Administrative Assistant III
Job Description
Position Title
Administrative Assistant IIISpecial Instructions to Applicants
Our Vision for Social Justice
The intention of social justice work is to strengthen humanity by understanding that every person deserves the benefits of fully participating in our society and institutions.
Academic researchers have illustrated that crucial social justice principles are a compilation of equality, equity, diversity, inclusion, engagement, environmental sustainability and human rights. These complex principles are challenging to operationalize in higher education; yet, we are steadfast in our diligence to forge ahead to advance this vital mission.
Community colleges are uniquely positioned to lead higher education in the work of social justice. Many of our students come from historically underserved and underrepresented backgrounds; students of color, students with recent immigrant histories, students from cycles of low income if not poverty, students from indigenous communities, and students from first-generation families.
The idea of promoting social mobility through education is unconditionally and uncompromisingly embraced by community colleges. This is an exciting role, and it comes with a heavy responsibility. Simply put, we need to create environments where our students achieve greater academic success, so much so that we close our persistent equity/opportunity gaps.
If you are committed to social and racial justice and if you are interested in joining a community dedicated to solving these inequities through education, please apply.
Recruitment Type:
Temporary/Hourly Assignment (Internal and External applicants)Location
Diablo Valley CollegePosting Number
0002089# of Openings
1Range
56Salary
$21.76/HourPosition Status
TemporaryOvertime Status
Non-Exempt (eligible)Position
Full-TimeIf temporary, employment duration:
4 months# of Hours Scheduled Per Week
40Work Schedule By Day and Work Hours
8:00 am – 5:00 pm
Shift Differential %
N/A# of Months
4Non-work Periods:
December 20, 2024 - January 1, 2025EEO Job Category
Clerical/SecretarialEmployee Group
ClassifiedDepartment
D4005-CounselingPosition Definition
Distinguishing Characteristics
Administrative Assistant II – This classification is distinguished from the Administrative Assistant I by the performance of a variety of activities involved in the preparation of reports, scheduling and a broad range of complex administrative tasks.
Administrative Assistant III
Administrative Assistant, Senior – This classification typically supports a Vice President or other executive manager with a broad level of responsibility with substantial District-wide impact. The duties involve a wide variety of diverse and complex administrative tasks as well as departmental coordination, requiring a substantial amount of tact, judgment, and initiative.
Examples of Duties/Essential Functions
Assists or gives guidance and general information to staff, students and the public in navigating departmental processes.
Assists in planning and scheduling department activities; researches and provides direction on questions pertaining to policies and procedures.
Performs routine personnel, budget, and payroll functions for assigned department; develops and initiates a variety of files and records such as payroll, budget and attendance.
Examines and verifies fiscal records and expenditures; maintains budget records; reconciles budget accounts to ensure accuracy; receives purchasing invoices; arranges for payment of appropriate purchases.
Receives, classifies, reconciles, interprets, consolidates, and/or summarizes documents and information.
Maintains department/office records and fiscal information for control purposes, such as student and employee databases, transcripts, correspondence, tests, advisory certificates and probation reports.
Researches and prepares reports and analyses within prescribed guidelines, including statistical reports, drawing data from a variety of both internal and external sources.
Prepares and proofreads a wide variety of documents such as course proposals, confidential memoranda, exams, class outlines, reports, schedules, and letters; organizes and maintains internal records and filing systems.
Operates a variety of office equipment, including photocopier, calculator, and computer.
May notify students of and post canceled classes.
Dispatches service requisitions; determines and assigns priorities of requests.
May serve as Secretary to a committee; prepares agendas; schedules facilities; records and prepares minutes.
Performs related duties as assigned.
Minimum Qualification-Education/Experience
Three (3) years of experience performing broad and varied complex clerical and administrative duties.
EDUCATION/LICENSE OR CERTIFICATE
Possession of a high school diploma / GED or the equivalent with some college coursework.
Minimum Qualification-Knowledge Of
Modern software applications (Microsoft Office Suite, etc.).
English usage, grammar, spelling, punctuation and vocabulary.
Minimum Qualification-Skill To
Perform responsible clerical work with accuracy and speed.
Meet multiple established timelines and deadlines without immediate supervision.
Learn and interpret District or college rules, laws, and policies, and apply them using good judgment in a variety of procedural situations.
Communicate effectively, both orally and in writing.
Make mathematical calculations quickly and accurately.
Serve students, staff and colleagues in a helpful, empathetic, professional manner.
Establish and maintain cooperative work relationships with those contacted in the performance of required duties.
Apply general rules, policies and procedures of the departmental/office to which assigned.
Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, race, ethnicity, gender identity, sexual orientation, age, mental or physical disability, and religious background of all students, faculty and staff, and with all individuals encountered in the performance of required duties.
Minimum Qualification-Ability To
Desirable Qualifications
- Ability to handle a wide variety of office tasks and interpersonal communications with students, faculty, classified professionals, and administrators with flexibility, diplomacy, and professionalism.
- Strong organizational skills and ability to manage time, prioritize tasks, and maintain efficiency in scheduling appointments, meetings, and deadlines, and coordinating meetings, events, activities, and projects.
- Perform routine personnel, budget, and payroll functions, including verifying fiscal records and expenditures, maintaining budget records; reconciling budget accounts to ensure accuracy; receiving purchasing invoices and arranging payment of appropriate purchases.
- Proficiency with 4CD systems: Colleague (ST and CF), Insite, 25Live, Advocate, SARS, Zoom, SQL and Microsoft Office Suite (Word, Outlook, PowerPoint, Excel, SharePoint, Forms).
Job Open Date:
10/21/2024Open Until Filled
YesForeign Degree and Credit Statement:
Employee Benefits:
Retirement: Most employees are members of the PERS (Public Employees Retirement System). Faculty employees and Academic Managers are members of the STRS (State Teachers Retirement System). Police Service employers are members of Safety Public Employees Retirement System.
Deferred Compensation: The District offers two optional deferred compensation plans. Eligible employees have a choice of the 457, 403b plans and a selection of savings and investment options.
Leave Allowance: The District offers monthly eligible classified employees and managers/supervisors a generous vacation and sick leave benefits as well as 20 paid holidays annually (which can vary based on length of winter break).
Additional Benefits: The District also offers monthly eligible classified employees and managers/supervisors educational reimbursements, employee assistance programs, a travel assistance plan, longevity compensation, retiree benefits, employee discounts on health memberships and a comprehensive wellness program.
Newly hired employees may notify the respective union (Local 1 or United Faculty) if they opt to join and/or authorize payment to the union. If the newly hired employee authorizes payment to the union then the following fees apply: Local 1 has a one-time initiation fee of $45.00 and monthly contribution of 1% of gross pay +$1. United Faculty has an agency fee of .55% of gross pay plus $2.50. (All confidential, supervisory and management positions are exempt from union membership)
For further information regarding benefits eligibility and details please refer to the following documents available on the 4CD website:
Classified Employees Local 1 Contract (Article 20-Benefits):
https://www.4cd.edu/hr/localonecontract/2019-2022%20Local%201%20Contract.pdf
Managers/Supervisors/Confidential Personnel Manual (Section 8-Insurance Benefits):
https://www.4cd.edu/gb/policies-procedures/manuals/MSC_08.pdf
POST OFFER PRE-PLACEMENT EVALUATION PROGRAM (PEP)
ADA Accommodations:
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Quicklink
https://www.4cdcareers.net/postings/10935Diversity Statement
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