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Administrative Assistant II
Santa Rosa, CA
Posted May 30, 2013 by Santa Rosa Junior College
Category: Other Administrative Positions


Santa Rosa Junior College
High School Equivalency Program
PRIORITY FILING DEADLINE: Wednesday, June 12, 2013
(initial screening date; open until filled)

The High School Equivalency Program at Santa Rosa Junior College is seeking a qualified individual with clerical and customer service skills to provide high quality services to our district, our community, and most importantly to our students. Under general supervision, perform administrative support duties requiring a high degree of expertise in more than one of the areas of office management, fiscal management, customer relations, or other specialized services; may serve as the lead worker for other classified staff within the area/department; supervise and organize the work of student employees and short term, non-continuing personnel; and perform related work as required. This is a categorically-funded, full-time, 12 months per year, Classified position. Generally, the work schedule will be 8:00 a.m. to 5:00 p.m., Monday through Friday. The schedule may include occasional evenings and weekends so candidates must have scheduling flexibility to meet the changing needs of the department. Appointments are contingent upon funding and Board approval.

The Administrative Assistant II classification is distinguished from the Administrative Assistant I by the increased level of independence and initiative expected and complexity of problem solving needed, including acting as a lead worker to other classified staff. Incumbents are expected to interpret policies, procedures and regulations and be able to explain them to others. They may have the responsibility of coordinating a small office. Employees in this classification may also monitor more than one budget and participate in budget development. They may assist in the development of a website. The AAII is expected to have technical knowledge of the assigned area/department. Incumbents may coordinate special projects or programs (such as small events, travel arrangements, workshops, etc.).

The High School Equivalency Program (HEP) is administered by the U.S. Department of Education. The purpose of HEP is to help migrant and seasonal agricultural workers and members of their immediate family who are 17 years or older and not currently enrolled in a high school obtain the equivalent of a high school diploma. HEP provides its students with preparation and support services to obtain the General Education Development (GED) certificate. HEP also provides assistance to participants to further their educational goal and knowledge so that they may obtain rewarding employment, be placed in an institution of higher education or other postsecondary education, training and/or military services.

The Administrative Assistant II classification coordinates the daily support activities and operations of an assigned area/department; provides administrative and clerical support to assigned supervisor(s); and provides technical assistance to others within assigned area/department. Typically, this classification will support a relatively medium to large-sized area(s)/department(s).


Required Abilities and Knowledge:
The ability to perform complex and detailed clerical and administrative support work with accuracy and speed; type or keyboard with accuracy and efficiency from clear copy or handwritten notes; compose correspondence and accurate reports; analyze situations accurately and take appropriate action; communicate effectively in English and Spanish; follow and give oral and written directions; perform mathematic calculations with accuracy; develop and maintain statistical records; work independently with a minimum of supervision; interpret and apply District policies and procedures; interact with the public in a helpful, courteous and friendly manner; maintain effective working relationships; demonstrate sensitivity to, and respect for, a diverse population. The knowledge of modern office methods and practices including filing, proofreading, formatting, report writing, intermediate bookkeeping and fiscal management; proper English usage, spelling, vocabulary, and grammar; current office equipment, technology and standard computer software such as Microsoft Excel, Outlook, PowerPoint, Word, and internet navigation and web site maintenance programs; tasks associated with planning of special events and projects; proper reception and telephone etiquette.

Preferred: Type or keyboard at a minimum of 50 words per minute.

Required Education and Experience:
Graduation from high school and two years of full-time (or part-time equivalent) increasingly responsible administrative support or office management experience; OR the equivalent. Requires a sensitivity to, and understanding of, the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students.

• Associate’s degree
• Completion of an administrative assistant certificate (or equivalent coursework
• Increasingly responsible experience in an educational environment

If you do not possess the minimum qualifications exactly as stated above, you must file for equivalency. If claiming equivalency, applicants are responsible for documenting all course work, degree programs and related professional experience at time of application.

Assists students, staff and the public and refers to appropriate area/department if needed; oversees various administrative support tasks within an assigned department or area; troubleshoots and resolves problems, and recommends solutions; interprets and explains District policies and procedures related to the assigned area(s)/department(s); composes and keyboards reports, correspondence, memos, forms, agendas, faculty evaluations, meeting minutes, directories, and tables; proofreads documents for accuracy, completeness, and conformity to established formats; creates complex original draft correspondence; designs and creates brochures, forms, flyers and other marketing and information materials; prepares and tracks submission of curriculum documents according to Title V and District guidelines; coordinates activities for a variety of meetings, conferences, and special events and projects; attends meetings, takes notes and prepares minutes; monitors several budgets; prepares purchase requisitions and budget transfers and supply orders electronically; provides budget-coding assistance to faculty and staff; develops and maintains complex spreadsheets and databases; maintains various statistical records for department(s) or area(s); maintains complex general and confidential files; updates and/or maintains a web site; may assist in the development of a web site; provides detailed administrative support for assigned area(s)/department(s); processes and tracks faculty schedule changes; troubleshoots and resolves scheduling problems; monitors enrollments and faculty loads; delivers, retrieves and sorts area/departmental mail; may supervise and organize the work of student employees and short-term, non-continuing personnel, including monitoring of time sheetsl; may serve as a lead worker to other classified staff in the area.

Salary Range (pro-rated salary at 80%): $3,354 - $4,079 per month 2012/13 Classified Salary Schedule); salary reflects a 5% reduction for the 12/13 year with an equivalent amount of time off); maximum initial placement at $3,699 (placement within this range based on experience as documented in application materials.) Candidate selected will also be entitled to a 5% bilingual stipend and may also be entitled to a 5% shift differential for evening and Saturday shifts.
Fringe benefits: The District offers a competitive health & benefits package for employees and eligible dependents (benefits are pro-rated for part-time employees).
Leave/Holiday time: Full-time classified members earn 8 hours of sick leave and start off accruing 6.67 hours of vacation for each month worked (accrual rate increases after third year of employment and rates are pro-rated for part-time employees). Employees are also compensated for holidays recognized by the District (14 holidays/year, pro-rated for part-time employees).

Classified employees are required to become a dues paying member of the Service Employee’s International Union (SEIU), or pay a service fee.

Materials Required for this Recruitment
In order to be given priority consideration for this position, applicants must submit AN ORIGINAL PLUS ONE COPY OF EACH of the following documents by the priority filing deadline:
1. A completed Santa Rosa Junior College Classified Application Form, Personal Data Form and Applicant Notification Form. Voluntary Data Form is optional.
• If applicable, completed Equivalency Form and supporting documents.
2. A statement describing your demonstrated experience in understanding and being sensitive to the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of community college students, faculty and staff.
3. A cover letter explaining your interest in the position, including how you meet the requirements and are qualified to perform the duties as listed in the “Examples of Duties” section of this announcement.
4. Current Resume.
5. If applicable, copies of transcripts of all college level course work; unofficial copies acceptable (both sides), but official transcripts must be submitted prior to hiring. If transcripts are from an institution outside of the U.S., applicants must provide a formal evaluation of their foreign degree(s) at the time of application. Contact the Human Resources Department for more information.
6. Completed Supplemental Questionnaire.

To apply, visit: http://www.santarosa.edu/hr




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