Administrative Assistant

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 fulltime 12month position assigned to the Visalia Campus.

The work schedule is MondayFriday 7:45 a.m. 4:45 p.m.

Initial salary placement is at $57637.

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 of the Administrative Assistant include:

• Organize and manage the daytoday 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 administrators 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 Districts integrated software in performing the required duties of the position.
• Perform related duties as assigned.

Minimum Qualifications(Education & Experience):

Any combination equivalent to:

• Two years of relevant collegelevel 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 multitask.

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.
• Recordkeeping 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.

To be considered applicants must submit ALLof the following required material before or by the filing deadline:

• An online job application.
• Letter of interest which addresses how the applicants 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 postsecondary 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 Yanesor

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 H1B Visas