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Administrative Assistant III - EOPS & Special Populations
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Position Number: 5111986
Location: Kentfield, CA
Position Type: Secretary and Administrative Assistants

Administrative Assistant III - EOPS & Special Populations

Salary: See Position Description
Closing Date:
Job Type: Full-time
Location: Kentfield - In Person, CA

Description

EXTENDED PRIORITY SCREENING DATE: April 17, 2024Open Until Filled 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 position performs its duties on both the Kentfield and Indian Valley (Novato) campuses, so if not already residing within the Bay Area, the successful candidate must be willing to relocate.

Commitment to Diversity:
College of Marin is committed to cultivating a proactively supportive, inclusive, and accountable environment where equity, equity-mindedness, anti-racism, and social justice are valued, centered, and practiced. Our mission is to employ qualified administrators, faculty, and staff who are dedicated to student success and committed to an inclusive, anti-racist campus culture that demonstrates sensitivity to and respect for a diverse population.

We serve a county population of approximately 250,000 residents. Based on Fall 2023 credit enrollment data, the diversity of students at the college includes greater representation than the county with regards to enrollment with Hispanic/Latinx (34% of enrollment), Asian (6%), Black/African American (3%), White (47%), and Multi-racial (7%) students. The high-quality education and training at the College are made possible by our faculty and staff who are committed to excellence. As of Fall 2023, COM's workforce includes Hispanic/Latinx (13%), Asian (7%), Black/African American (3%), White (53%), and Multi-racial (3%) employees.

College of Marin 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, pregnancy, genetic information, family and medical care leave, military or veteran status, or prior record of arrest or conviction, 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), the College of Marin is an Equal Opportunity Employer.

Position Overview
Under the direction of the Director of EOPS, CARE and CalWORKs, perform a variety of specialized and complex clerical, and administrative duties that support the administrator. Provide frontline service to students in the EOPS, CARE, NextUp, CalWORKs, Rising Scholars, Juvenile Justice, and Undocumented Student Programs, including answering questions, scheduling appointments, providing supplies, and providing thoughtful support to this diverse population of students. Plan, coordinate and organize office activities and coordinate flow of communications, correspondence and information for the administrator and department or division.

