Executive Assistant - Merritt

Posting Details

College Information

Peralta/College Information

Merritt College

Merritt College is a public, comprehensive, two-year college, maintained by the Peralta Community College District in Alameda County. With a comprehensive day and evening program of transfer, technical, occupational and basic skills education, the College is committed to meeting the educational needs of the diverse student population it serves.

Located on a 125-acre site in the hills of East Oakland, Merritt College combines modern, spacious facilities with a spectacular view of the entire Bay Area. An integral part of a large, busy urban community, the location provides a sense of tranquility and peace.

Position Information

Job Title Executive Assistant

• Merritt Time Base 40 hrs/week 12 months/year Compensation Salary Range:$6,636.76 - $7,437.65/mo. Hiring Range: $6,636.76 - $7,300.75/mo.

• The maximum initial placement is Step 3 depending on experience. Position Type Classified Department Vice President of Administrative Services (631) City Oakland State CA Job Description Summary

Under the direction of the Vice President of Instruction, performs professional-level work in the analysis, research and preparation of a variety of reports; monitors programs and projects in accordance with District, Federal and State statutes; provides secretarial and administrative support.

Duties & Responsibilities

Any one position may not include all of the duties listed nor do listed examples include all tasks which may be found in positions of this class. To perform this job successfully, an individual must be able to perform each essential duty of the position satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions required for the position.

• Report to and is directly responsible for providing administrative support services to the Vice President of Administrative Services.

• Serve as liaison between the Vice President, President, management staff, academic and classified staff, students, representatives of community agencies and the general public by relaying messages, answering questions, clarifying information, responding to requests, resolving problems, explaining College and District policies and procedures or referring callers to the executive or others.

• Operate standard office equipment, including job-related computer hardware and software applications, facsimile equipment, and multi-line telephones; may use other department-specific equipment. May plan, direct and review the work of student employees.

• Schedule, coordinate, and facilitate meetings and conferences, arranging travel, lodging, facilities, and reimbursement as appropriate for the Vice President and other department administrators, as directed.

• Contact college administrators, members of the Board of Trustees, public agencies and members of the public as appropriate to obtain or transmit information for the Vice President.

• Establish and maintain a file tracking system, databases, records, and/or other documents; maintain confidential files.

• May compile statistical, fiscal and financial data and other information for inclusion into special and periodic reports; compose correspondence independently; prepare agendas and meeting materials, and distribute meeting packets.

• Research and assemble records, data, and confidential materials related to employee/employer relations, labor relations activities and other confidential matters.

• In accordance with adopted Board policy, monitor the College's process and procedures for hiring Independent Contractors/Consultants.

• Transcribe recordings and produce a variety of correspondence, memoranda, reports and documents from prior documents; utilize standard word processing, spreadsheet and data base applications; prepare agendas and may attend and take minutes of meetings, advisory and administrative groups.

• Assist directly in a wide range of administrative and operational functions.

• Order and maintain office supplies and arranges for maintenance to facilities and equipment and other services as required.

• Compile, review, and organize evidence and other information for administrative agencies.

• Maintain the budget activities of the office; monitor expenditures of funds; initiate fund transfers and other procedures necessary to maintain sound day-to-day budget activities.

• Maintain confidentiality of information and materials.

• Performs other related duties as required.

Minimum Qualifications

1.Graduation from an accredited college or university and two years of secretarial and/or technical support experience; or an equivalent combination of training and/or experience that could likely provide the desired knowledge and abilities to perform the duties of the position.

2.Demonstrated proficiency in business English usage, spelling, grammar and punctuation, basic arithmetic, filing and record keeping procedures and telephone techniques.

3.Demonstrated knowledge of and proficiency in the operation and use of personal computers utilizing word processing, spreadsheets and database management software programs (e.g., MS Office Suite, MS Word, MS Excel, MS Access and MS PowerPoint, etc.) and the Internet browser, websites and e-mail.

4.Knowledge of:

o Modern executive office management, practices procedures and equipment.

o Basic arithmetical proficiency.

o Basic research methods and techniques.

