Center Administrative Technician
Salary: $53,832.00 - $72,072.00 Annually
Job Type: Classified - Full-time
Job Number: 5879-c-03/20
Closing: 4/8/2020 11:59 PM Pacific
Location: Tulare, CA
Department: Tulare College Center
Under the direction of the Tulare Center Provost, the Center Administrative Technician will assist in the day-to-day operations and special needs of the Provost. The Center Administrative Technician will relieve the Provost of routine administrative detail, monitor and maintain financial statements and reports for the office, utilize the District's integrated software, and perform a wide variety of technical, specialized and responsible secretarial and administrative duties to relieve the administrator of administrative detail.
The Center Administrative Technician is the highest position in the Administrative Assistant classified series on our campus. The successful candidate will have a minimum of three to five years of experience performing the core duties of an Administrative Assistant to a senior level manager, and have strong budgeting/accounting skills and proficiency in the MS office suite, specifically, Excel and Word.
This is a full-time position at our Tulare College Center. The work schedule is 7:45 a.m. - 4:45 p.m. Monday - Friday. Initial salary placement for this position will be $53,832.
College of the Sequoias Community College District serves a diverse community of learners and is a designated Hispanic Serving Institution. COS provides a wide range of opportunities in transfer, general education, career and technical programs for our students. We are dedicated to recruiting employees who are committed to helping a diverse population of students achieve their educational goals. We seek candidates who exhibit an understanding and commitment to the community college mission, and who have a passion for student success.
Job duties of the Center Administrative Technician include:
- Organize and manage the day-to-day activities of the Provost Office to assure efficient and effective office operations; coordinate communications; relieve the assigned administrators of administrative detail.
- Coordinate communication between the administrator, faculty, staff, students, the public, including, but not limited to advisory committees, vendors or other District or campus officials; obtain and provide information, coordinate activities and resolve issues.
- Perform a variety of duties independently in support of functions delegated to assigned administrators; interpret and apply rules and regulations as appropriate.
- Log and process facilities requests, transportation requests, and gas card requests for the Center and relevant Instructional Divisions; reconcile District and Division gas charges made with gas cards.
- Coordinate and respond to Faculty and Staff key needs and requests for the Center; Program and/or disseminate Center keys, troubleshoot key issues, or contact District Police for service. Submit work orders for the Center and coordinate with vendors or District personnel for access; follow-up on requests as requested.
- Intake concerns related to heating/cooling, custodial or grounds requests or student accidents from faculty, staff or students and communicate to appropriate staff about the concerns, needs or action.
- Report theft and vandalism to Campus Police.
- Prepare correspondence and memoranda independently and/or from oral instructions.
- Prepare and edit a wide variety of materials such as correspondence, reports, forms, applications, memoranda, flyers, brochures, memoranda and other documents.
- Perform a variety of duties in support of assigned function such as maintaining credential, payroll and sick leave records of employees assigned or dual assigned to the Provost.
- Perform research, special projects or assist with specials events conducted at the Center as requested.
- Greet office visitors, initiate, and answer telephone calls; screen and direct calls and visitors to appropriate personnel; take messages as necessary.
- Respond to requests for information from students, staff and the public regarding District programs, policies, procedures and regulations.
- Maintain a variety of records, logs, and files including information of a confidential nature; maintain confidentiality of information and records.
- Identification of available rooms at the Center site for each Division Chair during the scheduling process; Compile/modify room template to ensure accurate key programming and dissemination, office assignment and copier code assignment. Compile information and data for reports and assist in the preparation of reports as required.
- Review, check, correct and compile a variety of information; verify data for accuracy, completeness and compliance with established procedures; input and retrieve computerized data in computer systems as required.
- Schedule meetings, conferences and appointments for assigned administrator; maintain administrator's calendar.
- Prepare agenda items for meetings as required; take and transcribe minutes and distribute to appropriate personnel as required; maintain records for meetings as required.
- Receive all warehouse shipments to Center and send email delivery notifications to ensure pick-up of items; coordinate with appropriate staff if forklift or special delivery is required.
- Ensure courier and USPS mail is collected and delivered in a timely manner to the Center staff and mailboxes are updated each semester.
- Ensure copiers in common areas of the Center are supplied with paper and are working properly; call for vendor assistance as needs are reported.
