Administrative Assistant - Substitute/Temporary Pool

Description

Sierra College is requesting TEMPORARY APPLICATIONS be submitted for a short term/temporary Administrative Assistant pool for all Campuses. When a position becomes available, the Supervisor will pull applications from the pool and schedule interviews from there. Applications submitted to this pool will be kept on file for one year. These positions will be part time or full time depending on need but will last no more than 175 days.

Under general supervision from an assigned Director, Dean or Associate Dean, performs complex administrative, secretarial and clerical assistance duties in support of an assigned area; provides advanced and complex administrative and secretarial assistance to academic and classified staff, students and the public; and performs a variety of special tasks and projects relative to assigned area of responsibility.

Examples Of Functions and Tasks

Representative Duties

• The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

• Performs secretarial and administrative support duties for an assigned manager; relieves administrator of a variety of clerical, technical and administrative details.

• Screens office visitors and telephone callers; responds to sensitive questions, complaints and requests for information from administrative, management, academic, and/or classified staff, the general public and students; communicates information in person, by telephone or electronic mail.

• Maintains a calendar of events to assure timely coordination of office activities and status of assigned projects; schedules and arranges meetings and appointments; coordinates activities with other divisions and departments; makes travel arrangements for staff.

• Facilitates communication between assigned administrators, students, academic and classified staff, other offices, educational institutions, public agencies and the general public; interacts and relays information, questions and decisions regarding administrator's area of assignment.

• Composes correspondence independently; prepares responses to letters, general correspondence and personal inquiries of a sensitive nature for administrator's approval; formats, types, proofreads, duplicates and distributes correspondence, notices, lists, forms, memoranda and other materials according to established procedures, policies and standards.

• Establishes and maintains filing systems including confidential files; establishes and maintains files for information, records and reports; maintains records related to specific area of assignment.

• Compiles, verifies, summarizes, records and evaluates information; prepares and distributes narrative, statistical and financial data; completes reports; verifies and reviews forms and reports for completeness and conformance with established regulations and procedures.

• Facilitates the coordination of schedule production; coordinates and inputs data in accordance with established District policies and procedures; calculates class hours for reporting to state for apportionment purposes.

• Coordinates classroom usage between divisions and locations; releases room schedule for electronic publication.

• Monitors enrollment figures and recommends necessary additions or cancellations; enters corrected data into database.

• Creates, verifies, edits and distributes hourly and full-time faculty loading records; monitors faculty workload and leave provisions; ensures compliance with provisions of applicable collective bargaining agreements.

• Records and verifies faculty, classified, student and hourly temporary time sheets; calculates and processes faculty stipends; generates and proofs monthly faculty pay reports and submits for processing.

• Coordinates, schedules, compiles, tabulates and processes faculty member performance evaluations.

• Assists in budget administration; tracks and reconciles budget activity; posts, monitors and tracks invoices, credit card and other expenditures; prepares purchase requisitions, check requests, independent contracts, and claims for reimbursement.

• Maintains records of expenditures and income for organizational unit supplies; initiates, codes and monitors fund transfers from various budget accounts.

• Prepares requisitions and claims for reimbursement; resolves invoicing, purchase order and other financial documentation questions or problems with vendors.

• Prepares financial documents and reports; prepares and balances financial summaries.

• Arranges or coordinates with staff the use of campus and off site facilities and meeting rooms; researches room charts for available locations; initiates and submits required forms for use of facilities.

• Operates office equipment including computer equipment, typewriter, calculator, copier and facsimile machine; utilizes various computer applications and software packages; maintains and generates reports from a database or network system.

• Orders office supplies, equipment and materials; assures proper functioning of office equipment; coordinates repairs of office equipment as needed.

• Coordinates and oversees specialized functions or projects; assures that work is performed in a timely and accurate manner; uses independent judgment to develop and provide recommendations, suggestions or information as appropriate.

• Receives mail and identifies and refers matters to the administrator in order of priority.

• Trains and provides work direction to assigned student workers and temporary help as assigned.

• Performs related duties as required.

Minimum Qualifications

Education and Experience Guidelines

• Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:

Equivalent to the completion of the twelfth grade supplemented by college level course work in business administration, secretarial science or a related field.

Experience:

Three years of increasingly responsible secretarial and clerical experience preferably in an administrative office of a public agency or in an educational environment.

QUALIFICATIONS

• The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.

• Principles, practices and procedures of business letter writing.

• Principles and practices used to establish and maintain files and information retrieval systems.

• Principles, practices and procedures of fiscal, statistical and administrative record keeping.

• Principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.

• Basic mathematical concepts.

• Basic research methods and techniques.

• Work organization and basic office management principles and practices.

• English usage, grammar, spelling, punctuation, and vocabulary.

Ability to:

• Understand the organization and operation of the assigned division and/or department as necessary to assume assigned responsibilities.

• Understand and apply administrative and office policies and procedures as well as pertinent laws, regulations and ordinances.

• Perform a range of administrative, technical, secretarial and clerical duties involving the use of independent judgment and personal initiative.

• Independently compose and prepare correspondence and memoranda using correct English usage, grammar, spelling, punctuation and vocabulary.

• Respond to requests and inquiries from students, staff, or the public; effectively present information in person or on the telephone to students, staff, or the public.

• Use sound judgment in recognizing scope of authority.

• Type or enter data at a speed necessary for successful job performance.

• Take and transcribe dictation, if required by the position, at a speed necessary for successful job performance.

• Research, compile, analyze, and interpret data.

• Implement and maintain filing systems.

