Administrative Assistant, Dsps (Transfer Opportunity)

DESCRIPTION

(Transfer Opportunity for Regular Classified Employees at Range 11 Only)

Napa Valley College is seeking an Administrative AssistantintheDisability Support Programs and Services(DSPS)department.The missionof DSPSis to provide equitable and inclusive opportunities for students with disabilities to succeed academically, personally, and professionally at Napa Valley College.

The incumbent in this position will be providing a variety of complex administrative support functions; assisting in the resolution of student and staff issues; preparing various documents for district, state, and federal agencies; providing assistance to student workers and staff; assisting other departments and divisions as needed; and participating in the development of annual and long-term plans in conjunction with budget development and program management. Employees in this job classification perform the functions and related tasks indigenous to the work assignment and/or location in which they serve.

This job reports to the Dean, Student Support Programs.

This is a full-time, 12-months-per-year, classified position open to regular classified employees at range 11 only. The salary hasan appropriate placementonrange11of the current Classified Salary Schedule. The starting salary range is $4,083to $4,727/month, with future steps up to $5,743/month. A current regular classified employee who laterally transfers into a different position at the same salary range shall retain salary step, anniversary date, and salary date.

DUTIES AND RESPONSIBILITIES

Essential Functions:

• Compiles data from a wide variety of sources (e.g. time sheets, calendars, expenditures/budget, contracts, grants, etc.) for the purpose of preparing reports, making recommendations, and/or preparing information for assigned administrator.

• Coordinates a wide variety of projects, functions and/or program components (e.g. special events, data for Chancellor's office, liaising with college staff, travel itineraries for conferences, etc.) for the purpose of completing necessary processes, activities and/or delivering services in a professional and timely manner.

• Maintains and processes wide variety of complex manual and electronic documents files and records (e.g. budget data, employee records, financial records, reports, etc.) for the purpose of providing up-to-date information and historical reference in accordance with established administrative guidelines and legal requirements.

• Maintains all assigned records (e.g. record of authorization, insurance litigation materials, grant reporting, etc.) for the purpose of ensuring proper implementation of necessary departmental programs and processes.

• Monitors program/department budgets (e.g. income and expenditures by program, program compliance, etc.) for the purpose of providing necessary budgetary overview.

• Monitors a wide variety of processes and activities, applicable to position, on behalf of assigned Administrator (e.g. program components, meeting arrangements, account balances, budget preparation, student processes, etc.) for the purpose of implementing necessary departmental processes, achieving goals and meeting target dates in compliance with established guidelines and regulatory requirements.

• Oversees the work activities within the office for the purpose of organizing assignments, monitoring progress, and ensuring completion within established guidelines.

• Participates in a variety of meetings, workshops, and/or trainings for the purpose of providing or receiving information, recording minutes, if needed, and supporting the needs of the attendees.

• Performs a wide variety of clerical duties (e.g. compiling minutes, routine letters, receiving telephone calls, scheduling meetings, keeping records of various committee and department information, etc.) for the purpose of providing processes and procedures necessary to the department.

• Prepares and publishes a wide variety of complex reports, documents, and correspondence of a confidential and non-confidential nature (e.g. letters, memorandums, agendas, meeting minutes, charts, periodic and ad-hoc reports, operational procedures, manuals, employment contracts, reports for department of education, etc.) for the purpose of documenting activities, providing written reference, and conveying information.

• Presents information on administrative processes (e.g. department/program policies, submission procedures, insurance processes, etc.) for the purpose of orienting new personnel, disseminating information, and providing administrative support.

• Provides necessary back-up to assigned administrator for the purpose of ensuring accurate and efficient support.

• Represents assigned Administrator in their absence for the purpose of conveying and gathering information required for all required functionality.

• Researches a variety of topics (e.g. current practices, policies, education codes, insurance programs, etc.) for the purpose of providing information and/or recommendations that address a variety of administrative requirements.

• Responds to a wide variety of inquiries from internal and external parties for the purpose of providing information, facilitating communication among parties and providing direction.

• Schedules a wide variety of activities (e.g. appointments, meetings, travel accommodations, facility usage, etc.) for the purpose of making necessary arrangements for Assigned Administrator and departments within the division.

• Trains employees and student assistants for the purpose of providing necessary and applicable skills for office workforce, and maintaining necessary skills and knowledge.