Essential Functions

Provide overall programmatic and administrative support to the director.
Perform a variety of specialized and complex clerical and administrative duties to support the administrator of administrative and clerical details; assure smooth and efficient office operations, and proper and timely completion of projects and activities; plan, coordinate and organize office programs and activities; coordinate flow of communications and information for the administrator and department or division. Monitor department inbox and reply or distribute messages as appropriate. Create and organize student files.
Serve as the primary assistant to the administrator; provide public relations and communication services; initiate and receive telephone calls; take, retrieve and relay messages as needed; respond to requests, complaints and questions, representing the administrator by phone and written communication; schedule and arrange appointments, conferences, meetings, workshops, events and other activities.
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, brochures, course outlines, publications and proposals; compose and type official correspondence, website and notices as assigned. Maintain social media and Canvas pages for programs. Create program newsletter and emails.
Interface with visitors, including administrators, staff, faculty, students and the public; provide assistance or direct to appropriate staff; evaluate and exercise independent judgment in resolving various issues and conflicts; refer difficult issues to the administrator; interpret and provide technical information concerning division or department operations and related processes, standards, requirements, time lines, laws, rules, regulations, policies and procedures.
Serve as a liaison and coordinate department or division communications between the administrator and office, and other departments, outside agencies and others regarding division or department activities; provide input to the administrator concerning administrative time lines and priorities; assist the administrator with coordinating department or division personnel, projects and activities.
Research, compile, evaluate and verify a variety of data and information; compute statistical information and summarize data for various special projects and reports; process and evaluate a variety of forms, applications and paperwork; duplicate, assemble, distribute, collect, verify and assure accuracy and completeness of various documents.
Coordinate and attend various conferences and meetings as assigned; prepare and send out notices of meetings; compile and prepare agenda items and other required information and materials for meetings, conferences and other events; arrange facilities, services and equipment as needed; take, transcribe and distribute minutes as directed; prepare summaries of actions taken as required. Support event planning including budgeting, marketing, and execution.
Compile information and prepare and maintain a variety of narrative and statistical summaries, records and reports related to programs, projects, students, financial activity and assigned duties; establish and maintain filing systems; prepare mandated reports for use by administrators, Board members, or State and Federal agencies in accordance with established time lines and requirements as assigned.
Perform a variety of clerical accounting duties in support of assigned activities as required; monitor funds for and update accounts with income and expenditures; assist in assuring expenditures to do not exceed established budget limitations as assigned; calculate, prepare, evaluate and revise accounting and budgetary data; maintain, balance and reconcile assigned accounts and budgets.
Develop, implement and execute special projects/surveys; prepare various forms and reports on behalf of the administrator; attend to administrative details on special matters; monitor and keep the administrator current concerning progress of office projects and activities; assure office activities comply with established time lines and requirements; process and respond to special requests.
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, reports and documents as required; assure accuracy of input and output data.
Receive, sort and distribute departmental mail, 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.
Review, revise, edit, format and proofread a variety of complex documents and information; review, revise and update college catalogs and curriculum materials as required; receive and transcribe correspondence and reports as assigned.
Maintain appointment and activity schedules and calendars; make travel and other arrangements for conferences and events; reserve facilities for meetings and other events as needed; compile information for master schedules or event calendars as assigned. Manage counselor schedules in Excel and SARs and other systems.
Train and provide work direction and guidance to student assistants; provide input concerning the selection of employees as needed.
Communicate with personnel, various outside agencies, students and the public to exchange information and resolve issues or concerns; contact others to requests and verify data, documents and information as needed; 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.
Monitor inventory levels of office and designated supplies; order, receive and maintain appropriate levels of inventory; distribute supplies to students as appropriate.

Other Duties:

Perform related duties as assigned.

Requirements & Desirables

REQUIREMENTS

An Associate's and/or Vocational School Degree with study in job related area and four (4) years of related experience, or
Any combination of education and training equivalent to four (4) 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, disabilities and learning styles of community college students and the campus community.

DESIRABLE QUALIFICATIONS
FLUENCY in any foreign language is desirable.

KNOWLEDGE, SKILLS & ABILITIES (Desirable Attributes & Skills)

KNOWLEDGE OF:

Terminology, practices and procedures of assigned office
Department or division organization, operations, policies and objectives
Policies and objectives of assigned programs and activities
Applicable laws, codes, regulations, policies and procedures
Modern office practices, procedures and equipment
Record-keeping and filing techniques
Business letter and report writing, editing and proofreading
Methods, procedures and terminology used in clerical accounting work
Telephone techniques and etiquette
College standards and requirements related to assigned department or division and activities
Correct English usage, grammar, spelling, punctuation and vocabulary
Interpersonal skills using tact, patience and courtesy
Operation of a computer and assigned software
Oral and written communication skills
Record retrieval and storage systems
Basic public relations techniques
Mathematic calculations

ABILITY TO:

Perform a variety of specialized and complex secretarial and administrative assistant duties to relieve the administrator of administrative and clerical details
Plan, coordinate and organize office activities and coordinate flow of communications, correspondence and information for the administrator
Assure smooth and efficient office operations
Interpret, apply and explain laws, codes, rules, regulations, policies and procedures
Perform a variety of clerical accounting duties in support of assigned activities
Type or input data at an acceptable rate of speed
Understand and resolve issues, complaints or problems
Answer telephones and greet the public courteously
Complete work with many interruptions
Compile and prepare comprehensive reports concerning a broad spectrum of subject matter
Compose effective correspondence independently
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
Determine appropriate action within clearly defined guidelines
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 Clearance.
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 MATERIALS
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 describing your interest in the position, including how you meet the minimum requirements and are qualified to perform the essential functions as listed in this job posting. (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 Requirements #1 & #2, above. (transcript)
Statement - Please provide a response to the following prompt (one page maximum):
College of Marin's commitment to educational excellence is rooted in providing equitable opportunities and fostering success for all members of our diverse community. Practices and outcomes related to diversity and inclusion are vital measures of institutional excellence. As a College of Marin employee, how would you contribute to a culture of inclusion and campus diversity?

