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Administrative Assistant (Confidential)
Administrative Assistant (Confidential)
Salary: $71,340.00 - $89,604.00 Annually
Job Type: Full Time
Job Number: Admin-Assistant-22
Closing: 8/17/2022 11:59 PM Pacific
Location: Norwalk, CA
Division: President's Office
Cerritos College is ranked 14th among the top 100 schools with the highest Hispanic enrollment in the United States by the United States Department of Education. Cerritos College serves as a comprehensive community college for southeastern Los Angeles County. Communities within the college's district include Artesia, Bellflower, Cerritos, Downey, Hawaiian Gardens, La Mirada, Norwalk, and portions of Bell Gardens, Lakewood, Long Beach, Santa Fe Springs and South Gate. Cerritos College offers degrees and certificates in more than 180 areas of study in nine divisions. Enrollment currently averages 23,000 students. Visit Cerritos College online at http://www.cerritos.edu
The President's Office staff serves the internal and external constituencies of the Cerritos Community College District. The office operates on campus, five days a week, providing leadership and operational oversight in fulfillment of the college's mission and goals. The office provides administrative support to the President/Superintendent and additional support to the seven-member Board of Trustees.
Performs technical and complex administrative support duties for a senior-level administrator with District wide responsibilities. Involved in researching and/or generating documents, reports or information used in collective bargaining negotiations. Coordinates work flow and support activities for the office, often involving multiple organizational units.
Distinguishing Career Features
The Administrative Assistant provides administrative support to a senior administrator. This position requires a demonstrated ability to coordinate and perform difficult and confidential administrative support in Board, business, legal, and education matters, and coordinates projects and work flow involving other organizational units.
Essential Duties and Responsibilities
- Performs technical and complex administrative support involving the use of independent judgment and an in-depth understanding of the functions and procedures of the District and/or area.
- Receives and screens telephone calls and visitors, handling routine-to-difficult matters independently, providing information, or routing calls to appropriate resources.
- Responds to inquiries and conveys technical and/or other information about programs and services provided by the District. Interprets and conveys policies and procedures, referring extremely difficult or sensitive matters to the appropriate administrator.
- Resolves inquiries, questions, and conflicts not requiring an administrator's attention. Refers issues requiring an administrator as necessary.
- Coordinates the administrative aspects of projects and events that frequently involve multiple organizational units. Integrates projects into existing work routines and assigns tasks to other staff as necessary.
- Provides administrative support to special processes such as, but not limited to, crossfunctional committees, logistics for events, advisory boards, and special interest group meetings. Prepares forms, revisions, and final documents to support proceedings.
- Provides agenda items and back-up to the Executive Assistant to the President for Board of Trustees proceedings.
- Takes notes and transcribes minutes or summaries for a variety of senior management meetings, committees, or projects. Types (keyboards) a variety of materials such as letters, memoranda, reports and statistical data, and completes forms on routine area matters. Composes original correspondence independently from rough drafts or verbal instructions.
- Schedules appointments and arranges meetings. Prepares schedules and informs participants, confirming dates and times. Makes conference and travel arrangements.
- Prepares agreements and contracts for services. Processes contract documents for approval and distributes executed contracts. Monitors agreements and contracts for services.
- Performs special projects as assigned. Conducts research of business transactions, official proceedings, employee and student records, industry statistics, industry trends, and any other related materials to compile reports for administration or to regulatory or governing agencies.
- Receives, handles, and stores confidential, private, and sensitive information pertaining to the District and its employees and students, including information used in collective bargaining, negotiations, and legal processes.
- Assists the administrator with development of organizational unit budget proposals, maintaining communications with departments on status and information needs.
- Maintains approved budgets, transaction records, and audit trails, including those for capital outlay, special projects, and grant-funded activities.
- Composes difficult correspondence on a variety of matters. Compiles and types (keyboards) letters, reports, and statistical data.
- Performs general administrative support including filing of materials, typing (keyboarding), collating, and copying. Updates and modifies webpages as approved by senior administrator in compliance with District standards.
- Processes requisitions, claims, and requests for budget allocation changes and reassignment of funds to and from various accounts, coordinating with accounting staff to ensure compliance. Prepares requisitions and claims for reimbursement.
- Provides payroll support including processing payroll certifications.
- Serves on District wide committees as required or assigned.
- Trains and oversees the work of hourly employees or student assistants as needed.
- Maintains currency of knowledge and skills related to the duties and responsibilities.
- Performs other related duties as assigned.
Education and Experience
Requires knowledge equivalent to that of an associate's degree and four years of progressively responsible secretarial/administrative assistant experience. Additional progressively responsible secretarial/administrative assistant experience may substitute for some post-secondary education.
