FT Administrative Assistant (Confidential)
FT Administrative Assistant (Confidential)
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$ 88332 - 110964
1 Vacancy
Job Description
Description
Equity and Diversity
The District is strongly committed to achieving staff diversity and the principles of equal opportunity employment. The District encourages a diverse pool of applicants and does not discriminate on the basis of race color national origin ancestry sex age religion marital status disability or sexual orientation in any of its policies procedures or fact the college encourages applications from all segments of qualified people.
Closing Date
This position will close on October 28th 2025 at 11:59 PM (or when 150 applications are received whichever occurs sooner).
College Profile
Cerritos College is ranked 14th among the top 100 schools with the highest Hispanic enrollment in the United States by the United States Department of Education. Cerritos College serves as a comprehensive community college for southeastern Los Angeles County. Communities within the colleges district include Artesia Bellflower Cerritos Downey Hawaiian Gardens La Mirada Norwalk and portions of Bell Gardens Lakewood Long Beach Santa Fe Springs and South Gate. Cerritos College offers degrees and certificates in more than 180 areas of study in nine divisions. Enrollment currently averages 20000 students. Visit Cerritos College onlineat.
Department ProfileThe Presidents Office staff serves the internal and external constituencies of the Cerritos Community College District. The office operates on campus five days a week providing leadership and operational oversight in fulfillment of the colleges mission and goals. The office provides administrative support to the President/Superintendent and additional support to the seven-member Board of Trustees.
Summary
Performs technical and complex administrative support duties for a senior-level administrator with District wide responsibilities. Involved in researching and/or generating documents reports or information used in collective bargaining negotiations. Coordinates workflow and support activities for the office often involving multiple organizational units.
Distinguishing Career Features
The Administrative Assistant provides administrative support to a senior administrator. This position requires a demonstrated ability to coordinate and perform difficult and confidential administrative support in Board business legal and education matters and coordinates projects and workflow involving other organizational units.Job Duties
Essential Duties and Responsibilities
- Performs technical and complex administrative support involving the use of independent judgment and an in-depth understanding of the functions and procedures of the District and/or area.
- Receives and screens telephone calls and visitors handling routine-to-difficult matters independently providing information or routing calls to appropriate resources.
- Responds to inquiries and conveys technical and/or other information about programs and services provided by the District. Interprets and conveys policies and procedures referring extremely difficult or sensitive matters to the appropriate administrator.
- Resolves inquiries questions and conflicts not requiring an administrators attention. Refers issues requiring an administrator as necessary.
- Coordinates the administrative aspects of projects and events that frequently involve multiple organizational units. Integrates projects into existing work routines and assigns tasks to other staff as necessary.
- Provides administrative support to special processes such as but not limited to cross functional committees logistics for events advisory boards and special interest group meetings. Prepares forms revisions and final documents to support proceedings.
- Provides agenda items and back-up to the Executive Assistant to the President for Board of Trustees proceedings.
- Takes notes and transcribes minutes or summaries for a variety of senior management meetings committees or projects. Types (keyboards) a variety of materials such as letters memoranda reports and statistical data and completes forms on routine area matters. Composes original correspondence independently from rough drafts or verbal instructions.
- Schedules appointments and arranges meetings. Prepares schedules and informs participants confirming dates and times. Makes conference and travel arrangements.
- Prepares agreements and contracts for services. Processes contract documents for approval and distributes executed contracts. Monitors agreements and contracts for services.
- Performs special projects as assigned. Conducts research of business transactions official proceedings employee and student records industry statistics industry trends and any other related materials to compile reports for administration or to regulatory or governing agencies.
- Receives handles and stores confidential private and sensitive information pertaining to the District and its employees and students including information used in collective bargaining negotiations and legal processes.
- Assists the administrator with development of organizational unit budget proposals maintaining communications with departments on status and information needs.
- Maintains approved budgets transaction records and audit trails including those for capital outlay special projects and grant-funded activities.
- Composes difficult correspondence on a variety of matters. Compiles and types (keyboards) letters reports and statistical data.
- Performs general administrative support including filing of materials typing (keyboarding) collating and copying. Updates and modifies webpages as approved by senior administrator in compliance with District standards.
- Processes requisitions claims and requests for budget allocation changes and reassignment of funds to and from various accounts coordinating with accounting staff to ensure compliance. Prepares requisitions and claims for reimbursement.
- Provides payroll support including processing payroll certifications.
- Serves on District wide committees as required or assigned.
- Trains and oversees the work of hourly employees or student assistants as needed.
- Maintains currency of knowledge and skills related to the duties and responsibilities.
- Performs other related duties as assigned.
Minimum Qualifications
Minimum Qualifications
Requires knowledge equivalent to that of an associate degree and four years of progressively responsible secretarial/administrative assistant experience. Additional progressively responsible secretarial/administrative assistant experience may substitute for some post-secondary education.
