Senior Administrative Assistant

Application Instructions:

• Complete all sections and fields on the application and attach all required documents incomplete applications may not be considered.

• Include all relevant education training and/or experience on the application.

• Do not include any personally identifiable confidential or otherwise unrequested information that does not pertain to job related factors (e.g. social security number date of birth pictures etc.) on your application or attached documents.

• For job postings with a close date all applications received by 11:59 PM (Pacific Time) on the job posting close date will receive consideration.

• For job postings with an initial screening date all applications received by 11:59 PM (Pacific Time) on the job posting initial screening date will receive priority consideration; however typically the job posting will remain open and continue to accept applications until the position is filled.

• For job postings requiring professional references include at least three (3) professional references from the following categories:

1. Current department chair(s) (for faculty) or supervisor(s);
2. Previous department chair(s) (for faculty) or supervisor(s) (from within the past five (5) years);
3. Masters thesis or Doctoral Dissertation advisor or supervisor (for faculty);
4. Colleague(s) or co-worker(s) who can address professional competency and skills relevant to the position; and/or
5. Other professional references.

Please note professional references are typically contacted when a candidate is selected for or as a finalist for a position.

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION

Under direction from the assigned administrator of record of a highly complex multi-function division of large size staff and budget such as a Dean or Director performs the full range of administrative secretarial and clerical assistance in support of assigned complex program in a large business instructional or student services division; or serves as secondary administrative support for a larger office such as a Vice Presidents office or the Presidents office.

May receive direction from a Vice-President if assigned to provide specialized independent secondary support in that office.

May receive direction from the President or Manager Office of the President if assigned to provide specialized independent secondary support in that office.

May receive functional supervision technical training and work direction from an academic bargaining unit program supervisor or an executive assistant.

DISTINGUISHING CHARACTERISTICS

This classification is distinguished from other levels of the Administrative Assistant series in that the Senior Administrative Assistant is the experienced journey-level classification of the series. Incumbents are assigned to perform the full range of complex administrative support secretarial and clerical duties independently for a large/complex business instructional or student services program. Incumbents at this level typically receive instruction or assistance only as new or unusual situations arise and must be fully aware of the operating procedures and policies of the work unit.

REPRESENTATIVE DUTIES

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

Participate in the administration of the office to which assigned; assist supervisor in meeting reporting requirements functional responsibilities and research objectives; provide responsible and complex secretarial and administrative support and confidential assistance relieving the supervisor of a wide variety of clerical technical and administrative detail; assist in organizing functions and activities promoted by the District college or program area.

Plan and organize administrative office support functions; coordinate oversee and evaluate the flow of office work and assure that work is performed in a timely and accurate manner; review update and inform the supervisor and others of essential timelines; discuss and review calendar of events on a regular basis with supervisor to assure timely coordination of office activities and status of assigned projects; develop schedules related to division/department activities and services.

Utilize electronic technology to correspond with others and to maintain assigned calendars schedules and appointments; coordinate and arrange meetings; coordinate activities with other divisions and departments; make travel arrangements for department staff; process conference reimbursement and other requests.

Participate in the orientation and training of new classified and academic employees when assigned; assign schedule train and provide work direction to lower-level office staff and student workers as assigned; prioritize work assignments; review and validate completed work for accuracy; determine the necessity for and assign substitute classified and/or academic personnel as needed.

Collect research compile analyze verify summarize record and evaluate information; prepare and distribute narrative statistical and financial data recommendations and alternatives as requested; complete reports; verify and review forms and reports for completeness and conformance with established regulations and procedures.

Coordinate and oversee specialized functions or projects independently as assigned including special event planning and implementation; assure that work is performed in a timely and accurate manner; use independent judgment to develop and provide recommendations suggestions or information as appropriate.

Answer telephones and respond to questions and requests for information from administrative management academic and/or classified staff and the general public; communicate information in person or by telephone where judgment knowledge and interpretation of policies and procedures are necessary.

Serve as liaison between assigned supervisor and the College president vice presidents administrative staff academic and classified staff students representatives of community agencies and the general public by relaying messages answering questions clarifying information responding to requests resolving problems explaining District College Department or program area policies and procedures or referring callers to the administrator or others as necessary.

Assure that Board agenda items and supporting documents are developed prepared and forwarded within District timelines and legal requirements and guidelines; assure the administrator receives timely notification of Board requests for information or action; assure that the Board receives information and notification of action taken as requested.

