Administrative Assistant III

Posting Number : 0001932

Location : Diablo Valley College

Salary : YEARLY : $59,016, step 1 - $71,904, step 5 (see special instruction for initial step placement).

Position Definition :

To perform a variety of complex and responsible clerical and administrative duties for assigned office, department or program, including document processing, record keeping, and technical report compilation and interpretation of policies and procedures within assigned area.

Distinguishing Characteristics :

Administrative Assistant I -This classification performs less complex clerical, program, or instructional support assignments while learning District policies and procedures.

Administrative Assistant II - This classification is distinguished from the Administrative Assistant I by the performance of a variety of activities involved in the preparation of reports, scheduling and a broad range of complex administrative tasks.

Administrative Assistant III - This classification performs more complex administrative tasks and interpretation of policies and procedures with minimal supervision.

Typically reports to a College Dean or other high-level manager.

Administrative Assistant, Senior - This classification typically supports a Vice President or other executive manager with a broad level of responsibility with substantial District-wide impact.

The duties involve a wide variety of diverse and complex administrative tasks as well as departmental coordination, requiring a substantial amount of tact, judgment, and initiative.

Examples of Duties / Essential Functions :

Acts as a liaison between campus employees and the public to coordinate activities; answers phones and screen calls; schedules appointments;

provides general departmental information, documents, and forms.

• Assists or gives guidance and general information to staff, students and the public in navigating departmental processes.
• Assists in planning and scheduling department activities; researches and provides direction on questions pertaining to policies and procedures.
• Performs routine personnel, budget, and payroll functions for assigned department; develops and initiates a variety of files and records such as payroll, budget and attendance.
• Examines and verifies fiscal records and expenditures; maintains budget records; reconciles budget accounts to ensure accuracy;

• Receives, classifies, reconciles, interprets, consolidates, and / or summarizes documents and information.
• Maintains department / office records and fiscal information for control purposes, such as student and employee databases, transcripts, correspondence, tests, advisory certificates and probation reports.
• Researches and prepares reports and analyses within prescribed guidelines, including statistical reports, drawing data from a variety of both internal and external sources.
• Prepares and proofreads a wide variety of documents such as course proposals, confidential memoranda, exams, class outlines, reports, schedules, and letters;

organizes and maintains internal records and filing systems.

• Operates a variety of office equipment, including photocopier, calculator, and computer.
• May notify students of and post canceled classes.
• Dispatches service requisitions; determines and assigns priorities of requests.
• May serve as Secretary to a committee; prepares agendas; schedules facilities; records and prepares minutes.
• Performs related duties as assigned.

Minimum Qualifications :

Education / Experience :

EXPERIENCE AND TRAINING

Three (3) years of experience performing broad and varied complex clerical and administrative duties.

EDUCATION / LICENSE OR CERTIFICATE

Possession of a high school diploma / GED or the equivalent with some college coursework.

Knowledge Of :

Modern office procedures, practices and technology / equipment.

Modern software applications (Microsoft Office Suite, etc.).

English usage, grammar, spelling, punctuation and vocabulary.

Skill To :

Keyboard with accuracy.

Perform responsible clerical work with accuracy and speed.

Meet multiple established timelines and deadlines without immediate supervision.

Learn and interpret District or college rules, laws, and policies, and apply them using good judgment in a variety of procedural situations.

Communicate effectively, both orally and in writing.

Make mathematical calculations quickly and accurately.

Serve students, staff and colleagues in a helpful, empathetic, professional manner.

Establish and maintain cooperative work relationships with those contacted in the performance of required duties.

Apply general rules, policies and procedures of the departmental / office to which assigned.

Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, race, ethnicity, gender identity, sexual orientation, age, mental or physical disability, and religious background of all students, faculty and staff, and with all individuals encountered in the performance of required duties.

Ability To : N / A

N / A

Desirable Qualifications :

• Facilitate the adjunct and full-time faculty hiring process.
• Use technology that supports shared work processes.
• Provide a welcoming and resourceful student-centered first point of contact for the administrative office suite.
• Engage as a resourceful team member in the administrative building and office of instruction.
• Setting up and assisting meetings and events
• Ability to organize small and large volumes of information and develop basic charts and graphs with keen attention to detail and accuracy in data entry.

Special Instructions :

Thank you for your interest in applying for the Administrative Assistant III position at the Pleasant Hill Campus of DVC! We are eager to learn about who you are and why you are passionate about working at our community college.

We are looking for a colleague who will show sensitivity to and understanding of the diverse academic, socioeconomic, cultural, ethnic backgrounds and abilities of community college students.

The Administrative Assistant III supports members of the administrative team including the Dean of Institutional Effectiveness and Accreditation, DVC Foundation, Vice President of Equity and Student Services and the Vice President of Equity and Instruction.

Responsibilities of the position include but are not limited to facilitating adjunct and full-time faculty hiring, institutional data entry and collection, organizing meetings and events, and managing calendars.

The position requires someone with good communication and organizational skills, the ability to multi-task in a fast-paced environment, and a strong background in technology.

We are looking for employees who share a strong commitment to social and racial justice. We strongly encourage those with historically marginalized and / or underrepresented identities to apply, including people of color, non-binary and transgender individuals, women, veterans and Indigenous people.

Note : New employees will be placed at the first step which is $59,016 per year, second step $62,004 per year or third step at $65,124 per year (depending upon experience).

Based on current salary placement guidelines, all step increases for which an employee becomes eligible shall take place on July 1st of each fiscal year.

These increases will occur, on annual basis, until the maximum step of $71,904 per year is reached on the salary schedule.

YEARLY SALARY : $59,016, Step 1 - $71,904, Step 5

Job Close Date : 4 / 10 / 2024

Open Until Filled : No

To apply, visit https : / / www.4cdcareers.net / postings / 10407

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Last updated : 2024-03-22