*Administrative Assistant I*
*North Orange County Community College District*
*Position Number:* 2015566P
*Location:* Fullerton College
*Department:* FC Business, CIS & Economic Workforce Development
*Percentage of Employment:* 100%
*Months of Employment:* 12 Months Per Year
*Work Schedule:* Monday – Thursday, 10:00 am – 7:00 pm; Friday, 8:00 am – 5:00 pm (Schedule and shift are subject to change in accordance with department needs.)
*Job Description:*
Performs detailed administrative duties in support of one or more functional areas, departments or administrators within established rules and regulations; coordinates daily activities to assure efficient operations; issues and tracks materials and items distributed to instructors, students, the public, or departments; answers questions requiring judgment, knowledge and explanation of policies.
Types routine correspondence, memos, letters, agendas, and lists; revises schedules, forms, reports, records, and other information; compiles statistical information for use in reports; attends meetings and takes minutes; initiates and answers telephone calls; screens and directs calls; schedules appointments and meetings; routes and distributes incoming mail and other materials; prepares outgoing mail and packages.
Assists faculty, staff and students; orders textbooks; prepares, distributes, and collects course materials; assists students with orientation and registration; administers and collects tests; maintains lists and mailboxes for instructors.
Assists with special projects, receptions and events as assigned; maintains calendar of activities; distributes promotional and informational materials; maintains current mailing lists.
Processes forms, transcripts and applications; verifies data for accuracy, completeness and compliance within established procedures; enters data into computer system; processes time sheets; maintains confidential files, data and records.
Collects and accounts for fees and other monies received; maintains ledgers and other financial records as assigned.
Orders and tracks supplies and prepares purchase requisitions; assists in tracking budgets and expenditures; may assist with preparing banking deposits.
Trains and provides work direction and guidance to others as directed.
Learns and applies emerging technologies and advances as necessary to perform duties in an efficient, organized, and timely manner.
Participate in District/College efforts to increase the diversity of faculty and staff and to address student achievement gaps; attend and participate in diversity, equity and inclusion trainings and events; active assistance in the creation of a welcoming and inclusive work and educational environment.
Performs related duties as assigned.
*Primary Purpose:*
This position is responsible for performing a variety of specialized administrative duties to support one or more functional areas, departments or administrators; and assisting in the coordination of office functions to assure efficient operations. This requires specialized knowledge in the specific area supported (e.g. financial aid, student services, health services, various instructional areas, and any other departments).
*Working Relationships:*
The Administrative Assistant I maintains frequent contact with various departments and personnel, faculty, students and the public.
*Knowledge, Skills, and Abilities:*
Knowledge of District organization, operations, policies and objectives
Knowledge of applicable sections of State Education Code and other applicable laws
Knowledge of organization, policies, and rules of assigned department or program
Knowledge of modern office practices, procedures and equipment
Knowledge of record-keeping techniques
Knowledge of basic bookkeeping procedures
Knowledge of correct English usage, grammar, spelling, punctuation, and vocabulary
Knowledge of various computer software applications
Ability to interpret, apply and explain rules, regulations, policies and procedures
Ability to make arithmetic calculations quickly and accurately
Ability to type at 50 wpm from clear copy
Ability to operate a variety of office equipment such as calculator, computer, copier, etc.
Ability to analyze situations accurately and adopt an effective course of action
Ability to plan, organize and prioritize work
Ability to work independently with little direction
Ability to complete work efficiently with many interruptions
Ability to work confidentially with discretion
Ability to meet schedules and time lines
Ability to understand and follow oral and written directions
Ability to communicate effectively, both orally and in writing
Ability to understand scope of authority in making independent decisions
Ability to review situations accurately and determine appropriate action according to established guidelines
Ability to establish and maintain effective working relationships with others
*Special Requirements:*
*Minimum Qualifications:*
High school diploma or GED
Minimum two (2) years prior administrative, secretarial or clerical experience
Commitment to diversity. All applicants must have demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff. The applicant must be able to demonstrate how their experience with these factors relates to successfully achieving the goals of the position.
*Desirable Qualifications:*
Ability to address the needs of diverse student and/or employee populations.
Experience providing customer service to the general public in-person, on the phone, or over electronic communications.
Prior experience in approaching work and interactions with colleagues and/or students in an equity minded manner. Ability to provide an inclusive and welcoming work/educational environment.
*Working Conditions:*
College or District office environment; subject to constant interruptions and frequent interaction with others; sitting for long periods at a time (up to 2-3 hours); repetitive use of upper extremities including hand coordination activities.
*Salary Range:* $4,483 – $5,422 Per Month
*Number of Vacancies:* 1
*Posting Number:* 2015566P
*Open Date:* 08/26/2022
*Close Date:* 9/16/2022
*Special Instructions Summary:* *Special COVID 19 Notice: Interviews may be held in person (following all necessary precautions) or in a virtual format. *Employees must reside in California while employed with NOCCCD, even during remote work. *Thank you for your continued interest in working at North Orange County Community College District.*
*The North Orange County Community College District is committed to protecting the health and wellbeing of students, faculty, staff, administrators, and the communities it serves. The Board of Trustees voted to mandate COVID-19 vaccinations for all employees and those students enrolled in on-campus classes with allowances for religious or medical exemptions as defined by law. The due date for employees and students to be fully vaccinated is November 1, 2021. More information can be found on our District website by visiting *[ )* .*
*Work Schedule: Due to the COVID-19 pandemic,* *District employees are currently working a hybrid schedule of remote work and in-person each week until further notice. Number of in-person days may vary by position/department. Questions regarding the work schedule may be discussed with Hiring Manager if selected as an interview candidate.
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This is a classified position subject to a one-year probationary period. Initial salary placement will be determined by the Office of Human Resources in accordance with Board Policy and is not negotiable. The applicant selected for the position will be required to provide identification and employment eligibility as outlined in the Immigration Reform and Control Act. NOCCCD will not sponsor any visa applications.
The District may choose to fill one or more positions from this recruitment within the same fiscal year or 8 months, whichever is longer.
To ensure consistency and fairness to all applicants, please do not submit materials in addition to those requested. Additional materials will not be considered or returned. Be sure to complete all questions and sections of the application. For questions which may not apply, indicate N/A (not applicable). Do not use terms such as see resume or see attached .
The minimum required number of references for this position is three (3) and will be requested at the finalist and/or offer of employment phase of the hiring process.
All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community. Possession of the minimum qualifications does not ensure an interview.
Minimum Qualifications Experience: One year of experience is equivalent to 12 months of experience at a maximum of 40 hours per week (full time). Applicable part-time experience will be converted to the full-time equivalent for the sole purpose of meeting the experience minimum qualification (Example: Twelve (12) months of part time work experience is equivalent to six (6) months full time).
Minimum Qualifications Education: 24 units are equal to one year of education. As applicable, education must be from a regionally accredited institution and verifiable on a legible unofficial transcript.
Reasonable accommodations for applicants with disabilities may be requested by calling (714) ###-#### at least three business days in advance of the scheduled examination/interview date.
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