Employment Type : Full-Time
Position Title Administrative Assistant II Monday – Friday, 8:00 am -4:30 pm BENEFITS: APPLICATION PROCESS Additional Instructions: ACCOMMODATION FOR THE DISABLED: The current salary schedule range for the Administrative Assistant II is Salary Table 29, Range 31, $55,560-$62,867. Nine step salary range continues to a maximum of $67,703, initial placement based on experience with annual advancement to the next higher step. Hours may vary, 12 months per year, plus fringe benefits; 6-12 month probation period. All work schedules and work assignments are subject to change based on the needs of the College. SALARY RANGE: $4,630.00/Mo. –$5,238.92/Mo. Under the direction of an assigned administrator, perform a variety of highly skilled secretarial and administrative assistant duties to relieve the administrator of administrative and clerical detail; plan, coordinate and organize office activities and coordinate flow of communications, correspondence and information for the administrator; prepare and maintain a variety of manual and automated records and reports. DISTINGUISHING CHARACTERISTICS: REPRESENTATIVE DUTIES: Serve as the primary secretary to the assigned administrator; provide public relations and communication services; initiate and receive telephone calls; take, retrieve and relay messages as needed; schedule and arrange appointments, conferences, meetings and other events. Receive visitors, including administrators, staff, students and the public; provide assistance or direct to appropriate staff; exercise independent judgment in resolving a variety of issues; refer difficult issues to the administrator; provide technical information related to program, function or department operations and related standards, requirements, laws, rules, regulations, policies and procedures. Compose, independently or from oral instructions, note or rough draft, a variety of materials such as inter-office communications, forms, letters, instructional materials, memoranda, surveys, announcements, bulletins, agenda items, lists, manuals, programs, certificates, schedules, catalogs, brochures, labels, fliers, notices, newsletters and other materials. Compile information and prepare and maintain a variety of records, logs and reports related to programs, projects, students, financial activity, budgets and assigned duties; establish and maintain filing systems; review, revise, edit, format and proofread a variety of documents and information. Input and update a variety of data in an assigned computer system; establish and maintain automated records and files; initiate queries, develop charts and spreadsheets, and generate various computerized lists, reports and documents as required; assure accuracy of input and output data. Research, compile and verify a variety of data and information; compute statistical information for various 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 a variety of meetings as assigned; prepare and send out notices of meetings; compile and prepare agenda items and other required information and materials for meetings and other events; take, transcribe and distribute minutes as directed. Perform a variety of clerical accounting duties in support of assigned activities as required; monitor funds for income and expenditures; assist in assuring expenditures to do not exceed established budget limitations as assigned; calculate, prepare and revise accounting and budgetary data; balance and reconcile assigned accounts and budgets as required; initiate transfers as directed. Perform special projects and prepare various forms and reports on behalf of the assigned administrator; attend to administrative details on special matters as assigned. Communicate with personnel, various outside agencies, students and the public to exchange information and resolve issues or concerns; communicate in a designated second language as assigned by the position. Operate a variety of office equipment including a calculator, copier, fax machine, typewriter, computer and assigned software; perform minor maintenance and repairs on equipment as directed; arrange for equipment maintenance and repairs as needed. Receive, sort and distribute mail as required; prepare and distribute informational materials and bulk mailings; contact others to request documents as needed. Maintain appointment and activity schedules and calendars for the administrator; coordinate travel arrangements and hotel reservations as required; reserve facilities, equipment, services and supplies for meetings and other events as needed. Monitor inventory levels of office and designated supplies; order, receive and maintain appropriate levels of inventory; prepare and process purchase orders, invoices and requisitions and arrange for payments as assigned. Process reimbursement claims as assigned; collect, deposit and account for various monies and fees as required. Train and provide work direction and guidance to student workers as assigned. Update and maintain website information as directed. OTHER DUTIES: KNOWLEDGE AND ABILITIES: ABILITY TO: Any combination equivalent to: graduation from high school and four years of clerical or secretarial experience involving frequent public contact. Sensitivity to and understanding of the diverse academic, socio-economic, cultural, disability, gender identity, sexual orientation and ethnic backgrounds of Community College Students. Some incumbents in this classification may be required to read, write and speak English and a designated second language. A message from Dr. Utpal Goswami, Superintendent/President, Santa Barbara City College - I am very pleased that you are exploring employment opportunities at Santa Barbara City College. As one of the top community colleges in the country we seek exceptional individuals who will contribute to the institutional mission. With our commitment to the success of every student Santa Barbara City College has created a unique academic culture, which has been recognized with numerous accolades and awards. This includes the 2013 Aspen Award for Community College Excellence in, among other things, increased levels of access and success for marginalized and low-income students. I highlight to you the profound commitment the College has to academic excellence, diversity, equity, and inclusion among our faculty, staff, and students. As a community, we believe that diversity comes in many forms. We understand that individuals are multidimensional, shaped by the intersections of a variety of life experiences and factors. We recognize and challenge the inequities that stem from the complex world in which we live and embrace the many facets of people that make up our wonderful College. And as a leader among community colleges we take pride in our ability to solve problems for the benefit of our students and the community. Consequently, we seek College employees who will take responsibility for equitable outcomes and successful pathways for our students. And, in return, we make every effort to make this a great place to work. If this appeals to you and you are ready to make the commitment we invite you to join our community and embrace our commitments and values. Vision Statement: Mission Statement: The College is committed to fostering an equitable, inclusive, respectful, participatory, and supportive community dedicated to the success of every student. The work environment and physical demands described here are representative of those required by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. ENVIRONMENT: Dexterity of hands and fingers to operate a computer keyboard.
