Senior Administrative Assistant

Company: Irvine Valley College
Location: Irvine
Posted on: March 21, 2023

Job Description:

Irvine Valley College

Senior Administrative Assistant

Job Category: CSEA

Job Opening Date: February 21, 2023

Location: Irvine Valley College

Work Location: Irvine, CA

Pay Grade, for more information click on this link:

Pay Rate Type: Monthly

Work Days: Monday - Friday

Work Hours: 8:00 am - 5:00 pm (Schedule and shift are subject to change in accordance with department needs)

Hours Per Week: 40

Percentage of Employment: 100%

Months of Employment: 12

Salary: Starting at $5,391 per month

Required Documents: Cover Letter and Resume

Job Description: C.S.E.A. Classified Bargaining Unit Salary Range 127

Initial Screening Date: March 6, 2023

Cover Letter and Resume Required

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION

Under direction from the assigned administrator of record of a highly complex, multi-function division of large size, staff, and budget, such as a Dean or Director, performs the full range of administrative, secretarial, and clerical assistance in support of assigned complex program in a large business, instructional, or student services division; or serves as secondary administrative support for a larger office, such as a Vice President's office or the President's office.

May receive direction from a Vice-President if assigned to provide specialized, independent secondary support in that office.

May receive direction from the President or Executive Assistant to the President if assigned to provide specialized, independent secondary support in that office.

May receive functional supervision, technical training, and work direction from an academic bargaining unit program supervisor or an executive assistant.

DISTINGUISHING CHARACTERISTICS

This classification is distinguished from other levels of the Administrative Assistant series in that the Senior Administrative Assistant is the experienced, journey-level classification of the series. Incumbents are assigned to perform the full range of complex administrative support, secretarial, and clerical duties independently for a large/complex business, instructional, or student services program. Incumbents at this level typically receive instruction or assistance only as new or unusual situations arise, and must be fully aware of the operating procedures and policies of the work unit.

QUALIFICATIONS

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

--- Operational characteristics, services, and activities of the functions, programs, and operations of the assigned division or department.

--- Pertinent federal, state, and local laws, codes, and regulations including applicable sections of the State Education Code and other legal requirements related to area of assignment.

--- Work organization and office management principles and practices.

--- 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.

--- 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.

Ability to:

--- Understand the organization and operation of the assigned division and/or department as necessary to assume assigned responsibilities.

--- Understand, interpret, and apply administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances.

--- Perform responsible and difficult administrative duties involving the use of independent judgment and personal initiative.

--- Oversee and participate in the management of the administrative functions and operations of the assigned office.

--- Establish, review, and revise office work priorities.

--- Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.

--- 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.

--- Type or enter data at a speed necessary for successful job performance.

--- Take and transcribe dictation, if required by the position, at a speed necessary for successful job performance.

--- Participate in the preparation and administration of assigned budgets.

--- Use correct English usage, grammar, spelling, punctuation, and vocabulary.

--- Research, compile, analyze, and interpret data.

--- Prepare a variety of clear and concise administrative and financial reports.

--- Implement and maintain filing systems.

--- Independently compose and prepare correspondence and memoranda.

--- Plan, schedule, direct, coordinate, and review the work and performance of assigned staff in a manner conducive to proficient performance and high morale.

--- 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 independently and effectively in the absence of supervision.

--- Work with and exhibit sensitivity to and understanding of the varied racial, ethnic, cultural, sexual orientation, academic, socio-economic, and disabled 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.

EDUCATION AND EXPERIENCE GUIDELINES

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:

Equivalent to two years of college level course work or specialized training in public administration, business administration, secretarial science, or a related field.

Experience:

Three years of increasingly responsible experience as an administrative assistant or secretary, preferably in an administrative office of a public agency or in an educational environment, including some experience in a lead capacity.

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.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation

Environment:

May be made to enable individuals with disabilities to perform the essential job functions.

Work is performed primarily in a standard office setting. Duties are typically performed 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. At least minimal environmental controls are in place to assure health and comfort.

Physical:

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 to occasionally travel to other offices or locations to attend meetings or to pick up or deliver materials. Vision: See in the normal visual range with or without correction. Hearing: Hear in the normal audio range with or without correction.

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Keywords: Irvine Valley College, Irvine , Senior Administrative Assistant, Administration, Clerical , Irvine, California