and others regarding division or department activities; assist the administrator with coordinating personnel, projects and activities. Prepare and maintain a variety of detailed and complex lists, records and reports related to meetings, personnel, budgets, projects, programs, services, financial activity and assigned duties; establish and maintain filing systems; prepare mandated reports for use by administrators, Board members, or State and federal agencies in accordance with established time lines and requirements as assigned. 
  • Perform a variety of clerical accounting duties as required; calculate, prepare and revise accounting and budgetary data; balance, monitor and update accounts and budgets with income and expenditures; assist in assuring expenditures to do not exceed established budget limitations as assigned; identify and resolve discrepancies; detect accounting errors and make corrections; process electronic payment vouchers as needed.
  • Coordinate, schedule and attend various meetings; compile, prepare, revise and edit related notices, agenda items, and supporting documents for a variety of other administrative meetings; prepare and send out notices of meetings and other events; collect, compile and evaluate information for meetings; take, transcribe and distribute minutes.
  • Train and provide work direction and guidance to assigned personnel; assign duties and review work for accuracy and completeness; monitor workflow and adjust activities as needed to complete assignments and projects in a timely manner. Communicate with personnel, various outside agencies, students and the public to exchange information and resolve issues or concerns; contact others to requests and verify data, documents and information as needed; assure timely communications between the administrator's office and College employees. Develop processes and procedures to enhance efficiency of office programs and operations as directed; assist with implementing program or department plans, policies and procedures; review and update policy manuals with changes; provide related information to College staff; assist with training seminars and workshops as assigned.
  • Coordinate travel and conference arrangements and reservations for the administrator as needed; maintain and coordinate the administrator's calendar; coordinate, arrange, reserve and set up facilities, services, supplies and equipment for various meetings and events as needed; notify appropriate individuals of meetings, appointments, events and related information.
  • Perform related duties as assigned.
  1. Any combination equivalent to: Associate’s degree in business, business administration or related field
  2. AND four years of increasingly responsible clerical or administrative assistant experience.
  • Terminology, practices, procedures, functions and operations of an administrative office.
  • Organization, operations, policies and objectives of assigned programs and activities.
  • Modern office practices, procedures and equipment.
  • Statistical, financial and narrative record keeping techniques.
  • Correct English usage, grammar, spelling, punctuation and vocabulary.
  • Methods, procedures and terminology used in clerical accounting work.
  • Telephone techniques and etiquette.
  • Oral and written communication skills.
  • Interpersonal skills using tact, patience and courtesy.
  • Methods of collecting and organizing data and information.
  • Business letter and report writing, editing and proofreading.
  • Operation of a computer and Microsoft Office Suite.
  • Public relations techniques.
  • Perform a variety of complex clerical and executive assistant duties to relieve the administrator of a variety of administrative details.
  • Plan, coordinate and organize office activities and coordinate communications, correspondence, meetings, public relations and information for the administrator.
  • Assure smooth and efficient office operations.
  • 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.
  • Maintain a variety of complex and confidential files and records.
  • Utilize a computer to input data, maintain automated records and generate computerized reports.
  • Assure efficient and timely completion of office and program projects and activities.
  • Understand and resolve complex issues, complaints or problems.
  • Type or input data accurately and at an acceptable rate of speed.
  • Complete work with many interruptions.
  • Operate a variety of office equipment including a computer and assigned software.
  • Determine appropriate course of action within clearly defined guidelines.
  • Meet schedules and time lines.
  • Prioritize and schedule work.
  • Work independently with little direction.
  • Communicate effectively both orally and in writing.
  • Establish and maintain cooperative and effective working relationships with others.

 

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 the Public Employee Retirement System 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.  At the discretion of the District, videoconference interviews (in lieu of an in-person initial interview) may 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 a slate of 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.

Cover Letter, Resume, Unofficial Transcripts