Job Details

Executive Assistant I, Business Services and Economic Development

Chaffey College


Salary: $6,551.00 Monthly

Job Type: Confidential

Job Number: 21-22/00082

Location: Rancho Cucamonga, CA

Department: Business Services

Closing: 7/8/2022 11:59 PM Pacific

Position Description

Under direction, perform a broad range of administrative, and technical assistance functions for an administrator of a major function of the College; perform a variety of special projects having District-wide impact; prepare or access confidential materials dealing with employer/employee relations; control the release of sensitive information and exercise frequent independent judgment within the assigned areas of responsibility, with the latitude for initiating action on behalf of the supervisor.

Responsibilities

• Serve as administrative assistant and relieve administrator of a variety of clerical and administrative duties.
• Perform a variety of specialized and complex administrative support responsibilities, such as coordinating business functions within the District and with outside organizations and agencies; perform a variety of special projects having District-wide impact; respond to and provide information to District administrators as related to Business Services.
• Coordinate and monitor office activities for a major college service area; coordinate and direct work of clerical staff, student assistants, and others as required in various component programs; provide in-service training for clerical staff; coordinate accounting systems of component programs.
• Coordinate communications between administrator, program or division, and various groups such as other college staff, students, or community groups; respond to questions requiring judgment, knowledge, and interpretation of policies.
• Provide technical assistance to other staff in areas such as budget preparation, record-keeping, editing, computer, and software usage.
• Compile complex documents and assist in the development and preparation of reports, Board items, budgets, and grant proposals; collect data and perform research on a variety of matters as directed, including the preparation of a variety of financial and statistical reports.
• Assist in the development and preparation of reports, Board items, budgets, and grant proposals; collect data and perform research on a variety of matters as directed, including the preparation of a variety of financial and statistical reports.
• Monitor progress of assigned projects; maintain complex record-keeping systems and schedules; assist instructional staff in developing and coordinating class schedules.
• Order and maintain inventory of equipment, materials, and supplies; assist in budget development process; review documents, records, lists, tables, and other materials for accuracy, completeness, and conformance with applicable rules and regulations; process agreements and contracts and a variety of documents relating to personnel, budgeting, and curriculum requirements as assigned.
• Coordinate specific activities and events of assigned office and arrange for ancillary services.
• Organize office systems; recommend policies, procedures, and program activities.
• Arrange and schedule a variety of meetings and appointments; maintain calendars, make reservations and travel arrangements; establish and maintain regular and special schedules of the work unit; attend meetings on behalf of administrator as assigned.
• Format, type, and edit a variety of complex material from dictation, rough draft, or notes including budgets, contracts, calendars, letters, memoranda, agenda, minutes of meetings, reports, requisitions, and schedules.
• Maintain a variety of logs, files, and records; control the release of sensitive information to authorized personnel; prepare confidential materials and make recommendations, as appropriate, for collective bargaining.
• Maintain current knowledge and records of regulations and requirements applicable to assigned office; monitor transactions, programs, and services to assure compliance.
• Use a variety of office equipment such as personal computers and related software, computer terminals and printers, calculators, and copy machines.
• Route incoming mail; answer telephones; relay messages; screen and route calls and visitors; provide information to staff, students, and the public regarding programs and functions of assigned office; resolve administrative issues according to established guidelines.
• Maintain current knowledge of modern office practices, procedures, and equipment including basic record-keeping techniques, correct English usage, grammar, spelling, punctuation, and vocabulary; telephone techniques and etiquette; operation of office machines including computer equipment and specified software; applicable sections of the State Education Code and other applicable laws; District organization, operations, policies, and objectives; principles of training and providing work direction; basic budgeting practices regarding monitoring and control; public relations techniques.
• Obtain and maintain Notary certification and serve as a District notary.
• Perform related duties as assigned.

