Job details

Administrative Assistant/Confidential
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Position Number: 5815513
Location: Glendora, CA
Position Type: Secretary and Administrative Assistants

Administrative Assistant/Confidential

Recruitment Start Date10/31/2024

Recruitment End Date

Open Until Filled Yes

First Consideration Date 12/02/2024

Salary Range $73,428 - $98,388 annually. Typical salary placement for this position is at Step 1 of the Supervisor/Confidential salary schedule; however, the Superintendent/President may recommend an initial higher salary placement to the Board of Trustees.

Pay Rate

FLSA Status Exempt

Benefits

Health & Wellness

Fully-paid Medical, Dental, and Vision Insurance for eligible employees & dependents
Choice of Kaiser HMO or Anthem PPO with very low co-pays & out-of-pocket costs
Flexible Spending Accounts for healthcare & dependent care
Free 24/7 Employee Assistance Program

Work-Life Balance

18 Paid Holidays & 22 Vacation Days annually
12 Sick Days, accumulating year-to-year
Modified Summer Schedule (negotiated annually)
No-cost Annual Staff Parking

Financial & Retirement Benefits

CalPERS/CalSTRS Retirement Plans with District-paid post-retirement medical (if eligible)
457(b), 403(b), & Roth 403(b) Deferred Compensation Plans
Longevity Salary Increases & Deferred Compensation Options

Growth & Accessibility

Professional Development Opportunities
Accessible via Metro Rail

General Description/Summary

POSITION SUMMARY

Under the general direction of the Superintendent/President and the Executive Assistant, the Administrative Assistant performs a variety of technical and complex administrative support duties. The Administrative Assistant serves as a confidential assistant to the Superintendent/President and, as such, must maintain a high level of professionalism and confidentiality of private and sensitive information including information related to the District's employer-employee relations. The Administrative Assistant handles multiple tasks simultaneously in a high-volume workload and fast-paced environment. This is a confidential position.

Minimum Qualifications/Education and Experience

MINIMUM QUALIFICATIONS / EDUCATION AND EXPERIENCE

An associate degree, or the completion of at least sixty (60) college-level semester units, and four years of administrative assistant experience; or, in the absence of an associate degree, or the completion of at least sixty (60) college-level semester units, six (6) years of administrative assistant experience.
Demonstrates sensitivity to, understanding of, and ability to work with the diverse academic, socioeconomic, ethnic, religious, disability, gender, gender identity, sexual orientation, and cultural backgrounds of community college students, faculty, and staff; and successfully fosters and supports an inclusive educational and work environment.

Preferred Qualifications

PREFERRED QUALIFICATIONS

Possession of an associate degree, or higher, in any discipline from an accredited institution.
Two years of experience working at an educational institution.
Previous experience supporting a senior executive or C-suite professional.
Demonstrated ability to work collaboratively across departments and with diverse teams, including faculty, staff, students, and external stakeholders.

Essential Duties and Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES

Performs administrative tasks for the Superintendent/President including office reception, maintaining calendars, scheduling appointments, distributing incoming and outgoing mail, transmitting phone messages, maintaining confidential records, maintaining an accurate filing system, composing outgoing correspondence, interpreting policies procedures to staff, students, and community members.
Receives, handles, and stores confidential information pertaining to the Superintendent/President's office, including information related to the District's employer-employee relations. Maintains a professional, high level of confidentiality of private and sensitive information.
Makes hotel, conference, and travel reservations as directed.
Arranges meetings and coordinates hospitality as needed.
Coordinates events involving the Superintendent/President's Office with other departments and outside vendors.
Performs technical and complex administrative support involving the use of independent judgment and an in-depth understanding of the functions and procedures of the office with a working understanding of functions and procedures of campus divisions.
Responds to inquiries and conveys technical and/or other information about programs and services provided by the organizational unit and the college. Interprets and conveys policies and procedures. Applies professional judgement when referring extremely difficult or sensitive matters to the appropriate administrator.
Organizes, balances, prioritizes, and performs administrative support duties, anticipating business and academic calendars and cycles. Establishes and works within timelines for projects, activities, and required submissions.
Coordinates the administrative aspects of projects and events, integrating them with ongoing work routines.
Provides administrative support to special processes such as, but not limited to, cross-functional committees, advisory boards, and special interest group meetings. Prepares forms, revisions, and final documents to support proceedings.
Takes notes and transcribes proceedings, as required. Types (keyboard) from rough drafts or verbal instructions a variety of materials such as, but not limited to, letters, memoranda, reports, and statistical data. Independently composes original correspondence and forms on routine matters.
Coordinates, prepares, and distributes agendas in accordance with the Brown Act regulations; attends meetings, takes, and prepares minutes related to grievances or shared governance committees.
Prepares board agenda items, agreements, and contracts as directed. Prepares agreements and contracts for services as needed. Processes contract documents for approval and distributes executed contracts.
Maintains and initiates the update of board policies and administrative procedures, coordinates the development of new and revised board polices and administrative procedures, and maintains the official record of board policies and administrative procedures.
Performs special projects as directed.
Assists the Superintendent/President with development of the office's budget proposals; maintains communications with work sections on status and information needs. Maintains approved budgets, transaction records, and audit trails, including those for capital outlay, special projects, and grant-funded activities.
Assists the Executive Assistant in preparing for board meetings. Serves as the substitute for the Executive Assistant when needed.
Reconciles expenditures and initiates budget allocation changes and reassignments of funds to and from various accounts. Coordinates with the Accounting Department staff to assure compliance. Prepares requisitions and claims for reimbursement.
Prepares periodic analytical reports such as researching and estimating revenue and expense projections for current and anticipated administrative commitments. Prepares financial reports for state and local agency requirements.
Trains, assigns, prioritizes, and reviews work of other staff, students, and temporary help.
May maintain the office's website.
Maintains and files correspondence.
Orders and maintains office supplies.
Maintains positive working relationships with other departments on campus.
Creates an atmosphere of inclusiveness, collegiality, and supports the goals of participatory governance.
Ensures compliance with local, state, and federal regulations.
Performs other duties as assigned that support the overall objective of the position and the District's mission and philosophy.

