Senior Administrative Assistant

WEST VALLEY-MISSION COMMUNITY COLLEGE DISTRICT
CLASSIFIED EMPLOYMENT OPPORTUNITY

SENIOR ADMINISTRATIVE ASSISTANT
Office of Instruction

Job Number: 0708C034
Please put this number on the application.

APPLICATION DEADLINE: Tuesday, May 20, 2008, 5:00 P.M.

Under the direction of an assigned administrator or designee at Mission College, perform a wide variety of difficult and highly complex administrative support duties for the administrator of a large College or District division or department or the Academic Senate; complete assigned projects independently; process administrative matters not requiring the immediate attention of the administrator; coordinate communications between supervisor and other top-level College or District administrators.

ASSIGNMENT
100% of full-time, 37.5 hours per week, 12 months per year.  Work schedule may change to include evening and or weekend hours, as needed.  Work location: Mission College.

SALARY AND BENEFITS
- $3,792 - $4,130 entry level / $3,792 - $4,971 maximum earnable excluding longevity and educational growth
- Employer-paid medical, dental, vision for employee and dependents including children, spouse, or domestic partner (benefit costs prorated for employees working less than 100% of full-time)
- Employer-paid long-term disability for employee
- Voluntary life insurance
- State and Federal holidays plus 1 floating holiday annually; paid non-workdays between Christmas and New Year
- 12 days sick leave accrued annually (prorated for employees working less than 100% and 12 months)
- 10 to 22 days vacation annually (prorated for employees working less than 100% and 12 months)
- Educational growth incentive program from $35 to $175 monthly
- $1,000 longevity award annually after 20 years of service
- CalPERS retirement
- Union-affiliated position with required dues

MINIMUM QUALIFICATIONS
Any combination equivalent to:
- Graduation from high school supplemented by college-level course work in business or related field AND
- Four (4) years of increasingly responsible secretarial experience, including two years of experience as an administrative assistant or office coordinator in the administrative office of a public agency, preferably in an educational environment.
- Candidates with foreign degrees must provide official certification of equivalency to U.S. degrees by a certified U.S. credential review service.  Simple translation of the language on foreign diplomas, transcripts, coursework, or similar documentation will NOT suffice; thus, will cause the application packet to be judged as incomplete.
- Demonstrated ability to work with persons of diverse socioeconomic, cultural, disability, and ethnic backgrounds.

KNOWLEDGE AND ABILITIES
Knowledge of:
- Modern office practices, procedures and equipment, including letter and report writing, financial and statistical record-keeping, receptionist and telephone techniques and etiquette.
- Basic math.
- Basic research methods and techniques.
- Office management techniques.
Ability to:
- Compile information and write reports, business correspondence, and procedure manuals using correct English usage, grammar, spelling, punctuation and vocabulary.
- Read, interpret, apply and explain District and department policies, procedures and regulations.
- Effectively present information in person or on the telephone to students, staff or the public.
- Use sound judgment in recognizing scope of authority.
- Exercise good judgment and discretion in analyzing and resolving confidential, difficult and sensitive situations.
- Communicate effectively orally and in writing using correct English usage, grammar, spelling, punctuation and vocabulary.
- Learn and work within the policies, functions and requirements of area of assignment.
- Operate word processing, spreadsheet and data base management software proficiently.
- Operate computer terminals, microcomputer, copier, calculator and facsimile machine.
- Operate an electronic keyboard accurately at 60 words per minute.
- Record and transcribe information accurately at an acceptable rate of speed.
- Type, format, proofread, duplicate and distribute documents and other written materials.
- Train and provide work direction to others.
- Establish and review work priorities.
- Meet demanding schedules and multiple timelines.
- Maintain accurate statistical and financial records.
- Plan and organize work.
- Establish and maintain effective and cooperative working relationships with others.
- Maintain confidentiality of sensitive information.
- Relate effectively with people of varied academic, cultural and socio-economic background using tact diplomacy and courtesy.
- Work effectively with minimal supervision.
- Perform assigned work with speed and accuracy.

OTHER REQUIREMENT(S)
- A valid California driver's license.