Qualifications

MINIMUM QUALIFICATIONS

• Any combination equivalent to an associate's degree in a related field, and two years' increasingly responsible administrative assistant experience.
• Ability to use MS Office Suite at the intermediate to advanced level (MS Word and Excel).
• Ability to maintain information in a discreet and confidential manner.
• Ability to provide excellent customer service, to communicate effectively orally and in writing, and to establish and maintain cooperative working relationships with staff, administrators, faculty, students, and others.
• Ability to organize and coordinate office procedures, coordinate the work of others, plan, organize, and prioritize workload; perform complex technical tasks within defined deadlines; analyze situations accurately and adopt an effective course of action; and work efficiently with many interruptions.
• Knowledge of generally accepted office practices, procedures, and equipment including computer equipment and software; research methods and report writing techniques; English usage, grammar, vocabulary, and spelling; budget preparation and control; and financial and statistical recordkeeping techniques.
• Ability to perform a variety of specialized and complex administrative support responsibilities, such as coordinating business functions within the District and with outside organizations and agencies, and perform a variety of special projects having District-wide impact.
• Ability to type 60 net words per minute and to take dictation at an acceptable rate of speed.
• Ability to follow written and oral directions and maintain accurate and orderly records and files.
• Ability to use initiative and judgment in working independently while recognizing matters that should be referred to supervisor.
• Ability to assemble, organize, and prepare data for records and reports; answer telephones and greet the public courteously; operate office machines including a computer and applicable software; compose correspondence and written materials independently; perform administrative support duties to relieve the manager of routine detail; organize, coordinate, and oversee office activities; understand and resolve issues, complaints, or problems; add, subtract, multiply, and divide quickly and accurately; maintain records and generate reports; train and provide work direction to others; learn District organization, operations, policies, and objectives; read, interpret, apply, and explain rules, regulations, policies, and procedures.
• Clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students.

Additional Information

SPECIAL CONDITIONS
Working hours: Monday - Friday, 7:30am - 4:30pm . Hours may vary according to the assignment.

APPLICATION PROCESS
Chaffey College recently implemented an online electronic application system. Our new application can be accessed at https://www.governmentjobs.com/careers/chaffey. The application must be completely filled out in detail and clearly show that you meet the qualifications as set forth in the announcement, and you must upload the following documents:

Please do not include any additional documents only the documents that are indicated below. If you upload documents that are not required, your application may be disqualified. Please do not submit letters of recommendation or documents that contain your photograph.

• Cover Letter
• Resume
• Copy of college level transcripts (if you are using your education to meet the qualifications) (photocopies or computer printouts are acceptable. Copies of diplomas/degrees are NOT acceptable in lieu of transcripts. Foreign transcripts must be transcribed and evaluated in English by a bona fide evaluation service.)

CONDITIONS OF EMPLOYMENT
This is a full-time, 12-month, confidential position. Starting date: as soon as possible. Range 2 of the Confidential Salary Schedule, with a starting salary of Step A, $6,551. Excellent benefit package.
Upon conditional job offer, applicant must provide the District proof of full COVID-19 vaccination and submit to and pass a background check as a prerequisite to being hired. Submitting proof of full vaccination for COVID-19 is a condition of employment. Being able and ready to work onsite at a Chaffey facility or location is an essential function of this job.
Being able and ready to work in-person with Chaffey students, Chaffey employees, or other members of the Chaffey community/Chaffey partners/Chaffey contractors is an essential function of this job.

REQUIRED TESTING INFORMATIONApplicants must achieve qualifying scores on tests to be administered by the District. Testing will consist of two parts: Language Arts and General Math. All applicants will be notified via email of the testing day and time or to utilize the online self-scheduling feature. There is additional information regarding testing on the Human Resources main page, "Testing Information" link. Previous passing test scores within one year will be applied and you will not need to retest.



To apply, please visit https://www.schooljobs.com/careers/chaffey/jobs/3468127/executive-assistant-i-business-services-and-economic-development




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