Administrative Assistant II - Department of Math & Science
Salary: See Position Description
Job Type: Part-time
Location: Kentfield Campus, Kentfield, California
OPEN UNTIL FILLED
Priority Screening Date: April 3, 2019
All application materials must be received by the Priority Screening Date in order to be considered during the initial screening. Applications received after this date may be considered thereafter at the discretion of the college until the position is filled.
This is a part-time position.
Under the direction of the Dean of Math & Sciences, perform a variety of clerical and administrative duties to support the supervisor with administrative and clerical detail; coordinate flow of communications, correspondence and information in support of assigned functions and activities.
College of Marin strives to embrace diversity in all forms; it strives to be an inclusive community that fosters an open, enlightened and productive environment and demonstrates sensitivity to and respect for a diverse population.
COM serves a county population of approximately 250,000 residents. Based on fall 2017 credit enrollment data, the diversity of students at the college includes greater representation than the county with regards to enrollment by Hispanic/Latino (28% of enrollment), Asian (8%), Black/African American (4%), and Multi-racial (6%) students.
College of Marin is an EQUAL OPPORTUNITY EMPLOYER and does not discriminate in employment on the basis of, or perception of, race, ethnic group identification, ancestry, color, religion, age, sex, national origin, sexual orientation, physical disability, mental disability, gender, gender identity, gender expression, marital status, medical condition, genetic information, genetic condition, status as a veteran, and is subject to Title IX of the Education Amendments of 1972, Title VII of the Civil Rights Act of 1964 as amended, Civil Rights Act of 1991, Americans With Disabilities Act of 1990, and Section 504 of the Rehabilitation Act of 1973. In accordance with Executive Order 11246 (as amended), COM is an Equal Opportunity Employer.
To Apply: jobs.marin.edu
- Serve as the primary administrative assistant to the assigned supervisor; provide public relations and communication services; receive, screen and route telephone calls; take, retrieve and relay messages as needed; schedule and arrange appointments, conferences, meetings and other events.
- Interface with visitors, such as administrators, faculty, Department Chair, staff, students and the public; provide assistance or direct to appropriate staff; respond to inquiries and provide information and assistance related to program or department operations, services, activities, standards, processes, time lines, policies and procedures.
- Compose and type, independently or from oral instructions, notes or rough drafts, a variety of materials such as: inter-office communications, forms, letters, memos, agendas, reports, newsletters, flyers, applications, notices, bulletins, course outlines, brochures, proposals and website.
- Research, compile and verify a variety of data and information; compute statistical information for various reports as necessary; process a variety of forms, applications and paperwork; duplicate, assemble, distribute, collect and verify accuracy and completeness of various documents.
- Compile information and prepare and maintain a variety of narrative and statistical records and reports related to programs, projects, students, financial activity and assigned duties; establish and maintain filing systems; prepare and process State mandated reports as assigned.
- Coordinate and attend a variety of meetings, appointments and conferences; compile and prepare agenda items and other required information and materials for meetings and other events; arrange facilities, services and equipment as needed; take, transcribe and distribute minutes as directed.
- Input and update a variety of data in an assigned computer system; establish and maintain automated records and files; initiate queries, develop spreadsheets and generate various computerized lists, forms and reports as requested; assure accuracy of input and output data.
- Receive, sort and distribute departmental mail, departmental box items, e-mail, packages and materials as required; compose replies independently as assigned; contact others to request documents as needed; prepare outgoing mail and materials for distribution.
- Perform a variety of clerical accounting duties as required; calculate, prepare, verify and revise accounting and budgetary data; process and update accounts with income and expenditures; collect, receive and account for various fees and monies as assigned; prepare and follow up related billings.
- Maintain appointment and activity schedules and calendars; reserve facilities for meetings and other events as needed.
- Communicate with personnel, various outside agencies, students and the public to exchange information and resolve issues or concerns; contact others to request and verify data, documents and information as needed.
- Serve as a liaison and coordinate communications and information between staff, administrators and others as assigned; establish, maintain and develop partnerships with outside agencies in support of assigned services and activities as required.
- Operate a variety of office equipment including a calculator, copier, fax machine, computer and assigned software.
- Assists in the intake of new hourly employees by providing New-Hire paperwork and ensuring that all paperwork is submitted to the appropriate departments within a timely matter.
- Monitor inventory levels of office and designated supplies; order, receive and maintain appropriate levels of inventory; process requisitions according to established procedures.
- Monitor budgets and related expenditures; assist in assuring expenditures to do not exceed established budget limitations as assigned.
- Train and provide work direction and guidance to student assistants as assigned; provide input concerning the selection of employees as needed.
- Assist with operating a switchboard as needed.
- Perform related duties as assigned.