Other Functions:

• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

JOB REQUIREMENTS

Minimum Qualifications

Skills, Knowledge and Abilities:

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including using job related software applications, preparing and maintaining accurate records; planning and managing projects; moderate independent decision making; synthesizing program objectives; optimal communication skills; and effective customer relations.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and solve practical problems. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: accounting/bookkeeping principles; business telephone etiquette; common office machines; and concepts of grammar and punctuation; office methods and practices; and all specialized processes pertaining to department/office; and local, state, federal regulations.

ABILITY is required to schedule a number of activities, meetings, and/or events; gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: adapting to changing work priorities; communicating with diverse groups; meeting deadlines and schedules; setting priorities; working as part of a team; adapting to changing work priorities; maintaining confidentiality; working with frequent interruptions; and demonstrated sensitivity to an understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic background of community college students.

Responsibility:

Responsibilities include: working under limited supervision using standardized practices and/or methods; leading, guiding, and/or coordinating others; tracking budget expenditures. Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization's services.

Work Environment:

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 60% sitting, 20% walking, and 20% standing. This job is performed in a generally clean and healthy environment.

Experience:

Three (3) years of job related experience with increasing levels of responsibility.

Education:

Community college and/or vocational school degree.

Equivalency:

High school diploma, or equivalent,with five (5) years of job related experience.

Clearances:

Criminal Background Clearance

Tuberculosis Clearance

Title 8, USC, Section 1324-A requires verification of eligibility for employment in the United States.

Desirable Qualifications

• Bachelor's Degree from an accredited university or college or equivalent.

• Administrative Office experience in an educational setting.

• Experience working with Excel.

APPLICATION PROCEDURE

A. Applicants must completetheonlineapplication through SchoolJobs.com. Allelements of theapplication, including theeducation and workexperiencesections and supplemental questions must besubmittedin order fortheapplication to beconsidered complete. Napa Valley Collegeevaluates candidates based on theinformation provided in theonlineapplication only. Do not attach resumes and cover letters.

Internal applicantsarestill required tosubmita completeonlineapplication for this position. This includes thesubmission of transcripts.

B. Applicants must attach thefollowing to completetheapplication process:

Legiblecopies of transcripts verifying collegework, degrees, and conferral dates (official transcriptsrequiredon offer ofemployment). Transcripts without thedegrees and conferral dates will bedeemedincomplete.

Foreign Transcripts:Napa Valley Collegerequires that individuals who havecompleted collegeor university coursework at an institution in a country other than the

United States must obtain a completeevaluation of foreign transcripts,degreesand other relevant documents. A foreign transcriptevaluation isrequiredany timeforeign coursework is used to meet minimum qualifications and/or salary placement,even if theforeign transcript has previously been accepted by a different collegeor university in the

United States. Foreign transcripts must beevaluated by oneof theorganizations approved by the

Stateof California, Commission on Teacher Credentialing. Pleaseclick here(Download PDF reader) for a list of approved organizations.

It is important that your applicationreflectall ofyour relevanteducation andexperience. Pleasenotethat applications will berejected if no workexperienceis listed, or if other required application fields aremissing or incomplete. Transcripts aretheonly attachments allowed so wemay verify that theminimumeducationqualification has been met.

All required application materials must besubmittedno later than 11:59 p.m. Pacific Timeon thefiling deadline. Pleasedo notsubmitmaterial notrequested. Application materialssubmittedbecometheproperty of Napa Valley Collegeand the

Officeof Human Resources, Training & Development cannot copy, return, or transfer material to other positions.Anyexpenses incurred in connection with theinitial interview will betheresponsibility of thecandidate.Thecollegewill reimbursecertain travelexpenses associated with second interviews (if applicable), depending on distanceof travel.

TheDistrictwill not accept materials bye-mail, fax, or mail for this position.

SPECIAL ACCOMMODATIONS:If youarein need ofspecial services or facilities dueto a disabilityin order toapplyor interview for this opening, pleasecontact the

Officeof Human Resources, Training & Development.

Napa Valley College, anEqualEmployment OpportunityEmployer,maintainsa drug-freeworkplaceand requires thatemployees abideby that policy.

For moreinformation, contact the

Officeof Human Resources, Training & Development:

2277 Napa-Vallejo Highway

Napa, CA 94558

(707) 256-7100

jobline@napavalley.edu

For technical support, contact NEOGOV at (855) 524-5627.