EXAMPLES OF DUTIES AND RESPONSIBILITIES
(Any one position may not include all of the duties listed nor do the listed examples include all tasks, which may be found in positions of the class).  To perform this job successfully, an individual must be able to perform each essential duty of the position satisfactorily.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Perform secretarial and administrative support duties for assigned administrator and relieve the administrator of a variety of clerical, technical and administrative detail.
- Develop schedules related to division/department activities and services; maintain calendars and coordinate committee and other meetings; review, update and inform the administrator and others of essential timelines.
- Facilitate communications between assigned supervisor, other administrators, students, academic staff and other offices, educational institutions or public agencies; interact and relay information, questions and decisions regarding administrator's assignment.
- Perform administrative support duties to assist the administrator in meeting reporting requirements, functional responsibilities and research objectives.
- 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 and minutes as appropriate.
- Perform office management duties for the administrator's office; train and provide work direction to assigned student workers and clerical assistants; order supplies and assure proper functioning of office equipment.
- Format, type, proofread, duplicate and distribute correspondence, lists, forms, memoranda and other materials according to established procedures, policies and standards.
- 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 requisitions, check requests, independent contracts and claims for reimbursement of special funds related to assignment.
- Compose correspondence independently; communicate information in person or by telephone where judgment, knowledge and interpretation of policies and procedures are necessary.
- Coordinate flow of activities through office in relation to priorities and schedules; assure timely completion of work according to established policies, procedures and standards.
- Establish complex, interrelated filing systems including confidential files; collect, compile and record narrative, statistical and financial data and other information; research and verify information as requested.
- Prepare a variety of reports, lists and summaries using word processing, spreadsheet and data base management software; maintain logs and other manual records as required; receive mail and identify and refer matters to the administrator in order of priority.
- Operate office equipment including computer equipment, typewriter, calculator, copier, Dictaphone and facsimile machine.
- Perform related duties as assigned.

To receive a detailed job description that includes working conditions and physical demands, please contact the District Human Resources Department at (408) 741-2415.

APPLICATION DOCUMENTATION
Documents to be considered for this position must be received at the following location on the date and time noted above:  

District Human Resources Department
West Valley-Mission Community College District
14000 Fruitvale Avenue, Saratoga, CA 95070-5698
(West Valley College Campus – Administration Building
by Lot 4).

REQUIRED DOCUMENTS
To insure fairness and consistency to all candidates, do not submit materials other than those identified below.  Submit all application materials in the following order:
r A completed West Valley-Mission Community College District Classified Employment Application (see attached).
r A current, typed, detailed resume.
r A completed supplemental questionnaire (see attached).
r Legible copies of ALL college transcripts to verify all degrees earned and coursework taken. Certified copies of transcripts will be required at time of hire. Copies of diplomas, grade reports, graduation petitions, transcript evaluation requests, or similar documents WILL NOT BE ACCEPTED IN LIEU OF TRANSCRIPTS.
r If applicable, U.S. Equivalency Certification for foreign degrees.
r A completed Personal Data Report Form (see attached).

NOTE: All required documents must be submitted with your application packet; otherwise, your application will be considered incomplete and will not receive further consideration.

OPTIONAL DOCUMENTS
- Copies of licenses and certificates you possess as related to this position.
- Voluntary identification form (for statistical purposes only and will be kept confidentially in the Human Resources Department).

 APPLICATION INFORMATION
- Submission of complete application documents to Human Resources by the deadline is the applicant’s responsibility. Postmarks will not be accepted.
- Incomplete or late documents will not receive committee consideration.
- Application documents will not be sent to applicants or received by Human Resources via email or fax.
- All materials in your file become District property, will not be returned, and will be considered for this vacancy only.
- Current employees must provide documentation and materials in the same manner and degree of detail as any other applicant.
- If transcripts are required, include copies of ALL college transcripts with application packet to verify all degrees earned and college coursework taken. Please note: Certified copies will be required at time of hire.
- Copies of diplomas, grade reports, graduation petitions, transcript evaluation requests, or similar documents WILL NOT BE ACCEPTED IN LIEU OF TRANSCRIPTS.
- Foreign transcripts and degrees require official certification of equivalency to U.S. transcripts and degrees by a certified U.S. review service at the time of application.
- Un-requested documents, such as cover letters, letters of recommendation, and any other documents that are not specifically asked for under Required Documents, will be removed from the application packet.  
- DO NOT STAPLE DOCUMENTS TOGETHER.  USE A PAPERCLIP OR OTHER MEANS OF BINDING.
- Include the job number on the application.
- Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- West Valley-Mission Community College District will not sponsor any visa applications.

SELECTION PROCESS
- The committee will review, evaluate, and consider applications and supporting materials received by the deadline.  
- Meeting the minimum qualifications does not assure the candidate an interview.  It is, therefore, important that the application be thorough and detailed.
- Reference checks for the finalists will be conducted.
- The District may re-advertise, delay, choose not to fill the position, or choose to fill more than one position.

INFORMATION AND APPLICATION MATERIALS MAY BE OBTAINED FROM:

HUMAN RESOURCES
West Valley–Mission Community College District
14000 Fruitvale Avenue
Saratoga, CA 95070–5698 http://www.wvmccd.cc.ca.us/hr/

Applicants who, due to a disability, require accommodations to complete the application, testing, or interview process, please contact Human Resources at (408) 741-2415 to arrange for assistance.

WEST VALLEY-MISSION COMMUNITY COLLEGE DISTRICT IS AN EQUAL OPPORTUNITY EMPLOYER.




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