ADMINISTRATIVE ASSISTANTS

ADMINISTRATIVE ASSISTANTS
Multiple Departments
Diablo Valley College

Contra Costa College is seeking the ideal candidates to work under the general supervision of a manager, using moderate to considerable skills for this series, provide responsible administrative and technical clerical support to assigned department; and perform other related duties as assigned. May exercise functional supervision over assigned lower level clerical support personnel, contractors or student workers.

Duties may include, but are not limited to, the following:

Serve as the primary administrative support to a department; provide workflow and office coordination of assigned department; coordinate logistical support for assigned department such as setting up meetings, reserving rooms, delivery of materials, etc.; develop and coordinate the distribution of department materials, brochures and other written material; maintain and update web pages for assigned department; provide technical clerical support to assigned department and various committees, prepare agendas, maintain records, prepare minutes, schedule facilities, etc.; answer questions and disseminate information on assigned department services to the public, other colleges, etc.; assist in the implementation of department goals, objectives, strategies and work plans; establish schedules and methods for monitoring administrative activities; implement department, college and District policies and procedures; assist in the evaluation of operations and activities of assigned responsibilities including recommending improvements and modifications; prepare various reports on operations and activities; participate in budget preparation and administration including preparing cost estimates for budget recommendations; monitor and control expenditures; prepare purchase requisitions, order supplies and materials, and maintain files and records; ensure that records pertaining to assigned department are properly maintained; may prepare and/or coordinate reports, presentations, statistical reports, and other documents; proofread for accuracy, correct form, content and proper English usage; may maintain databases for assigned department; investigate
complaints and recommend corrective actions as necessary to resolve complaints; may travel to other sites and meetings; build and maintain positive working relationships with co-workers, other District employees and the public using principles of good customer service; performs other related duties as assigned.

Knowledge Of:
Methods, techniques and procedures used in the planning, development and delivery of an administrative program; principles and practices for implementing administrative activities, program budget development and monitoring; pertinent District, department, program, local, state and federal laws, rules, regulations, policies and procedures; English usage, spelling, grammar and punctuation; modern office practices and procedures and equipment such as computers and printers; typical modern office computer software programs such as word processing, spreadsheets, presentation programs and databases; report and presentation writing; principles and practices of record keeping, assigning and reviewing the work of others; business mathematics and simple statistics.

Ability To:
Independently perform assigned administrative duties with speed and accuracy, communicate effectively both orally and in writing in an office environment; organize and implement administrative activities; learn and understand all aspects of the assigned department; learn, accurately interpret and explain pertinent District, department, local, state and federal laws, rules, regulations, policies and procedures; analyze work papers, reports and special projects; identify and interpret technical and numerical information; observe and problem-solve operational and technical issues; assist in the development and monitoring of an assigned department budget; develop and recommend policies and procedures related to assigned operations; develop and recommend goals and objectives in support of assigned department mission; effectively operate modern office equipment including computers and related software; type accurately on a keyboard at the rate of 50 net words per minute; compile moderately complex information, maintain department records, and prepare a variety of reports; analyze situations quickly and objectively and determine proper course of action; plan, organize and schedule priorities in the department office; establish and maintain effective working relationships with those contacted in the course of work.
REQUIREMENTS
Education/Training:
Equivalent to the completion of an AA/AS degree from an accredited college with major course work in business, organizational development, public administration, finance or a related field.

Experience:
Equivalent to at least three (3) years of progressively responsible full-time administrative support work experience in office administration, including at least two years performing technical administrative support functions

License/Certification:
A valid Class C California Driver’s License.

Desirable Qualifications:
Experience as the primary administrative support person for a senior level administrator. Experience maintaining confidential information and files. Sensitivity to and understanding of diverse academic, racial, socioeconomic, cultural, disabled, and ethnic populations.

Note:
A valid typing certificate is one issued within the last 12 months which verifies the ability to type accurately at the typing rate specified for this position. Certificates will be accepted from a public school, business school, staffing agency or a similar agency and should attest a 5- minute timed test and specify net words per minute. The Contra Costa Community College District policy is to take one word off for each error. Therefore, gross words per minute minus one word for each error equals net words per minute. The certificate is required at the time the application is submitted. Self-administered computerized typing tests will not be accepted. This position has a minimum requirement of the ability to type accurately on a keyboard at the rate of 50 net words per minute.

The complete Job Description and application packets may be obtained at www.4cd.net or in person or by sending a self addressed envelope to the District Office (address follows). All applications must be returned to Dept. 1HR, CCCCD, 500 Court Street, Martinez, CA 94553. Application deadline: 10/12/06 at 4:30pm. Please, No faxed or e-mailed applications. EOE.