Option class
Open Date 04/07/2021
Close Date 05/05/2021
Open Until Filled No
Requisition Number CS000421
Job Category FT/12 mo Classified
Position Type Classified Staff
Assignment details
Work Schedule
FT/100%
Apply online at https://jobs.sbcc.edu. We no longer accept paper applications. Assistance with the online application process is available by phone (805) 965-0581 ext. 2258, Monday-Friday: 8:00 a.m. – 4:00 p.m. Resumes are not accepted in lieu of SBCC online application. Online applications must be received by 11:59 p.m. on the closing date.
Within the online application is a required supplemental question on diversity. The committee will be reviewing your answer as part of the screening process. Please take your time and answer the question thoroughly.
If you are selected for an interview and need special services or facilities to participate in the interview, please contact Human Resources. Reasonable accommodation will be provided for applicants with disabilities who self-disclose.
JOB# 4/2021– CS000521
Salary Schedule/Level <br><br>Classified Salary Schedules <a href=" http://www.sbcc.edu/hr/salary_schedules_classified.php" target="_blank">Click Here</a><br><br>Complete Classified/Management/Educational Administrator descriptions <a href=" http://www.sbcc.edu/hr/classificationinformation/classificationinformation.php" target="_blank">Click Here</a><br>
(Nine step Salary Range continues to a maximum of $5,641.92/Mo.)
Driving Required No
Basic Function
The Administrative Assistant II classification performs varied and highly skilled administrative assistant duties requiring thorough understanding of a program, department or functional area. Incumbents provide primary secretarial support to a dean, associate dean or director of a major College-wide function. The Administrative Assistant III classification provides primary and complex secretarial support to a vice president. Incumbents require thorough knowledge of division organization, operations, policies and procedures. The Administrative Assistant I classification provides primary support to a supervisor, manager, department chair of director of a small department. Incumbents relieve the assigned supervisor of administrative and clerical detail.
Distinguishing Characteristics
ESSENTIAL DUTIES:
Perform a variety of highly skilled secretarial and administrative assistant duties to relieve the administrator of administrative and clerical detail; assure smooth and efficient office operations, and proper and timely completion of projects and activities; plan, coordinate and organize office activities and coordinate flow of communications and information for the administrator.
Perform related duties as assigned.
KNOWLEDGE OF:
Terminology, practices and procedures of assigned office.
Organization, operations, policies and objectives of assigned programs and activities.
Modern office practices, procedures and equipment.
Record-keeping and filing techniques.
Business letter and report writing, editing and proofreading.
General methods, procedures and terminology used in clerical accounting work.
Telephone techniques and etiquette.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Data control procedures and data entry operations.
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 highly skilled secretarial and administrative assistant duties to relieve the administrator of administrative and clerical detail.
Plan, coordinate and organize office activities and coordinate flow of communications, correspondence and information for the administrator.
Assure smooth and efficient office operations.
Compose correspondence and written materials independently or from oral instructions.
Learn, 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.
Communicate in a designated second language as assigned by the position.
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.
Education & Paid Experience
Preferred Qualifications
Special Licenses
Special Instructions to Applicants
Santa Barbara City College strives to build a socially conscious community where knowledge and respect empower individuals to transform our world.
Santa Barbara City College welcomes all students. The College provides a diverse learning environment and opportunities for students to enrich their lives, advance their careers, complete certificates, earn associate degrees, and transfer to four-year institutions.
whom are from racially diverse populations as follows: African American/Black – 2.9%; American Indian/Alaskan Native: 0.5%; Asian/Filipino/Pacific Islander- 7.9%; Hispanic/Latinx –39.1%; two or more races – 5.0.%; Unknown – 1.4%; and White: 42.7%.
students.
community.
Environment
Office environment.
Constant interruptions.
Physical Demands
Hearing and speaking to exchange information in person and on the telephone.
Sitting 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.
Hazards