20-Saddleback CollegeClassification Benefits:
The District offers a comprehensive package of insurance benefits to eligible full time employees, which includes medical and dental insurance, a vision-care plan, life insurance and dependent life coverage, accidental death and dismemberment coverage, and a long-term disability income-protection plan. All premiums are fully paid by the District. Mandatory retirement incentive is with California Public Employees Retirement System (CalPERS).Summary Description:
Under direction of assigned supervisor of record, develop and maintain relationships with other organizations and schools in the project, program, or functional area; perform a variety of technical and program support duties in support of the assigned project, program, or functional area; and plan, coordinate, and implement operations and activities of the assigned office.Knowledge of:
General principles, practices, and procedures of business administration and public administration. Ability to:
Technical knowledge of business/industry principles and practices for the area of responsibility.
Methods and techniques used in the performance of duties and responsibilities specific to the area of assignment.
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Processes, procedures, and practices of budget preparation and administration.
Principles, practices, and procedures of business letter writing.
Principles and procedures used in complex, inter-related record keeping.
Principles and practices used to establish and maintain files and information retrieval systems.
Principles, practices, and procedures of complex fiscal, statistical, and administrative research and report preparation.
Statistical procedures and mathematical concepts.
Principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.
Interpersonal skills using tact, patience, and courtesy.
Principles and practices of providing training, work direction, and guidance to lower-level office staff and student workers.
English usage, grammar, spelling, punctuation, and vocabulary.
Oral and written communication skills.
District organization, operations, policies, and objectives.
Understand the organization and operation of the assigned program area as necessary to assume assigned responsibilities. Education and Experience Guidelines:
Understand, interpret, and apply administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances.
Perform a range of administrative, secretarial, and clerical duties involving the use of independent judgment and personal initiative.
Research, compile, analyze and interpret data
Compile information and write reports, business correspondence, and procedural manuals.
Type or enter data and transcribe dictation, if required by the position, at a speed necessary for successful job performance.
Use sound judgment in recognizing scope of authority.
Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.
Respond to requests and inquiries from students, staff, or the public; effectively present information in person or on the telephone to students, staff, or the public.
Independently compose and prepare correspondence and memoranda.
Maintain complex and varied files and records.
Implement and maintain filing systems.
Train and/or provide work direction to assigned staff and student workers.
Make simple arithmetic calculations.
Use correct English usage, grammar, spelling, punctuation, and vocabulary.
Plan and organize work to meet schedules and changing deadlines.
Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
Adapt to changing technologies and learn functionality of new equipment and systems.
Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
Work with limited supervision.
Work with and exhibit sensitivity to and understanding of the diverse racial, ethnic, disabled, sexual orientation, and cultural populations of community college students.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying.Education/Training:
Equivalent to the completion of the twelfth grade supplemented by college level course work in business administration or a related field.Experience:
Two years of increasingly responsible secretarial and clerical experience preferably in an administrative office of a public agency or in an educational environment.License or Certificate:
A valid California driver’s license and proof of insurability may be required for some positions to drive a District or personal vehicle to attend meetings or pick up/deliver documents or other materials.Conditions of Employment:
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.Work Environment:
Work is performed primarily in a standard office setting, typically at a desk or computer terminal; subject to noise from office equipment operation; frequent interruptions and contact in person and on the telephone with students, academic and classified staff, and others.Physical Demands:
Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate to exchange information; and may occasionally travel to other offices or locations to attend meetings or to pick up or deliver materials. Additional Position Information:
Vision: See in the normal visual range with or without correction.
Hearing: Hear in the normal audio range with or without correction.
This position in categorically funded. Employment in this position is contingent upon funding by the Student Equity and Achievement Program (SEAP) – Student Equity Plan – The Funding Source is FS455. Duties and Responsibilities
Perform secretarial and administrative support duties for assigned administrator or academic bargaining unit grant/program supervisor; relieve assigned supervisor and other staff of a variety of clerical, technical and administrative detail.
Assist in developing and implementing project elements that support service delivery; assist in developing processes to define scope and schedule of services and activities; assist in implementation processes.
Assume responsibility for all administrative support in meeting the program/grant reporting requirements, functional responsibilities, and research objectives; coordinate office work; develop schedules related to grant activities and services; review, update, and inform supervisor and others of essential timelines; coordinate the flow of activities through the office in relation to priorities and schedules; assure timely completion of work in accordance with established policies and procedures.
Assist in developing and documenting policies and priorities for the grant-funded area; maintain handbooks, forms, and related policies and procedures.
Provide assistance in resolving operational and administrative problems; assist in implementation of resolutions.
Perform a variety of technical administrative support as related to operational, financial, and budgetary duties in support of assigned grant/programs and projects.
Assist with the budget process; provide assistance in the development of assigned budget; collect and analyze financial data; review and analyze budget requests; create data tracking and reporting systems.
Assist supervisor in budget administration; track budget activity and resolve budget issues and problems; process and prepare time sheets for signature; post, monitor and track invoices and other expenditures; process budget/expense transfers; prepare purchase requisitions, check requests, independent contracts, and claims for reimbursement of special funds related to assignment.
Utilize electronic technology to correspond with others and to maintain assigned calendars, schedules and appointments; coordinate and arrange meetings; coordinate activities with other divisions and departments.
Facilitate communications between assigned supervisor, other administrators, students, academic and classified staff, other offices, educational institutions, public agencies, and the general public; interact and relay information, questions, and decisions regarding supervisor’s area of assignment; prepare preliminary responses to correspondence for supervisor’s approval.
Provide staff support to standing and ad hoc committees and other groups as assigned; attend meetings, take notes or record proceedings; prepare and distribute agendas, background materials, as appropriate.
Assist in coordinating various program-related activities and functions with other staff as well as local, state, and federal agencies/jurisdictions, business partners, and the general public.
Serve as contact and respond to requests for information from staff, other agencies, and the general public regarding project or program area of assignment; participate in community outreach and education activities.
Maintain records concerning grant/program activities; process incoming and outgoing documents; prepare and track various documents; prepare reports and briefings on project status, progress, changes, and related items related to scope, schedule, and budget.
Order office supplies and materials as directed; assure their timely receipt and storage; assure proper functioning of office equipment.
Answer telephones and respond to routine questions and requests for information from administrative, management, academic, and/or classified staff and the general public; communicate information in person or by telephone where judgment, knowledge and interpretation of policies and procedures are required.
Establish and maintain complex, interrelated filing systems including confidential files; collect, compile, and record narrative, statistical, financial data and other information; research and verify information as requested.
Use various computer applications and software packages; maintain and generate reports from database or network system.
Operate office equipment including computer equipment, typewriter, calculator, copier and facsimile machine.
Type, format, proofread, duplicate, and distribute a wide variety of correspondence, reports, notices, schedules, lists, forms, and other materials according to established procedures, policies, and standards; type from rough draft, verbal instructions, or transcribing machine or recording; compose correspondence as related to assignment.
Provides training and work direction to student workers and assigned staff; schedule assigned staff; ensure staff follows District policies and professional standards.
Receive mail and identify and refer matters to supervisor.
Perform related duties as required.
At the South Orange County Community College District, our goal as an academic community is to sustain a working environment that fosters and celebrates diversity, promotes and rewards excellence, and is welcoming to all. An exemplary academic community promotes an inclusive environment that best prepares our faculty, staff, and students to live, work, and contribute in a global society. The Plan reflects the District's commitment to equal employment opportunity and outlines the active steps that ensure nondiscriminatory practices.