Job Details

Administrative Assistant

Position Number: 6186556
Location: Visalia, CA
Position Type: Secretary and Administrative Assistants

Administrative Assistant

Salary: $57,637.00 - $77,334.00 Annually
Job Type: Classified - Full-time
Job Number: 7000-c-04/25
Closing: 5/20/2025 11:59 PM Pacific
Location: Visalia, CA
Department: Educational Support Services
Division:

General Description

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

Specific responsibilities include, but are not limited to:

Reconcile account balances of bank/CALCARD statements; reconcile monthly statements from vendors to verify invoices billed have been received and submitted for payment.
Maintain separate databases, books, and financial statements for various District funds; balance, check, and correct irregularities.
Prepare a variety of materials, such as checks, purchase orders, requisitions, and reports as required.
Ability to work confidentially with discretion.

This is a full-time 12-month position assigned to the Visalia Campus.

The work schedule is Monday-Friday, 7:45 a.m. - 4:45 p.m.

Initial salary placement is at $57,637.

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 include:

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, 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 typewriters, word processors, computer terminals, calculators, copy machines, and dictation equipment.
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 of increasingly responsible secretarial experience.

Desirable Qualifications:

A genuine interest in working with faculty, staff and students, and being a part of a team environment while displaying great interpersonal skills.
Experience with marketing
Staying organized while being able to multi-task.

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:

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.

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.
Operate a variety of office equipment such as typewriters, computer terminals, calculators, copiers, word processors and dictation equipment.
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. Note: Applicants who have completed college or university course work at an institution outside of the United States that is not a post-secondary institution accredited by an accreditation agency recognized by either the US Department of Education or the Council on Higher Education Accreditation (CHEA) must obtain a complete evaluation of foreign transcripts, degrees, and other relevant documents by either NACES or AICE.

Recruitment Analyst: Nancy Yanes 559-737-4886 or nancyy@cos.edu

The Sequoias Community College District is an equal employment opportunity employer committed to prohibiting unlawful discrimination, harassment, including sexual harassment, intimidation, and bullying based on actual or perceived race, color, ethnicity, national origin, immigration status, ancestry, age (40 and above), religious creed, religion, political belief or affiliation, gender, gender identity, gender expression, genetic information, mental or physical disability, sex, sexual orientation, marital status, pregnancy or parental status, childbirth, breastfeeding/lactation status, medical condition, military and veteran status, or association with a person or a group with one or more of these actual or perceived characteristics.

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

To apply, visit https://www.schooljobs.com/careers/cos/jobs/4923930/administrative-assistant

COLLEGE OF THE SEQUOIAS COMMUNITY COLLEGE DISTRICT IS AN EQUAL OPPORTUNITY EMPLOYER: The College of the Sequoias Community College District is committed to the principles of equal employment opportunity. It is the District's policy to ensure that all qualified applicants for employment and employees have full and equal access to employment opportunity and are not subject to discrimination in any program or activity of the District on the basis of ethnic group identification, race, gender, color, language, accent, citizenship status, ancestry national origin, age, sex, religion, sexual orientation, transgender, parental status, marital status, veteran status, physical or mental disability or medical condition, or on the basis of these perceived characteristics.