Assist supervisor in the preparation and administration of program budget(s); assist in preparing cost estimates for budget recommendations; assist in submitting justifications for budget items; allocate funds to proper budget codes; monitor and track expenditures in a timely manner; provide regular budget reports to administrator for control of expenditures; assist in resolving budget issues and problems; interact with others regarding deposits; process budget/expense transfers; recommend budget revisions.

Recommend expenditures for office equipment materials and supplies and assure their timely ordering receipt and storage; assure proper functioning of office equipment; prepare purchase requisitions check requests independent contracts and claims for reimbursement of special funds related to assignment; post monitor and track invoices and other expenditures; process and prepare time sheets for signature.

Provide staff support to standing and ad hoc committees and other groups as assigned; attend meetings and take notes or record proceedings; prepare and distribute agendas background materials and minutes as appropriate.

Compose correspondence independently; prepare preliminary responses to letters general correspondence and personal inquiries of a sensitive nature including faculty students and staff grievances and complaints for administrators approval.

Format type proofread duplicate and distribute correspondence notices lists forms memoranda and other materials according to established procedures policies and standards.

Establish and maintain a variety of complex interrelated filing systems including confidential files; establish and maintain files for information records and reports involving classified academic and administrative payroll and attendance budget production and cost records inventory manuals and updated resource materials.

Receive mail and identify and refer matters to the administrator in order of priority.

Utilize various computer applications and software packages; maintain and generate reports from a database or network system.

Operate office equipment including computer equipment typewriter calculator copier and facsimile machine.

Interact with South Orange County Community College District Irvine Valley College and Saddleback Colleges administrators divisions departments faculty staff and students in all matters related to the area of assignment; interpret and apply policies and procedures and process sensitive complaints and requests for information.

When assigned to an instructional division: develop proof and submit schedule of classes; direct the process for development of new course/curriculum and/or program offerings and assist in keeping current programs up-to-date; manage and coordinate use of facilities assigned to the division; assist in processes and procedures to facilitate the submission of grades and attendance records in accordance with guidelines and time schedules to meet established deadlines including to serve as contact point and liaison with Admissions and Records.

Perform related duties as required.

QUALIFICATIONS

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

Operational characteristics services and activities of the functions programs and operations of the assigned division or department.

Pertinent federal state and local laws codes and regulations including applicable sections of the State Education Code and other legal requirements related to area of assignment.

Work organization and office management principles and practices.

Office procedures methods and equipment including computers and applicable software applications such as word processing spreadsheets and databases.

Processes procedures and practices of budget preparation and administration.

Principles practices and procedures of business letter writing.

Principles and procedures used in complex inter-related record keeping.

Principles and practices used to establish and maintain files and information retrieval systems.

Principles practices and procedures of complex fiscal statistical and administrative research and report preparation.

Statistical procedures and mathematical concepts.

Principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.

Principles and practices of providing training work direction and guidance to lower-level office staff and student workers.

English usage grammar spelling punctuation and vocabulary.

Ability to:

Understand the organization and operation of the assigned division and/or department as necessary to assume assigned responsibilities.

Understand interpret and apply administrative and office policies and procedures as well as pertinent laws regulations and ordinances.

Perform responsible and difficult administrative duties involving the use of independent judgment and personal initiative.

Oversee and participate in the management of the administrative functions and operations of the assigned office.

Establish review and revise office work priorities.

Analyze problems identify alternative solutions project consequences of proposed actions and implement recommendations in support of goals.

Use sound judgment in recognizing scope of authority.

Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information records and reports.

Respond to requests and inquiries from students staff or the public; effectively present information in person or on the telephone to students staff or the public.

Type or enter data at a speed necessary for successful job performance.

Take and transcribe dictation if required by the position at a speed necessary for successful job performance.

Participate in the preparation and administration of assigned budgets.

Use correct English usage grammar spelling punctuation and vocabulary.

Research compile analyze and interpret data.

Prepare a variety of clear and concise administrative and financial reports.

Implement and maintain filing systems.

Independently compose and prepare correspondence and memoranda.

Plan schedule direct coordinate and review the work and performance of assigned staff in a manner conducive to proficient performance and high morale.

Plan and organize work to meet schedules and changing deadlines.

Operate office equipment including computers and supporting word processing spreadsheet and database applications.

Adapt to changing technologies and learn functionality of new equipment and systems.

Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.

Work independently and effectively in the absence of supervision.

Work with and exhibit sensitivity to and understanding of the varied racial ethnic cultural sexual orientation academic socio-economic and disabled populations of community college students.

Communicate clearly and concisely both orally and in writing.

Establish and maintain effective working relationships with those contacted in the course of work.

