Administrative Assistant II Details

Administrative Assistant II

Santa Barbara City College - Santa Barbara, CA

Employment Type : Full-Time

Position Title Administrative Assistant II
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

Monday – Friday, 8:00 am -4:30 pm
FT/100%

GENERAL REQUIREMENTS (Upon Offer of Employment):

• The selected candidate must be fingerprinted and tested for tuberculosis prior to the start of employment.
• The Immigration Reform and Control Act of 1986 requires verification of identity and the right to work in the United States.
• Selected candidate must be able to perform essential functions of the position with or without reasonable accommodations.
• Proof of college coursework or degrees indicated will be required of selected candidate.
• All offers of employment are subject to approval by the Board of Trustees.

BENEFITS:

• The District offers a cafeteria style plan in which employees are given a district allowance and may choose from a number of medical and dental plans. Life and income protection insurances are also available.
• Vacation days (based on assigned hours) are earned and accumulated on a monthly basis.
• Sick leave is earned at the rate of one day (based on the number of assigned hours) per month, and is accumulative from year to year.
• Holidays: 16 holidays per year.
• Credit Union: The Santa Barbara Teachers Federal Credit Union offers a variety of services.
• Retirement: Employees, who work 20 or more hours per week, are covered by the Public Employees Retirement System (PERS), Social Security, and Medicare.

APPLICATION PROCESS
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.

Additional Instructions:
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.

ACCOMMODATION FOR THE DISABLED:
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.

SBCC is an equal opportunity employer committed to nondiscrimination on the basis of national origin, religion, age, gender, gender identity, gender expression, race, ethnicity, color, medical condition, genetic information, ancestry, sexual orientation, marital status, physical or mental disability, pregnancy, military and veteran status, or because he/she is perceived to have one or more of the foregoing characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics, consistent with applicable federal and state laws. Reasonable accommodation will be provided for applicants with disabilities who self-disclose.

• EQUAL OPPORTUNITY – TITLE IX EMPLOYER

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>

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.
(Nine step Salary Range continues to a maximum of $5,641.92/Mo.)

Driving Required No
Basic Function

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:
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

REPRESENTATIVE DUTIES:
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.

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:
Perform related duties as assigned.

KNOWLEDGE AND ABILITIES:
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.

ABILITY TO:
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

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.

Preferred Qualifications

• Bilingual (Spanish)
• Experience working with adult learners
• Demonstrated history of working successfully with students from diverse academic, socioeconomic, cultural, disability, racial, and ethnic backgrounds.
• Excellent customer service skills

Special Licenses

Some incumbents in this classification may be required to read, write and speak English and a designated second language.

Special Instructions to Applicants

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:
Santa Barbara City College strives to build a socially conscious community where knowledge and respect empower individuals to transform our world.

Mission Statement:
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.

The College is committed to fostering an equitable, inclusive, respectful, participatory, and supportive community dedicated to the success of every student.

College Facts (as of Fall 2019)

• Instruction, administrative, and support services are provided by 247 full-time faculty, 523 adjunct faculty, and 366 full-time staff and management.

• Santa Barbara City College currently enrolls approximately 16,120 students, the majority of

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%.

• 37.3% of SBCC’s students are under age 19, 34.7% are between the ages 20 and 24, 19.4% are between the ages of 25 and 39, and 8.7% are 40 or older.

• 40.1% of SBCC’s students attend full time (12 units or more), and 59.9% of SBCC studentsattend part- time.

• In 2009, SBCC gained the status of Hispanic Serving Institution, which among many other benefits, made us eligible to apply for federal grants geared toward strengthening institutional capacity and building programs to increase the success of Hispanic and other underrepresented

students.

• The College recently adopted the Umoja program, a transfer success program geared toward African-American and other black students.

• In 2018, Santa Barbara City College celebrates 100 years of Adult Education in the Santa Barbara

community.
Environment

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:
Office environment.
Constant interruptions.

Physical Demands

Dexterity of hands and fingers to operate a computer keyboard.
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