• Train and provide work direction to others.

• Plan and organize work to meet schedules and changing deadlines.

• Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.

• Adapt to changing technologies and learn functionality of new equipment and systems.

• Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.

• Work effectively with minimal supervision.

• Communicate clearly and concisely, both orally and in writing.

• Establish and maintain effective working relationships with those contacted in the course of work.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

• The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Work is performed primarily in a standard office setting.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally walk, stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents; and to operate assigned equipment.

Hearing: Hear in the normal audio range with or without correction.

Supplemental Information

Sierra College is a Community College located near Sacramento, California where a heavy emphasis is placed on academic excellence and student success. Since its founding in 1936, Sierra College has focused on quality instruction and meeting the evolving needs of the students and communities that it serves. The Sierra Community College District covers more than 3,200 square miles and serves the Northern California foothill counties of Placer and Nevada, as well as parts of El Dorado and Sacramento. We serve over 17,000 students throughout the region in both on-ground and online courses, including students at our main Rocklin Campus as well as at three centers located in Grass Valley, Tahoe/Truckee, and Roseville. Our District prides itself on academic excellence.

Sierra College has a strong commitment to the achievement of equity and inclusion among its faculty, staff, and students and values the rich, diverse backgrounds that make up the campus community. A strong candidate for this position must demonstrate a profound understanding of and experience with successfully supporting individuals with varying backgrounds. This includes persons with disabilities, various gender identities and sexual orientations, as well as individuals from historically underrepresented communities and other groups. Our District is committed to providing strategies for success and proactive student-centered practices and policies focused on eliminating equity gaps to ensure the District provides an inclusive educational and employment environment focused on strategies for success and equitable outcomes for all.

As an institution, Sierra College is committed to eliminating the equity gap in all student populations with dynamic, learner-centered practices and policies that fully engage the college community. The ideal candidate will share the College's commitment to helping its racially and socioeconomically diverse students succeed in their degree and career objectives. Currently, Sierra College enrolls 17,800 students per term, where approximately: 23% of Sierra College's students are Latin(o)(a)(x)(e), 3% are African-American/Black, 2% are Filipino, 6% are Asian, 1% are American Indian/Alaskan Native, 8% are Multiethnic and 55% are White.

The successful candidate will join a College dedicated to the use of culturally responsive strategies and methods that meet the varying needs of our students, faculty, staff, and surrounding community. Sierra College demonstrates its commitment to equity by supporting ongoing professional development for students, faculty, and staff. These opportunities include trainings and workshops on equity and inclusion, active Academic Senate standing committees concerned with student success and equity, a Presidential Equity Advisory Committee (PEAC), culturally responsive student engagement centers, support for our undocumented and AB540 students, campus-wide equity summits, a robust set of programs, events, and conferences related to equity-mindedness and supporting the success of our diverse students.

Need Help With Your Online Account?

• Use the online

Help Guideor contact the NEOED Applicants Support Line at 855-524-5627 if you need assistance with your online applicant account.

• Applicant Support is available between 6 a.m. and 5 p.m. Pacific Time, Monday through Friday.

Helpful Tip:

Please note that as described above a strong candidate for this position must demonstrate a profound understanding of and experience with successfully supporting individuals with varying backgrounds; and therefore, hiring committees assess candidates for these knowledge, skills, and abilities.

Applicants may want to consider incorporating culturally-inclusive/equity-minded strategies practiced and/or evidence of the responsiveness to and understanding of the racial, socioeconomic, and cultural diversity of community college student populations throughout their application materials (including application and documents uploaded, if any).

Please see the

Sierra College website for additional helpfultips and tools for prospective applicants.

Travel expenses may be partially reimbursed for candidates traveling beyond a 150 mile radius for second round interviews. All other travel expenses will be borne by the candidate (if in person interviews).

Terms and Conditions of Employment:

Other terms and conditions of employment are specified in the applicable collective bargaining agreements on file in the District Human Resources Department. Position description of record on file in the Human Resources Department.

• Sierra Community College District currently operates campuses in Rocklin, Roseville, Truckee and Grass Valley. In its management of a multi-campus environment, the District reserves right of assignment including the right to change assignment locations and shift assignments based on District need. Although this position may currently reside at the Rocklin campus, the assignment location may be subject to change as needed. Additionally, the district reserves the right to cancel, revise or re-announce this position as well as any and all positions at any time.

EEO/TITLE IXEMPLOYER

Sierra College is an equal employment opportunity employer committed to nondiscrimination and the achievement of diversity and equity among its faculty, staff, and students.

Persons with inquiries about the application of Title IX and/or EEO may contact the Director of Diversity, EEO & Title IX (Title IX Coordinator) at the address below, at (916) 660-7006 or via email at EEOT9@sierracollege.edu.

Persons with questions regarding reasonable accommodation of physical and other disabilities should contact the Sierra College Human Resources Department at (916) 660-7105.

If you have limitations hearing or speaking, the State of California offers a specially-trained Communications Assistant (CA) that can relay telephone conversations for all of your calls. Dial 711 to reach the California Relay Service (CRS). Dialing 711 is for everyone, not just those who have difficulty hearing on a standard phone. If you prefer having your calls immediately answered in your mode of communication, dial one of the toll-free modality and language-specific numbers below. The call will be routed to the CRS provider.

TTY/VCO/HCO to Voice

English1-800-735-2929

Spanish1-800-855-3000

Voice to TTY/VCO/HCO

English1-800-735-2922

Spanish1-800-855-3000

From or to Speech-to- Speech

English & Spanish 1-800-854-7784