College of the Sequoias Hiring for Administrative Assistant Job at Visalia, CA Full Time

Salary: $48,027.00 – $64,459.00 Annually
Job Type:

Job Number: 6055-c-01/22
Closing: 2/1/2022 11:59 PM Pacific
Location: Visalia, CA
Department: Student Services
Division:

General Description

Under the direction of a Dean/Director, the Administrative Assistant will perform a wide variety of technical, specialized and responsible secretarial and administrative duties to relieve the administrator of administrative detail.

This position is assigned to the Visalia campus, Full-Time M-Th. 9:00 a.m. – 6:00 p.m. and Friday 7:45 a.m. – 4:45 p.m., 12-months. Initial placement is at $48,027.

College of the Sequoias Community College District serves a diverse community of learners and is a designated Hispanic Serving Institution. COS provides a wide range of opportunities in transfer, general education, career and technical programs for our students. We are dedicated to recruiting employees who are committed to helping a diverse population of students achieve their educational goals. We seek candidates who exhibit an understanding and commitment to the community college mission, and who have a passion for student success.

Job Duties

Job duties of the Administrative Assistant:

• Organize and manage the day-to-day activities of an assigned office to assure efficient and effective office operations; coordinate communications; relieve the administrator of administrative detail.
• Perform a variety of duties independently in support of functions delegated to assigned administrator; interpret and apply rules and regulations as appropriate.
• Prepare correspondence and memoranda independently or from oral instructions.
• Prepare and edit a wide variety of materials such as correspondence, reports, forms, applications, memoranda, flyers, brochures and other documents.
• Perform a variety of duties in support of assigned function such as maintaining credential, payroll and sick leave records of employees assigned to function, assisting at special events and performing research and other special projects.
• Coordinate communication between the administrator and staff, students, the public or other District or campus officials; obtain and provide information, coordinate activities and resolve issues.
• Greet office visitors and initiate and answer telephone calls; screen and direct calls and visitors to appropriate personnel; take message as necessary.
• Respond to requests for information from students, staff and the general public regarding District programs, policies, procedures and regulations.
• Maintain a variety of records, logs and files including information of a confidential nature; maintain confidentiality of information and records.
• Maintain and compile new and modified curriculum data for input into computer terminal for the production of the annual college catalog as assigned.
• Compile information and data for reports and assist in the preparation of reports as required.
• Review, check, correct and compile a variety of information; verify data for accuracy, completeness and compliance with established procedures; input and retrieve computerized data in computer systems as required.
• Schedule meetings, conferences and appointments for assigned administrator; maintain administrator’s calendar.
• Prepare agenda items for meetings as required; take and transcribe minutes and distribute to appropriate personnel as required; maintain records for meetings as required.
• Receive, open and route mail; order, issue and maintain department supplies, forms and equipment.
• Coordinate communication and activities with other educational institutions, vendors, other outside organizations and the public.
• Operate a variety of office equipment such as word processors, computer terminals, calculators and copy machines.
• Assist in the gathering, preparation and record-keeping of division class schedules to include maintenance record-keeping for all curriculum masters within the District throughout the year.
• Utilize the District’s integrated software in performing the required duties of the position.
• Perform related duties as assigned.

Qualifications

Minimum Qualifications (Education & Experience):

Any combination equivalent to:

• Two years of relevant college-level course work in computer applications and business (office skills) AND

• Three years increasingly responsible secretarial experience.

Desirable Qualifications

• Experience working with budgets

Working Conditions:

Environment

• Office Environment
• Constant interruptions.

Physical Abilities

• Ability to hear and speak to communicate with students/public.
• Ability to see to read documents.
• Ability to sit and stand for extended period of time.
• Ability to reach in all directions.
• Ability to lift moderately heavy objects.
• Dexterity of hands and fingers to operate a computer and office equipment.

Knowledge and Abilities

The hiring committee is seeking evidence of the following:

Knowledge of:

• Organization, policies and rules of assigned department.
• Modern office practices, procedures and equipment.
• Record-keeping techniques.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• District organization, operations, policies and objectives.
• Oral and written communication skills.
• Applicable sections of State Education Code and other applicable laws.
• Interpersonal skills using tact, patience and courtesy.
• Telephone techniques and etiquette.
• Public relations techniques.
• Printing terms and applications as required.
• Office 365, Google Docs, Adobe /Acrobat Pro, Web page publishing.

Ability to:

• Perform secretarial and administrative assistance duties.
• Interpret, apply and explain rules, regulations, policies and procedures.
• Type 50 words net per minute from clear copy.
• Work independently with little direction.
• Establish and maintain effective working relationships with others.
• Meet schedules and time lines.
• Prepare reports by gathering and organizing data from a variety of sources.
• Work confidentially with discretion.
• Analyze situations accurately and adopt an effective course of action.
• Communicate effectively both orally and in writing.
• Work efficiently with many interruptions.
• Make arithmetic calculations quickly and accurately.
• Understand and follow oral and written directions.
• Make arrangements for meetings and conferences.
• Maintain a variety of files, records and logs.
• Plan and organize work.

Application Procedure

To be considered applicants must submit ALL of the following required material before or by the filing deadline:

• An online job application.
• Letter of interest, which addresses how the applicant’s experience and/or education enables him/her to be able to perform the job duties.
• Resume
• Unofficial copies of transcripts of all college/university work. Official transcripts required upon employment.

Recruitment Analyst: Norma Chavez at [email protected] .

College of the Sequoias does not sponsor H-1B Visas

To apply, visit https://www.governmentjobs.com/careers/cos/jobs/3384472/administrative-assistant