Knowledge, Skills and Abilities

KNOWLEDGE, SKILLS AND ABILITIES

Requires knowledge of budget management practices, travel, rules, regulations, laws, and policies and procedures governing the District.
Requires the knowledge and skill to function in a confidential professional environment.
Requires the ability to perform consistently under the pressure of deadlines and other administrative demands.
Requires the ability to perform technical, complex, and responsible administrative support tasks and assist with administrative duties.
Requires the ability to interpret, apply and explain rules, regulations, policies, and procedures.
Requires the ability to use independent judgment and organizational skills to simultaneously manage and prioritize multiple tasks and meet schedules and deadlines.
Requires the ability to maintain a variety of record types and prepare reports as requested.
Requires a high degree of professionalism and confidentially.
Requires the ability to use independent judgment and human relations skills to analyze situations accurately and adopt an effective course of action.
Requires the ability to complete work with many interruptions and pressures.
Requires the ability to operate a variety of office equipment such as, but not limited to, audio recorder, personal computer, calculator, and copier technology.
Requires the ability to make arrangements for meetings, workshops, and travel/conferences.
Requires the ability to train and provide work direction to others as needed.
Requires in-depth knowledge of office practices, procedures and equipment, including filing systems, receptionist and telephone techniques, and letter and report writing.
Requires a working knowledge of personal computer-based software programs and office applications that support this level of work, including but not limited to word processing, spreadsheets, presentation graphics, applicable software applications, data entry into custom databases, and the use of enterprise resource planning (ERP) software to generate reports and requisitions.
Requires skill at facilitating group problem-solving processes.
Requires sufficient math skills to perform financial and statistical recordkeeping, including double-entry bookkeeping.
Requires the advanced skills to independently compose and edit a variety of correspondence and documents.
Requires sufficient knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence.
Requires sufficient human relations skill to work productively and cooperatively with diverse teams, exercise patience when dealing with internal and external customers, and convey technical concepts.
Requires the ability to independently perform all of the duties of the position.
Requires the ability to understand and follow oral and written directions.
Requires the ability to accurately take and transcribe notes and/or meeting minutes. Must be able to learn, interpret, explain and apply knowledge of District and department organization, operations, programs, functions, policies, procedures, unique terminology used in the organization, and labor agreements to support an administrator or program director in a variety of administrative areas as needed.
Requires the ability to prepare spreadsheets, graphs and charts, and enter, import, and export data to and from databases.
Requires the ability to plan, organize, and prioritize work in order to meet schedules and timelines.
Requires the ability to communicate with faculty, students, staff, and the public utilizing patience, compassion and courtesy, and in a manner that reflects positively on the administrator's office and the District.
Requires the ability to work effectively in a shared governance environment and work cooperatively with others.
Requires the ability to foster and support an inclusive and welcoming work and educational environment.

Department Superintendent/President's Office
Job Category Supervisor/Confidential
Assignment Full-Time
Percentage of Time 100%
Months per Year 12 months
Work Days per Week M-F
Work Schedule per Day Monday through Friday, 8:00 a.m. to 5:00 p.m. However, this is an exempt position requiring some non-conventional working hours in addition to the regular working hours of a collegiate environment.
Work Shift Days
Bargaining Unit Unrepresented

Citrus College Diversity Statement

CITRUS COLLEGE IS AN EQUAL OPPORTUNITY EMPLOYER

It is the policy of Citrus College to not discriminate against and to encourage a diversity of applicants based on national origin, religion, age, sex or gender, race, color, medical condition, ancestry, sexual orientation, marital status, physical or mental disability, use of family and medical care leave, genetic information, military or veteran status, gender identity, gender expression, or because they are perceived to have one or more of the preceding characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics.

About Transcripts

ABOUT TRANSCRIPTS

Candidates must upload copies of all transcripts (need not be official at the time of application) which prove sufficient for verifying minimum qualifications for this position.
Official transcripts will be required at the time of the job offer.
Transcripts must be from the awarding institution and must show that the degree has been awarded (or conferred) and the year.
Degree(s) must be earned (or conferred) from accredited institution(s) or an equivalent foreign institution by the first consideration date for this position.
All degrees must be verifiable on a legible transcript by the indicated first consideration date for this position.
Foreign transcripts must be transcribed in English AND evaluated for U.S. equivalency by a bona fide U.S. evaluation service.

Selection Process

SELECTION PROCESS

A selection committee will review application packages of those candidates who have met the minimum qualifications for this position and will select a limited number of qualified candidates for an interview.
Each candidate may be asked to make a presentation on a topic of the selection committee's choice. The candidate will be informed of the topic when an interview appointment is scheduled.
Each candidate may be asked to provide a sample of his or her writing ability just prior to the interview.
Travel costs must be borne by the applicant.
Final candidates for faculty, management, and supervisor/confidential positions may be interviewed by the Superintendent/President.
If selected as a finalist, the candidate permits the District to contact the current and former employer(s) to investigate past employment history.

Quick Link https://employment.citruscollege.edu/postings/1133