Report to work on a regular and consistent basis as scheduled to assigned job.

EDUCATION AND EXPERIENCE GUIDELINES

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:

Equivalent to two years of college level course work or specialized training in public administration business administration secretarial science or a related field.

Experience:

Three years of increasingly responsible experience as an administrative assistant or secretary preferably in an administrative office of a public agency or in an educational environment including some experience in a lead capacity.

License or Certificate:

A valid California drivers license and proof of insurability may be required for some positions to drive a District or personal vehicle to attend meetings or pick up/deliver documents or other materials.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Working Environment: Work is performed primarily in a standard office setting. Duties are typically performed at a desk or computer terminal; subject to noise from office equipment operation; frequent interruptions and contact in person and on the telephone with students academic and classified staff and others. At least minimal environmental controls are in place to assure health and comfort.

Physical Demands: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop bend kneel crouch reach and twist; to lift carry push and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate to exchange information; and to occasionally travel to other offices or locations to attend meetings or to pick up or deliver materials. Vision: See in the normal visual range with or without correction. Hearing: Hear in the normal audio range with or without correction.

Range 127of the CSEASalary Schedule

Required Documents:Resume and Cover Letter

Applications missing the required documents will not be considered.

Hours Per Week : 40

Months:12

Notice to all Candidates for Employment:

The Immigration Reform and Control Act of 1986 Public Law 99-603 requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country. The South Orange County Community College District (SOCCCD) will not sponsor any visa applications.

Employees must reside in California while employed with the SOCCCD.

California Public Employees Retirement SystemandCalifornia State Teachers Retirement System:

A California Public Employees Retirement System (CalPERS) retiree may not accept employment until after the first 180 days of retirement. Anyone retired from CalPERS accepting permanent employment with the SOCCCD will be required to reinstate as an active CalPERS member. Please contact CalPERS for additional information regarding your retirement status.

Any active vested member of California State Teachers Retirement System (CalSTRS) who accepts employment with the SOCCCD to perform service that requires membership in CalPERS is eligible to elect to continue retirement system coverage under CalSTRS

Disability Accommodations:

If you require special accommodations in the application and/or evaluation process please notify Human Resources at least two (2) business days prior to the job posting close or initial screening date by either calling or sending an e-mail to

Attendance Requirement:

All SOCCCD employees are required to report to work on a regular and consistent basis as scheduled to assigned job.

Campus Crime and Safety Awareness:

Information regarding campus crime and safety awareness can be found at or . Paper copies are available in the Human Resources office upon request.

Non-Discrimination Notice:

The SOCCCD provides access to its services classes and programs without regard to national origin immigration status religion age gender gender identity gender expression race ethnicity color medical condition military and veteran status genetic information ancestry sexual orientation marital status physical or mental disability pregnancy or because they are perceived to have one or more of the foregoing characteristics or based on association with a person or group with one or more of these actual or perceived characteristics.

California Fair Chance Act:

The SOCCCD will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check if the SOCCCD is concerned about a conviction that is directly related to the job you will be given the chance to explain the circumstances surrounding the conviction provide mitigating evidence or challenge the accuracy of the background report.

Diversity Equity Inclusion and Equal Employment Opportunity:

The SOCCCDis looking for equity and inclusion-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to the understanding of diverse academic socioeconomic cultural disability gender identity sexual orientation and ethnic backgrounds present within our community.

The SOCCCD is committed to ensuring that all students have the opportunity to succeed in their classes and as such to eliminating institutional barriers that disproportionately impact students of color. Irvine Valley College and Saddleback College are deeply committed to fostering an inclusive environment where students staff and faculty from diverse backgrounds can thrive academically and professionally.

Irvine Valley College (IVC) serves approximately 21584 students reflecting a rich diversity: 41% Asian 2% Black/African-American 21% Hispanic/Latino 8% Southwest Asian and North African 5% two or more races and 21% White in Fall 2024.

Similarly Saddleback College (SC) serves around 25789 students with demographics showing 12% Asian 2% Black/African-American 29% Hispanic/Latino 5% two or more races and 47% White in Fall 2024.

These numbers underscore the importance of our commitmentto eliminating equity gaps across all student demographics through implementing dynamic student-centered practices and support the academic and career success of our diverse student body we seek a candidate who will actively contribute to our mission of inclusivity and support. The ideal candidates values will align with SOCCCDs goals for Diversity Equity and Inclusion (DEI) and Equal Employment Opportunity (EEO).

THE SOCCCD IS AN EQUAL OPPORTUNITY EMPLOYER