Supplemental & Salary Information

WORKING ENVIRONMENT

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

WORK SCHEDULE
Campus: Kentfield
Full-time Equivalent: 1.0 - Full-time
Months per Year: 12
Work Days/Hours:
Monday - Friday
7.5 Hours per Day
37.5 Hours per Week

NOTE: The College is closed on Fridays during the summer period, when the work schedule may change according to departmental needs.

CLASSIFICATION & RETIREMENT PLAN
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. 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 8% of their reportable compensation on a monthly basis.

SALARY INFORMATION
FLSA Status: Non-exempt
Salary Grade: CSEA 120
Salary Range: $36.92 - $40.68 per hour (Step 1 to 3). Normal entering step is Step 1.

Please refer to the salary schedule on our Human Resources web site for detailed information.

SELECTION PROCESS
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. Regrettably, College of Marin is not able to offer reimbursement for travel to interviews at this time.

THE BENEFITS OF EMPLOYMENT WITH COLLEGE OF MARIN,

CSEA, Full-time Employees:
Health Insurance - the District's contributions for medical insurance coverage are as follows:

Employee-only: $1,500/month
Employee plus one dependent: $2,200/month
Employee plus two or more dependents: $2,700/month

Dental and Vision Insurance - Delta Dental and VSP vision plans for employee and dependents, with no cost to employees
Vacation Leave - 90 hours of accrual annually, with additional accrual after 3, 10, and 14 years of service
Paid Holidays - 17 paid holidays annually, which includes a paid winter holiday break at the end of December.

Sick Leave - 7.5 hours per month, 90 hours per year

Retirement through CalPERS - MCCD contributes 26.68% of employee's creditable earnings to CalPERS on a monthly basis (2023/2024). Vested after five (5) years. Mandatory employee contribution for 2023/2024 is 7% - 8%, depending on original date of membership and prior membership status.

Life Insurance - $50,000, with the option to purchase additional voluntary life insurance for the Lesser of 5x base annual salary or $500,000

Additional Retirement Savings Plans - Employees are also eligible to participate in a voluntary, tax-advantaged 403(b) or 457(b) retirement savings plan.
Short-Term Disability & Long-Term Disability (employee paid), Flexible Spending Accounts (FSA's), Optional indemnity plans, pet insurance, Employee Assistance Program (EAP)

Additional Benefits (at no cost to employee):

24/7 Helpline through the Employee Assistance Program (All members)
24/7 Physician Access through MD Live (Blue Shield members).
Expert Medical Opinions through Teladoc (All members).
Generic Medications through Costco (Blue Shield members).
Enhanced Cancer Benefit through Contigo Health (Blue Shield members).
Hip, Knee, and Spine Surgical Benefit through Carrum Health (Blue Shield members).
Personal Health Coaching through Vida Health (Blue Shield members).
Physical Therapy for Back and Joint Pain (Blue Shield members).
Discounts for Gym memberships, Hearing Aids and LASIK Eye Surgery (Blue Shield members).
ClassPass Kaiser Permanente has teamed up with fitness industry leader ClassPass to make it easier for employees to exercise from the comfort of their homes. (Kaiser members)

To apply: https://www.schooljobs.com/careers/collegeofmarin/jobs/4402311/administrative-assistant-iii-eops-special-populations?pagetype=promotionalJobs