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Senior Administrative Assistant
Ventura County Community College District
Salary: $51,264.00 - $70,668.00 Annually
Job Type: Classified
Job Number: 2019-01358
Location: Districtwide (Ventura County CA), CA
Closing: 7/28/2019 11:59 PM Pacific
- MS Word
- MS Excel
- Sentence Clarity
- Reading Comprehension
- **Keyboarding (@ 45 NWPM)
This recruitment is being conducted to establish a list of eligible candidates that will be used to fill district-wide, current and upcoming, temporary and regular vacancies for the duration of the list, not to exceed one year. The immediate vacancy is a 12-month, 100% position located at Moorpark College.
Under the direction of an assigned supervisor, perform a wide variety of complex administrative and secretarial support duties requiring considerable independence and discretion to relieve an administrator of a variety of administrative details.
Gather and synthesize a variety of statistical and financial data; prepare routine and non-routine administrative reports that require the analysis and interpretation of data; develop, format, and revise technical and statistical charts, graphs, and flowcharts in order to present information. E
Create, organize, update, and maintain computer-based tracking systems such as databases and statistical spreadsheets used to track, maintain, and present data. E
Plan and organize work activities; recommend improvements to work flow, procedures, and the use of equipment and forms; implement improvements as approved; develop, revise, and maintain standardized and master documents. E
Coordinate and oversee complex and large special events; monitor event budgets and timelines. E
Arrange and coordinate meetings for boards, commissions, and outside agencies; prepare and distribute agenda packets and correspondence; attend meetings and take, transcribe, and ensure proper distribution of minutes and verbatim transcripts. E
Serve as liaison between assigned office and the general public, staff, and outside groups and agencies; provide general and specialized information and assistance that requires the use of judgment, tact, and sensitivity and the interpretation of policies, rules, and procedures; independently resolve complaints; explain programs, policies, and activities related to specific program area of assignment. E
Manage the calendar of an administrator with an exceptional level of detail while anticipating needs and preferences of the assigned administrator; keep the administrator informed of appointments, priorities, and deadlines through multiple channels and in a timely and efficient manner. E
Proofread, verify, and review a variety of material and reports for accuracy, completeness, and conformance with established standards, regulations, policies, and procedures; ensure materials are accurate and complete. E
Compose a variety of documents and forms including reports, correspondence, memoranda, meeting agendas, legal documents, and other specialized materials from rough draft, dictation, modified standard formats, and brief verbal instructions. E
Design and produce newsletters, brochures, technical handouts, and other specialized documents using desktop publishing software and other computer applications. E
Coordinate travel arrangements; type itineraries, request travel advances, compile expense reports, and process conference reimbursement and other requests. E
Receive, open, and distribute correspondence and email; identify and refer matters in order of priority; independently resolve issues of a less complex nature. E
Assist in assembling and preparing the annual department budget and contracts; monitor expenditures against budget; prepare purchase requisitions and requests for payment. E
Monitor inventories of supplies and materials; prepare purchase requisitions and requests for payment. E
Maintain calendar of activities, meetings, and various events for assigned staff; coordinate activities and meetings with multiple departments, the public, and outside agencies. E
Monitor and update the district website to ensure data and information presented is up-to-date and easy to comprehend. E
Provide training, work direction, and guidance to others as assigned. E
Perform related duties as assigned.
E = Essential duties
Any combination equivalent to:
A bachelor's degree from a recognized college or university
Two years of administrative support experience
EXAMINATION AND SELECTION PROCESS:
This is an examination open to the public and current district employees seeking a promotional opportunity. To ensure consideration, please submit your application materials by July 28, 2019.
The examination process will consist of any of the following components:
A) *Written/Performance Test = Qualifying (pass/fail)
B) Structured Interview = 100% weighting on final score
*The written/performance examination will consist of the following components:
**An original typing/keyboarding certificate issued within the past year will be accepted in lieu of the Keyboarding Skills Test if submitted at the time of testing. You may submit it by uploading it with your application materials or bringing a copy on the scheduled testing day.
Applicants must meet minimum qualifications stated by the filing deadline in order to move forward in the testing process. Those candidates who meet the minimum qualifications will be invited to the written/performance test. The 18 candidates with the highest, passing scores on the written/performance test will be invited to the structured interview. The examination process is subject to change as needs dictate. All communication regarding this process will be delivered via email.
WRITTEN/PERFORMANCE TEST DATE RANGE AND LOCATION:
Date Range: Monday, August 5, 2019 to Friday, August 9, 2019
Location: Ventura County Community College District
761 East Daily Drive
Camarillo, CA 93010
STRUCTURED INTERVIEW DATE RANGE AND LOCATION:
Date Range: Monday, August 19, 2019 to Friday, August 23, 2019
Location: Ventura County Community College District
761 East Daily Drive
Camarillo, CA 93010
The above date is subject to change. Candidates will be notified of any scheduling changes via email.
SUBMISSION OF APPLICATION:
ONCE YOU HAVE SUBMITTED YOUR APPLICATION YOU WILL NOT BE ABLE TO MAKE REVISIONS TO YOUR APPLICATION MATERIALS.
When completing the application, please make sure you include ALL current and previous employment in the Work Experience section of the application and complete ALL fields, including the name and contact information for your supervisors. Experience that is included in the resume but not in the Work Experience section of the application may not be considered for the purpose of determining whether you meet the minimum qualifications. When completing the application, outline in detail your education, training (such as classes, seminars, workshops), and experience.
All required documents must be submitted by the applicant. Human Resources Department staff will not upload your documents for you. The VCCCD does not accept letters of recommendation for classified positions. Please do not attempt to attach letters of recommendation to your application.
Upon completion of the examination, the eligibility list will be compiled by combining the final examination score with applicable seniority and veteran's credits, if any. The candidates will be ranked according to their total score on the eligibility list. Certification will be made from the highest three ranks of the eligibility list. This eligibility list will be used to fill current vacancies for up to one year from the date of the technical interview.
All appointments made from eligibility lists for initial appointment or for promotion shall be probationary for a period of six (6) months or one hundred thirty (130) days of paid service, whichever is longer.
Individuals with disabilities requiring reasonable accommodation in the selection process must inform the Ventura County Community College District Human Resources Department in writing no later than the filing date stated on the announcement. Those applicants needing such accommodations should document this request including an explanation as to the type and extent of accommodation needed to participate in the selection process.
If you have a foreign degree and the institution from which your degree was granted is not recognized as accredited by the Council for Higher Education Accreditation (CHEA) or the U.S. Department of Education, foreign transcript evaluation is required if the foreign degree/coursework is used to meet minimum qualifications. The foreign transcript evaluation must be included with your application materials. To search institutions that are recognized as accredited by CHEA or the U.S. Department of Education, visit http://www.chea.org/search/search.asp or http://ope.ed.gov/accreditation/search.aspx. For a list of recognized organizations providing transcript evaluation services, visit http://www.naces.org/members.htm.
EQUAL EMPLOYMENT OPPORTUNITY STATEMENT:
The Ventura County 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 opportunities and are not subjected to discrimination in any program or activity of the District on the basis of ethnic group identification, race, color, national origin, religion, age, sex, physical disability, mental disability, ancestry, sexual orientation, language, accent, citizenship status, transgender status, parental status, marital status, economic status, veteran status, medical condition, or on the basis of these perceived characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics.
To apply, please visit https://www.governmentjobs.com/careers/vcccd/jobs/2503941/senior-administrative-assistant
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