5.Ability to perform and complete difficult and responsible administrative support work with speed and accuracy; work cooperatively with others and meet the public with courtesy and tact; and work effectively and maintain the work flow even when experiencing frequent interruptions.

6.Demonstrated ability to establish and maintain cooperative working relationships with those contacted during the course of work.

7.Demonstrated ability to exercise good judgment and discretion in maintaining confidentiality of privileged information obtained in the course of work, and ability to handle personnel matters, employee and public personnel inquiries, and difficult and sensitive situations effectively, and with sensitivity, tact and diplomacy.

8.Demonstrated proficiency in using online information systems (such as Peoplesoft, and budget and finance systems).

9.Ability to type accurately from clear copy. A word processing and/or spreadsheet skills assessment may be given.

10. Understanding of, sensitivity to and respect for the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of Peralta Colleges' students, faculty, staff and community.

Desirable Qualifications

1.A thorough understanding of administrative practices, with 2+ years of experience working in a community college setting.

2.Able to make educated and informed decisions; prioritize conflicting needs; handle matters expeditiously; follow through on projects to successful completion, often with deadline pressures and conflicting priorities; handle sensitive and confidential information with discretion.

3.Excellent communication skills (oral and written).

4.Superior organizational skills and demonstrated ability to meet deadlines, work under pressure and shift priorities.

5.Demonstrated experience and proficiency of PeopleSoft information system.

Environmental Demands

• Occasional work performed alone

• Constant work around and with people

Other Requirements

PHYSICAL REQUIREMENTS

• Occasional standing, walking, stooping, kneeling, squatting, and climbing stairs

• Occasional lifting and carrying up to 15 lbs.

• Occasional pushing and pulling up to 20 lbs.

• Occasional twisting of body

• Occasional use of manual dexterity

• Occasional use of tactile acuity

• Occasional use of visual acuity from a distance, with depth, and for color

• Frequent work at a rapid pace

• Frequent reaching, high, low, and level

• Frequent audio acuity at all ranges, including speech

• Frequent visual acuity for reading

• Constant sitting

• Constant use of clear oral communication

Tools & Equipment Used

• Standard Office Equipment

Application Deadline Date May 13, 2024 Open Date 04/15/2024 First Review Date Special Instructions to Applicants

APPLICATION PROCEDURES

1.Required documents will include:

• Current resume of experience, formal education/training and qualifications.

• Copies of supporting credentials, if applicable.

• Copies of transcripts from fully accredited colleges or university institutions.

(Copies of diplomas will not substitute for transcripts.) (If hired, it will be required to submit official transcripts from fully accredited college or university.)

Information on transcripts must include degree awarded and confer date. Transcripts without this information and online applications without transcripts will be disqualified. PLEASE DO NOT SUBMIT AN APPLICATION IF YOUR DEGREE WILL NOT BE CONFERRED UNTIL A LATER DATE.

Note: A written evaluation by an official foreign credentials/transcripts evaluation and translation service must be submitted for Foreign Degree(s)(non-U.S. degrees) by the application deadline date.

2.Applications and attachments (resume, cover letter, copies of transcripts, letters of recommendation, etc.) will ONLY be accepted through the online process. WE DO NOT ACCEPT MAILED OR FAXED APPLICATIONS OR ITS ATTACHMENTS.

3.Travel expenses for the interview and selection process will be borne by the candidates.

4.Skype and phone interviews are not permitted.

Appointment to the position is conditional upon the approval of the Chancellor.

CONDITIONS OF EMPLOYMENT

Employees must satisfy all pre-employment requirements to work for the District which include, but are not limited to, the following items:

REQUIRED FOR ALL EMPLOYEES

Tuberculosis Examination: Prior to employment, the successful candidate will be required to submit evidence (either skin test or X-ray report) of being free of tuberculosis within the past sixty (60) days. The TB test is a condition of employment and any expense must be borne by the successful candidate.

Fingerprinting Requirement:

As a condition of employment, all employees working for community colleges in the State of California are required to be fingerprinted within the first ten (10) working days of the date of employment pursuant to Education Code Section 88024. The District Office of Human Resources processes fingerprints electronically. During the employment intake process, new employees will be given information to have their fingerprints taken at another location.