Requirements & Desirables:
- An Associate's and/or Vocational School degree with study in job related area and two (2) years of related experience; or
- Any combination of education and training equivalent to two (2) years of college-level coursework from an accredited institution in a related field and two (2) years of responsible experience working in higher education; and
- Demonstrated sensitivity to and an understanding of the diverse academic, socioeconomic, cultural and ethnic backgrounds of the community college students and staff.
Experience in a fast paced environment
Ability to multitask efficiently with excellent customer service
KNOWLEDGE, SKILLS & ABILITIES (Desirable Attributes & Skills)
- Modern office practices, procedures and equipment
- Policies and objectives of assigned programs and activities
- General terminology, practices and procedures of assigned office
- Record-keeping and filing techniques
- Business letter and report writing, editing and proofreading
- Telephone techniques and etiquette
- Correct English usage, grammar, spelling, punctuation and vocabulary
- Principles and practices of information technology
- Operation of switchboard Interpersonal skills using tact, patience and courtesy
- Operation of a computer and assigned software
- Oral and written communication skills
- Methods of collecting and organizing data and information
- Mathematic calculations.
- Perform a variety of clerical and administrative duties to support the supervisor with administrative and clerical details
- Coordinate flow of communications, correspondence and information
- Assure smooth and efficient office operations
- Compose correspondence and written materials independently or from oral instructions
- Perform a variety of clerical accounting duties in support of assigned activities
- Type or input data at an acceptable rate of speed
- Answer telephones and greet the public courteously
- Complete work with many interruptions
- Compile and verify data and prepare reports
- Maintain a variety of records, logs and files
- Utilize a computer to input data, maintain automated records and generate computerized reports
- Establish and maintain cooperative and effective working relationships with others
- Meet schedules and time lines
- Work independently with little direction
- Communicate effectively both orally and in writing
- Add, subtract, multiply and divide with speed and accuracy
CONDITIONS OF EMPLOYMENT
Prior to employment, the selected candidate will be required to complete the following:
- In accordance with Federal Law all employees must provide proof of eligibility to work in the United States.
- Criminal Justice/Fingerprint and Child Abuse Index Services clearances.
- California Education Code, Section 87408.6 requires persons employed by a community college in an academic or classified position to submit to a TB risk assessment developed by CDPH and CTCA and, if risk factors are present, an examination to determine that he or she is free of infectious TB; initially upon hire and every four years thereafter.
- DISASTER SERVICE WORKERS: All Marin Community College District (MCCD) employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the MCCD requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency. For more information, please see the MCCD Emergency Operations Plan.
- Candidates applying for positions with the Marin Community College District may be disqualified from consideration should their conviction history not meet the standards established under the California Education Code.
REQUIRED APPLICATION DOCUMENTS
The following documents must be attached to your application in order to render it complete. Use the Attachment Type indicated in parentheses when making your attachments.
- Cover Letter (cover letter)
- Resume (resume)
- Transcript conferring Associate's degree or showing whatever coursework you have completed and are using as the basis for your application as described in Requirement #2, above. (transcript)
Supplemental & Salary Information:
- Dexterity of hands and fingers to operate a computer keyboard
- Hearing and speaking to exchange information in person and on the telephone
- Sitting and/or standing for extended periods of time
- Seeing to read a variety of materials
- Bending at the waist, kneeling or crouching to file materials
- Reaching overhead, above the shoulders and horizontally
- Generally the job requires 70% sitting, 15% walking and 15% standing
- Office environment
- Constant interruptions
Employees in classifications represented by the California School Employees' Association (CSEA) Chapter 196 and are required to comply fully with the CSEA/Marin Community College District (MCCD) Collective Bargaining Agreement, including payment of union dues or charitable contributions. General information regarding rights and responsibilities under the Agreement can be found in the Collective Bargaining Agreements section of our Human Resources site. CSEA employees are also members of the California Public Employees Retirement System (CalPERS), to which the member contributes up-to 7% of his/her reportable compensation on a monthly basis.
Full-time Equivalent: .60 Part-time
Months per Year: 12
5.625 Hours per Day; 4 days per Week
22.5 Hours per Week
NOTE: The College is closed on Fridays during the summer period, when the work schedule may
change according to departmental needs.
FLSA Status: Non-exempt
Salary Grade: CSEA 116
Starting Salary Range: $2,759.25 - $3,044.93 per month (Step 1 to 3) pro-rated for .60 FTE. Normal entering step is STEP 1.
Please refer to the CSEA Salary Schedule on our Human Resources Webpage for detailed information.
Applications must include the documents listed in the Required Documents section to be rendered complete; incomplete applications will not be accepted. Screening will begin after the priority screening date. Applicants selected to interview will be contacted to schedule an interview appointment with the screening committee; however, applicants will be notified of their status, either way, following the screening. Candidates forwarded by the committee following the first interview may be invited for a second interview. Regrettably, College of Marin is not able to offer reimbursement for travel to interviews at this time.
To apply: http://agency.governmentjobs.com/collegeofmarin/default.cfm?action=viewJob&jobID=2377901
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