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Administrative Assistant II

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Please see Special Instructions for more details.

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). 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. Reasonable accommodations for applicants with disabilities may be requested by calling (714) 808-4821 at least three business days in advance of the scheduled examination/interview date. Evaluations of foreign degrees and/or coursework are required. See our website at http://www.nocccd.edu/minimum-qualifications for information regarding evaluation of foreign degrees.

Position Details

Classification Information

Classification Title Administrative Assistant II

Position Information

Job Title Administrative Assistant II
Position Number FCC925
Location Fullerton College
Department FC EOPS/CARE
Percentage of Employment 100%
Months of Employment 12 Months/Year
Work Schedule Monday - Friday 8:00 am - 5:00 pm (Schedule and shift are subject to change in accordance with department needs.)
Primary Purpose

This position is responsible for performing a wide variety of complex and specialized administrative duties to support one or more functional areas, departments or administrators; and coordinating 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).

Essential Functions

Examples of essential functions are interpreted as being descriptive and not restrictive in nature

Job Description

Performs complex administrative duties independently in support of one or more functional areas, departments or administrators within established rules and regulations; organizes and manages daily activities to assure efficient operations; provides information to departments, personnel, students and the public on the phone and in person; answers questions and resolves problems requiring judgment, knowledge and explanation of policies.

Plans, coordinates and assists in the preparation and maintenance of class and faculty schedules, room assignments, textbook orders, and associated paperwork; assists instructors with preparation of curriculum, forms, applications, and testing materials; ensures classrooms and instructional areas are maintained; assists students with registration.

Coordinates and facilitates special projects, such as receptions, facilities use and events; maintains calendar of activities; coordinates travel arrangements, approves, prepares and distributes promotional and informational materials; maintains current mailing lists.

Monitors department expenditures and budgets; approves expenditures within established guidelines; assists with budget development and tracks status of budgets; maintains petty cash accounts; responds to inquiries regarding financial issues.

Evaluates and processes forms, transcripts and applications; verifies data for accuracy, completeness and compliance within established procedures; enters data into computer system; monitors, calculates and submits time sheets; maintains confidential files and data.

Types and may compose and edit correspondence, memos, letters, agendas and reports; revises schedules, forms, reports, records, and other information; prepares statistical information for use in reports; schedules appointments and meetings; attends meetings and transcribes and distributes minutes; initiates and answers telephone calls; screens and directs calls; greets visitors and directs to appropriate personnel; routes and distributes incoming mail and other materials; prepares outgoing mail and packages.

Orders supplies and prepares purchase requisitions; tracks orders to assure delivery and payment; responds to facilities maintenance requests.

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.

Performs related duties as assigned.

Working Relationships

The Administrative Assistant II maintains frequent contact with various District 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 55 wpm from clear copy
Ability to operate a variety of office equipment such as calculator, computer, copier, typewriter, 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

Coursework must be verifiable on a legible transcript.

Applicants selected for interview will be required to pass a typing test (55 wpm).

Minimum Qualifications

High school diploma or equivalent

Minimum two (2) years of increasingly responsible administrative experience; may be supplemented by applicable college courses.

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.

Desirable Qualifications

Experience utilizing Microsoft Office and any other software pertinent to the position.

Experience with integrated student information systems commonly used in education, such as Banner, PeopleSoft, Datatel and/or similar systems.

Evidence of experience working with and maintaining categorical budgets in an educational environment.

Excellent customer service skills and ability to multi-task in a student service, team-oriented environment.

Highly developed analytical skills, writing skills, and communication skills that allow for effective communication with all the stakeholders.

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 $4,240 - $5,139 per Month
Number of Vacancies 1

Posting Detail Information

Posting Number 2015194P
Open Date 08/07/2017
Close Date 08/21/2017
Special Instructions Summary

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).

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.

Reasonable accommodations for applicants with disabilities may be requested by calling (714) 808-4821 at least three business days in advance of the scheduled examination/interview date.

Evaluations of foreign degrees and/or coursework are required. See our website at http://www.nocccd.edu/minimum-qualifications for information regarding evaluation of foreign degrees.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have a high school diploma or equivalent?
    • Yes
    • No
  2. * Do you have a minimum two (2) years of increasingly responsibile administrative experience; may be supplemented by applicable college courses?
    • Yes
    • No
  3. * Can you type a minimum of 55 words per minute?
    • Yes
    • No
  4. * Describe your experience, training, and/or education which demonstrates your understanding and sensitivity to diversity.

    (Open Ended Question)

  5. * How did you hear about this employment opportunity?
    • CalJobs
    • CCC Registry
    • Cypress College
    • Employee Referral
    • Fullerton College
    • Higheredjobs.com
    • Human Resources
    • Indeed
    • Insidehighered.com
    • Monster
    • NOCCCD Website
    • OC Register
    • School of Continuing Education
    • Other (list below)
  6. Other, please specify.

    (Open Ended Question)

Documents Needed to Apply

Required Documents
  1. Cover Letter
  2. Resume
Optional Documents
  1. Transcripts (may be unofficial)
  2. NACES Evaluation of Foreign Degree