Preferred Qualifications- Advanced event planning and coordination experience including logistics vendors travel and budgets
- Executive calendaring expertise including scheduling for multiple leaders cross-department coordination and logistics management
- Excellent writing proofreading and editing skills
- Expert ability to maintain confidentiality
- Bachelors degree is preferred
- Bilingual English and Spanish speaking is preferred
Supplemental Information
Knowledge and Skills
The position requires professional knowledge of:- Office practices procedures and equipment including filing systems receptionist and telephone techniques and letter and report writing.
- Policies and procedures associated with educational administration business and legal matters.
- Rules policies and procedures associated with public meetings (Brown Act) board proceedings and higher education processes (Education Code).
- Personal computer-based software programs that support the level of work including but not limited to word processing spreadsheets presentation graphics special applications used by the organizational unit and data entry for custom databases.
- Basic budget administration principles.
- Correct English usage grammar spelling and punctuation to prepare professional correspondence.
- Facilitating group problem-solving processes.
- Math skills to perform financial and statistical recordkeeping including limited bookkeeping.
- Human relations/interpersonal skills to work productively and cooperatively with diverse groups exercise sensitivity when dealing with a diverse population of internal and external individuals and convey technical concepts.
This position requires the ability to:- Exercise sensitivity and discretion in handling confidential information and materials.
- Accurately take and transcribe notes and/or meeting minutes/summaries.
- Learn interpret explain and apply knowledge of the District its departments operations programs functions special terminology used in the organizational unit and labor agreements to relieve a senior administrator of a variety of administrative details.
- Learn interpret and apply knowledge of the Districts functions policies rules regulations goals and objectives.
- Compile and maintain complex and confidential records and prepare routine reports.
- Prepare spreadsheets graphs and charts and enter import and export data to and from databases and from the District information systems.
- Review work results for accuracy.
- Plan organize and prioritize work in order to meet schedules and timelines.
- Communicate with staff students the public and the Board using patience and courtesy in a manner that reflects positively on the District.
- Maintain productive and cooperative working relationships with others.
This position requires the physical ability to:- Function indoors in an office environment engaged in work of primarily a sedentary nature.
- Sit for extended periods of time utilize computers and peripheral equipment accomplish other desktop work and move to various District locations.
- Use near vision to read printed materials.
- Use hearing and speech to carry on conversations in person and over the phone.
- Use manual and finger dexterity to write use a pointing device and type (keyboard) at an advanced rate (60 w.p.m. minimum) on a sustained basis.
May require a valid drivers license.
Working Conditions
Work is performed indoors where minimal safety hazards exist.
Salary/Fringe BenefitsGrade 18 on District Confidential Employee Salary Schedule ($7361.00 - $9247.00 /month).
Health and welfare benefits include District contribution for medical/dental/vision benefits and employee life insurance ($50000). (Cash in lieu option available on medical insurance.)
Participation in the Public Employees Retirement System that is also integrated with Social Security.
Selection Procedure
After the application closing date a search committee will review and invite the most qualified applicants for an interview. As these are highly competitive positions meeting the minimum requirements does not guarantee an interview.If you have questions or would like to follow-up regarding your application please contact Human Resources at as search committee members are unable to discuss specific recruitments.Conditions of Employment
This is a full-time 12-calendar month confidential position.
The position may have flexible day and evening work schedules depending on campus and community events.
*Estimated employment start date in December 2025 or January 2026 at the earliest.
Initial placement of employees on Confidential Salary schedule is at Step 1. After a successful probationary period employee is placed at Step 2.
Employment is to be effective as soon as possible following completion of the selection process.
Individual who is offered employment shall be required to obtain fingerprints for a criminal history clearance through the State Department of Justice and remit the required fee for processing the fingerprints Federal Bureau of Investigation (no fee if obtained at Cerritos College Campus Police Station) produce an original social security card and submit negative TB test results (must be within the past four years or within the last 60 days if not previously employed in a school district in California) before employment.
Proof of eligibility to work in the United States and signing of loyalty oath per Government Codes 3100-3109.
Candidates must be able to provide proof of California residency prior to employment.
**Please note - the District does not provide for immigration sponsorships such as H1B Visas
Application Procedures
Application materials must be submitted by the closing date. We are committed to providing an inclusive and accessible application process. If you require a reasonable accommodation to apply or interview due to a disability please contact Human Resources at as early as possible. While advance notice (ideally at least 72 hours before the application deadline or scheduled interview) helps ensure we can meet your needs we will make every effort to accommodate requests made at any time.It is the applicants responsibility to provide copies of all transcript(s) verifying all educational degree(s) and/or coursework required for the position. Transcripts must be from regionally accredited institutions. A foreign transcript must be evaluated by a NACES certified agency. The website address is .
Required Documents
Resume/Curriculum Vitae
Cover Letter
Copy Unofficial Transcripts (Must show all coursework completed and the conferral date of the degree)
Employment Type
Full-Time