- Perform duties to support an Academic Division Dean including but not limited to processing faculty verification requests, ordering supplies, assisting with grants and facilitating the evaluation process.
- Assist faculty and staff in ordering, tracking and record keeping of items related to Center facilities (instructional and farm (Tulare only).
- Receive, open and route mail; order, issue and maintain department supplies, forms and equipment.
- Coordinate communication and activities with other educational institutions, vendors, other outside organizations and the public.
- Operate a variety of office equipment such as computers, calculators, and copy machines.
- Prepare checks, invoices, purchase orders, credit card statements and related documents; distribute as appropriate.
- Provide a system for the proper collection and accountability of donations received; verify funds and receipts and reconcile funds.
- Where appropriate, reconcile account balances of bank statements; prepare and deliver deposits; reconcile monthly statements from vendors to verify invoices billed have been received and submitted for payment; and Maintain separate books and financial statements for various District funds; balance, check and correct irregularities.
- Prepare a variety of materials, such as checks, purchase orders requisitions and reports as required.
- Resolve problems and discrepancies related to assigned accounting functions; provide information and assistance regarding accounting related matters to departments, scholarship office, and foundation board; Receive and record monies as required.
- Process, prepare and file a variety of documents, forms, letters, credit memos, and receipts.
- Utilize the District's integrated software in performing the required duties of the position.
- Assist in all aspects of special events in area of assignment.
- Perform related duties as assigned.
Minimum Qualifications (Education & Experience):
Any combination equivalent to:
- two years of relevant college-level course work in computer applications or financial records and reports AND
- three years increasingly responsible administrative assistant experience. An additional year of experience may be substituted for a year of education or vice versa.
- Office environment.
- Possible additional evening hours for special events.
- Constant interruptions.
- Ability to hear and speak to communicate with students/public.
- Ability to read documents.
- Ability to sit and stand for extended period of time.
- Ability to reach in all directions.
- Ability to lift moderately heavy objects.
- Ability to operate a computer and office equipment
Knowledge and Abilities
The hiring committee is seeking evidence of the following:
- Modern office practices and, procedures.
- Financial and statistical record equipment.
- Record-keeping techniques.
- Spreadsheet software.
- Desktop publishing software.
- Correct English usage, grammar, spelling, punctuation and vocabulary.
- District organization, operations, policies and objectives.
- Accounting Organization, policies and rules of assigned department.
- Oral and written communication skills.
- Applicable sections of State Education Code and other applicable laws.
- Interpersonal skills using tact, patience and courtesy.
- Telephone techniques and etiquette.
- Public relations techniques.
- Printing terms and applications as required.
- Perform secretarial and administrative assistance duties.
- Meet schedules and timelines.
- Communicate effectively both orally and in writing.
- Work confidentially with discretion.
- Operate standard office machines.
- Prepare and maintain moderately complex financial statements and reports.
- Interpret, apply and explain rules, regulations, policies and procedures.
- Type 50 words net per minute from clear copy.
- Work independently with little direction.
- Establish and maintain effective working relationships with others.
- Prepare reports by gathering and organizing data from a variety of sources.
- Analyze situations accurately and adopt an effective course of action.
- Arrange meetings, conferences and special events.
- Maintain a variety of files, records, and logs.
- Work efficiently with many interruptions.
- Make arithmetic calculations quickly and accurately.
- Understand and follow oral and written directions.
- Maintain a variety of files, records and logs.
- Plan and organize work.
To be considered for this position, applicants must submit:
- An online job application.
- Letter of interest that addresses how the applicant's experience and/or education enables him/her to be able to perform the job duties.
- Unofficial copies of transcripts of all college/university work. Official transcripts required upon employment.
To apply, visit https://www.governmentjobs.com/careers/cos/jobs/2756528/center-administrative-technician
COLLEGE OF THE SEQUOIAS COMMUNITY COLLEGE DISTRICT IS AN EQUAL OPPORTUNITY EMPLOYER: The College of the Sequoias Community College District is committed to the principles of equal employment opportunity. It is the District's policy to ensure that all qualified applicants for employment and employees have full and equal access to employment opportunity and are not subject to discrimination in any program or activity of the District on the basis of ethnic group identification, race, gender, color, language, accent, citizenship status, ancestry national origin, age, sex, religion, sexual orientation, transgender, parental status, marital status, veteran status, physical or mental disability or medical condition, or on the basis of these perceived characteristics.
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