Immigration Requirement: According to the Immigration Reform and Control Act, the Peralta Community College District is required to verify that all new employees are:

1. A citizen or national of the United States;

2. An alien lawfully admitted for permanent residence in the United States; or

3. An alien authorized by the U.S. Citizenship and Immigration Service to work in the United States.

All new employees are required to complete and sign a verification form and provide documentation attesting that he/she is a United States citizen, national, or an alien lawfully authorized to work in the United States.

District Policy: A Social Security Card will be required following selection and prior to completion of the hiring process. The employment process cannot be completed without a copy of the Social Security Card on file in the Office of Human Resources.

MAY BE REQUIRED

Medical Examination: Under state regulations and as a condition of employment, certain positions may require a medical examination prior to employment. Expenses incurred will be borne by the employee.

Benefits Information

Benefits Information

Benefits Information

FRINGE BENEFITS

The Peralta Colleges proudly offers a competitive and comprehensive core of work-life benefits. The value of the employer contribution towards your benefits may increase your total compensation by as much as 47%. Benefit-eligible employees have access to coverage for themselves and eligible dependents:

• Medical, dental, vision, prescription drug insurance coverage*

• Life insurance of 150% of your income up to $100,000.

• Long-term disability coverage.

• Employee Assistance Program.

In addition to your own contribution, Peralta also contributes 25.37% of your salary to the California Public Employees Retirement System (CalPERS). Effective January 1, 2013, the PEPRA (Public Employees' Pension Reform Act) went into effect.

Changes have been implemented as a result of the adoption of this legislation that impact new and existing employees enrolled in CalPERS. A summary of those changes is available at http://www.calpers.ca.gov/eip-docs/employer/program-services/summary-pension-act.pdf. For further up to date information on CalPERS retirement eligibility and PEPRA, please visit the website at www.calpers.com www.calpers.ca.gov/. The CalPERS member handbook is available at http://www.calpers.ca.gov/eip-docs/about/pubs/member/your-benefits-your-future-school-benefits.pdf., please visit the website at www.calpers.com. After 10 years of creditable service, medical benefits in retirement are extended until age 65.

Other voluntary benefits include:

• Flexible benefit plan participation in the Medical Reimbursement Plan, Dependent Care Reimbursement Plan (under tax code 125)

• Pre-tax commuting expenses (under IRS code 132)

• Tax-deferred plan participation in the 403(b) and 457 plans

• Credit union membership

• Prepaid legal plan participation

• Additional Life Insurance for yourself, spouse or children

• Kaiser and United Health Care Dental are fully paid by the District. Other plans require employee contribution.

Subject to change.

Mission Statement

The Peralta Community College District is a collaborative of colleges advancing social and economic transformation for students and the community through quality education, rooted in equity, social justice, environmental sustainability, and partnerships.

Applicant Documents

Required Documents

• List of References

• Resume

• Transcripts

Optional Documents

• Other Document

• Cover Letter

• Training/Certification Document

Posting Specific Questions

Required fields are indicated with an asterisk (*).

• How did you find out about the position?

• Asian Week

• California Community College Chancellor's Office website

• Career Builder

• Chronicle of Higher Education website

• Chronicle of Higher Education newspaper

• Community College Jobs Website

• Community College Times

• Craigslist

• Diverse Issues in Higher Education

• El Mundo

• Hispanic Outlook in Higher Education

• Indeed.com

• Job Fair, Conference or Workshop

• Local Newspaper (Oakland Tribune, SF Chronicle, ect)

• Oakland Post

• Peralta Jobs Website

• Walk-In (PCCD Office of Human Resources)

• Women in Higher Education

• Word of Mouth

• 24-Hour Job Line

• Other

• If you chose "Other" as your answer for the above question, please provide details

(Open Ended Question)

• Are you a current regular or hourly employee of the Peralta Community College District and a member of SEIU Local 1021? OR are you an SEIU hourly employee with an assignment end date that occurred within the last nine months?

• Yes

• No