- Excellent writing, proofreading, and editing skills
- Advanced knowledge of Microsoft Excel
- Intermediate knowledge of Microsoft PowerPoint
- Expert ability to maintain confidentiality
- Bachelor's degree is preferred
Knowledge and Skills
The position requires professional knowledge of:
- Office practices, procedures, and equipment, including filing systems, receptionist and telephone techniques, and letter and report writing.
- Policies and procedures associated with educational administration, business, and legal matters.
- Rules, policies, and procedures associated with public meetings (Brown Act), board proceedings, and higher education processes (Education Code).
- Personal computer-based software programs that support the level of work, including, but not limited to, word processing, spreadsheets, presentation graphics, special applications used by the organizational unit, and data entry for custom databases.
- Basic budget administration principles.
- Correct English usage, grammar, spelling, and punctuation to prepare professional correspondence.
- Facilitating group problem-solving processes.
- Math skills to perform financial and statistical recordkeeping, including limited bookkeeping.
- Human relations/interpersonal skills to work productively and cooperatively with diverse groups, exercise sensitivity when dealing with a diverse population of internal and external individuals, and convey technical concepts.
This position requires the ability to:
- Exercise sensitivity and discretion in handling confidential information and materials
- Accurately take and transcribe notes and/or meeting minutes/summaries.
- Learn, interpret, explain and apply knowledge of the District, its departments, operations, programs, functions, special terminology used in the organizational unit, and labor agreements to relieve a senior administrator of a variety of administrative details.
- Learn, interpret and apply knowledge of the District's functions, policies, rules, regulations, goals, and objectives.
- Compile and maintain complex and confidential records and prepare routine reports.
- Prepare spreadsheets, graphs and charts, and enter, import, and export data to and from databases and from the District information systems.
- Review work results for accuracy.
- Plan, organize, and prioritize work in order to meet schedules and timelines.
- Communicate with staff, students, the public, and the Board using patience and courtesy in a manner that reflects positively on the District.
- Maintain productive and cooperative working relationships with others.
- Function indoors in an office environment engaged in work of primarily a sedentary nature.
- Sit for extended periods of time, utilize computers and peripheral equipment, accomplish other desktop work, and move to various District locations.
- Use near vision to read printed materials.
- Use hearing and speech to carry on conversations in person and over the phone.
- Use manual and finger dexterity to write, use a pointing device, and type (keyboard) at an advanced rate (60 w.p.m. minimum) on a sustained basis.
Licenses and Certificates
May require a valid driver's license.
Work is performed indoors where minimal safety hazards exist.
Grade 18 on the confidential Salary Schedule ($5, 945.00 -$7, 467.00/month).
Health and welfare benefits include District contribution for medical/dental/vision benefits and employee life insurance ($50,000). (Cash in lieu option available on medical insurance.)
Participation in the Public Employee's Retirement System that is also integrated with Social Security
Conditions of Employment
This is a full-time, 12-calendar month confidential position
Hours of employment are:
Monday thru Friday 8:00 am to 4:30 pm
Employment is to be effective as soon as possible following completion of the selection process.
Individual who is offered employment shall be required to obtain fingerprints for a criminal history clearance through the State Department of Justice and remit the required fee for processing the fingerprints, Federal Bureau of Investigation (no fee if obtained at Cerritos College Campus Police Station), produce an original social security card, and submit negative TB test results (must be within the past four years or within the last 60 days if not previously employed in a school district in California) before employment.
Proof of eligibility to work in the United States and signing of loyalty oath per Government Codes 3100-3109.
Board Policy 2905 requires mandatory COVID-19 vaccinations as a condition of employment. The District requires all employees to submit proof of full vaccination against COVID-19, as defined by the CDC. Full policy details can be found on the website; Cerritos College - Chapter 2 - Board of Trustees. Employees may submit requests for medical or religious exemptions to the vaccine mandate for consideration. Details are available on the District's COVID-19 webpage
**Please note - the District does not provide for immigration sponsorships such as H1B Visas
Application materials must be submitted by the closing date. Applicants who need special services or facilities due to disability in order to apply or interview for this position must notify Human Resources at the time of application or at least 72 hours prior to the closing date or date of a scheduled interview.
Required Documents needed to apply
Cover Letter/Letter of Interest
Transcripts (Must show all coursework completed and conferral date of the degree)
1 Recommendation Letter (written w/in 1 year)
To apply, visit https://www.schooljobs.com/careers/cerritosedu/jobs/3645088/administrative-assistant-confidential
The District ensures that all qualified applicants for employment and employees have full and equal access to employment opportunity, and are not subjected to discrimination in any program or activity of the District on the basis of national origin, religion, age, sex or gender, race, color, medical condition, ancestry, sexual orientation, marital status, veteran status, physical or mental disability, or because he or 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. .
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