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OUT OF CLASS/SUBSTITUTE POSITION
ADMINISTRATIVE ASSISTANT III – LIBRARY AND TECHNOLOGY RESOURCES
The following position is available as an Out of Class/Substitute assignment at Cuyamaca College. The assignment is expected to begin December 2023 and go through April 10, 2024.
Please submit a professional resume and cover letter to Jessica Moore at jessica.moore@gcccd.edu
by end of day on Monday, November 27, 2023. Qualified candidates will be contacted for an interview upon review of their materials.
SALARY
CL-32: Step A: $4,117 monthly
The compensation shall be paid at the step of the higher classification which is at least five (5) percent greater than the bargaining unit member's monthly salary, including any longevity increment.
START DATE
December 2023
STATUS/ASSIGNMENT
Interim/Approximately 5 months
SCHEDULE/HOURS
Monday – Friday / 8:00 a.m. to 5:00 p.m.
SUMMARY: Under the direction of an M-10 through M-11 level administrator, perform a variety of difficult and often complex specialized and responsible secretarial and administrative assistant duties to relieve the administrator of operational detail.
EDUCATION: Graduation from high school or equivalent. One year of related college courses preferred.
EXPERIENCE: Three years increasingly responsible administrative secretarial experience including experience transcribing minutes for committee meetings. Experience in an educational setting preferred.
Applicants who are protected under the Americans with Disabilities Act due to a disability and require accommodations for completing the application process please notify the District Human Resources Department, 619-644-7632.
SUMMARY:
Under the direction of an M-10 through M-11 level administrator, perform a variety of difficult and often complex specialized and responsible secretarial and administrative assistant duties to relieve the administrator of operational detail.
ESSENTIAL FUNCTIONS:
Perform secretarial and clerical duties for assigned administrator and other staff, relieving them of a variety of operational duties.
Interpret and apply rules and regulations as appropriate.
Organize and manage the day-to-day activities of an assigned office to assure efficient and effective office operations.
Run reports, requisitions, work orders, purchase orders, fund transfers and other documents related to assigned functions.
Greet office visitors; initiate and answer telephone calls; screen and direct calls and visitors to appropriate personnel; take messages as necessary; provide information; receive sort and route mail.
Assist with arrangement of travel accommodations, conferences and meetings as necessary.
Prepare and review routine correspondence, records, and other documents for accuracy, completeness and conformance to established rules and regulations.
Prepare agenda items for meetings as required; take and transcribe minutes and distribute to appropriate personnel; maintain records of meetings as required.
Establish and maintain a variety of records, logs and files related to assigned functions; obtain and provide information from records and files as requested.
Order and maintain office supplies; schedule maintenance and repair of equipment.
Coordinate the duplication and distribution of a variety of materials; distribute forms, applications and related materials.
Operate a variety of office equipment including computers and peripherals, calculators, copy machines, etc.
Provide work direction to hourly personnel as assigned.
Follow district and department policies and procedures.
Maintain currency of qualifications for area of assignment.
Perform a variety of duties in support of special events, research and other special projects.
Coordinate communication between the administrator and staff, students, the public or other district personnel, vendors and other outside organizations; obtain and provide information, coordinate activities and resolve problems.
Compile information and data for reports and assist in the preparation of reports as required.
Maintain current budget information; monitor budget expenditures; assist in budget preparations as required.
Schedule meetings, conferences and appointments for assigned administrator and maintain administrator's calendar.
Prepare correspondence and memoranda independently or from oral instruction.
May prepare, maintain, update and revise contract hire letters for full and part-time instructors; evaluate course loads and determine appropriate action as needed.
Maintain confidentiality of records and information, including information regarding board, district, personnel, student or controversial matters.
Compose correspondence independently; determine appropriate format and presentation; develop and revise forms.
May assist in the preparation and record-keeping of unit schedules and hiring of employees; communicate updates and changes to appropriate personnel as required.
Assist in the preparation of statistical and narrative reports; conduct research as required.
Develop procedures to expedite transmittal of information and/or facilitate implementation of policies.
May maintain and update department or functional service area website (i.e., intranet) and bulletin boards (if applicable).
SECONDARY FUNCTIONS:
Maintain departmental area(s) in a safe, clean and orderly condition; assure compliance with established safety procedures and regulations.
Substitute for other secretarial personnel as needed.
Perform related duties as assigned.
Train and provide work direction and guidance to others as assigned.
KNOWLEDGE OF:
Modern office practices, procedures and equipment, including telephone techniques
and etiquette.
Recordkeeping techniques.
Proper use of English grammar, spelling, punctuation, and vocabulary.
A wide variety of software applications related to area of assignment.
Effective business communications, both orally and in writing.
Problem solving techniques.
Critical thinking techniques.
ABILITY TO:
Perform difficult and often complex secretarial and administrative assistant duties.
Keyboard at 60 net words per minute from clear copy.
Transcribe minutes for committee meetings efficiently and effectively.
Maintain records, logs, files and other related information.
Operate a variety of office equipment and software consistent with requirements of the position.
Understand and follow oral and written directions and communicate effectively.
Establish and maintain cooperative and effective working relationships with others; demonstrate commitment to customer service.
Learn district protocols, policies and procedures.
Plan and organize work to meet schedules and time lines.
Make arithmetic calculations quickly and accurately.
Maintain confidentiality.
Interpersonal skills using tact, patience and courtesy.
Work efficiently with many interruptions.
Make arrangements for meetings and conferences.
Learn to interpret, apply and explain rules, regulations, policies and procedures.
Analyze situations accurately and adopt an effective course of action..
Train and provide work direction to others.
Work independently and effectively with general direction; plan and organize work.
Work confidentially with discretion.
EDUCATION:
Graduation from high school or equivalent. One year of related college courses preferred.
EXPERIENCE:
Three years increasingly responsible administrative secretarial experience including experience transcribing minutes for committee meetings. Experience in an educational setting preferred.
WORKING CONDITIONS:
Office environment subject to frequent interruptions.
Subject to sitting for extended periods of time and repetitive motion. Some reaching and bending may be required.
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