Location: Main Campus
Job Code: 391
# of Openings: 1
Open Until Filled: first application review May 20, 2022 DESCRIPTION
Under direct supervision of a director or other administrator, perform a variety of responsible administrative support activities related to an operational department or program. Perform a wide range of office support activities including reception, filing, typing, and maintaining records; exercise good judgment and tact; provide information on procedures, standards, and requirements where applicable; establish and maintain good public relations with staff, students, and the community at large.
DISTINGUISHING CHARACTERISTICS
Administrative Assistant I is the entry-level position in this administrative support series of positions. Incumbents in this classification are expected to be able to do reception and clerical duties such as answering phones, directing calls, receiving guests, typing, and filing; to keep an office running smoothly, and to carry out office support tasks as requested. They may report to a director or supervisor.
REPRESENTATIVE DUTIES
Performs a wide variety of administrative support and operational activities to assist in the day-to-day operation of the assigned department or program.
Maintains a working knowledge of the assigned department staff, programs, and operations; communicates basic information regarding courses and programs, policies, and procedures to students, faculty, staff, and the community.
Prepares letters, memoranda, and other documents from clean copy; checks and reviews forms and materials for completeness, accuracy, and conformity with established regulations, procedures, and directions.
Sorts and distributes incoming and outgoing U.S. and inter-office mail.
Operates a variety of office equipment including computers, calculators, and photocopy and fax machines.
Operates a multi-line telecommunications system; answers, screens, and directs calls to the appropriate department or individual; takes messages and relays pertinent information using electronic mail, voicemail, or in-person communication.
Maintains a calendar of events, due dates, and schedules as they relate to the department or program.
Maintains inventory of supplies and requisitions supplies.
Maintains files and/or matters in progress; audits for accuracy.
Compiles and assembles various types of data relating to the business of the departments; using computer equipment and the appropriate software programs, enters data into various spreadsheets, databases, or programs as required; creates reports; monitors and maintains financial records, including program budgets.
Considers situations carefully and adopts an effective course of action to resolve various problems within the scope of authority using diplomacy, tact, friendliness, and poise. Refers unresolved issues immediately.
Recommends changes to existing clerical procedures and recommends or develops new procedures, if appropriate.
Assists in gathering and processing faculty and staff absence reports and timesheets with accuracy; processes and tracks leave reporting.
Trains and provides work direction to others as assigned.
Other Functions:
Participates on committees as assigned. Performs other related duties as assigned.
KNOWLEDGE AND ABILITIES
Knowledge of:
general office methods and practices including filing systems;
receptionist and telephone techniques;
letter and report writing;
a variety of word processing, spreadsheet and/or database programs as needed to fulfill the requirements of the job;
mathematical computations;
public and human relations techniques.
Ability to:
type at 45 words net per minute from clear copy;
understand and independently carry out both oral and written instructions;
prioritize tasks and do several tasks in quick sequence;
learn and successfully apply office policies and procedures, rules and regulations;
use good judgment;
communicate effectively in both oral and written form;
use appropriate and correct English spelling, grammar, and punctuation;
perform arithmetical calculations with speed and accuracy;
efficiently and accurately use a variety of word processing, spreadsheet and/or database programs as needed to fulfill the requirements of the job;
establish and maintain effective working relationships with those contacted in the performance of required duties;
demonstrate an understanding of, sensitivity to, and appreciation for the academic, ethnic, socio-economic, disability, and gender diversity of students and staff attending or working on a community college campus.
MINIMUM QUALIFICATIONS
Graduation from high school and one year of secretarial and clerical experience, or the equivalent.
Bilingual (English/Spanish), highly desired.
CONDITIONS OF EMPLOYMENT
Regular, part-time, 28 hours/week, grant-funded, 12 months per year classified position. Weekly Schedule: Monday - Thursday, 8:00 a.m. - 1:00 p.m., Friday, 8:00 a.m. - 5:00 p.m. Starting salary is $20.13/hr (Step A). Salary range 17 on CSEA salary schedule: $20.13 to $24.47 per hour (5 Steps). District-paid life, accident and income protection insurance is provided for the employee only. Must become a member of the Public Employees' Retirement System (PERS). This position is grant-funded and contingent of the renewal of the award.
COVID-19 VACCINATION REQUIREMENT
Board Policy 7330 Communicable Diseases-Employees requires that all newly hired and current employees of the Hartnell Community College District be fully vaccinated against COVID-19. All new employees must be fully vaccinated by the first day of employment. An exemption may be requested by individuals who cannot be vaccinated due to medical and/or religious reasons. Employees who receive an exemption will be required to wear a mask or face covering while on District property and/or facilities and will be required to undergo COVID-19 testing twice weekly. For more information about Hartnell CCD's vaccine requirement, please visit the District COVID-19 Information Website.
APPLICATION PROCEDURE
The following documents MUST be uploaded as attachments to your on-line application:
1. Resume
2. Cover letter
It is the policy of the Hartnell College Community District that no person shall be discriminated against in any employment procedure on the basis of race, color, national origin, ancestry, religion, sex, sexual orientation, age, marital status, veteran status, or disability. The College actively seeks applications from candidates who have multi-cultural experience. Contact the Office of Human Resources and Equal Employment Opportunity if you need any special accommodations to complete the application process.
To apply, visit https://phe.tbe.taleo.net/phe02/ats/careers/v2/viewRequisition?org=HARTCOMM&cws=38&rid=391
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