Administrative Assistant II
Foothill-De Anza Community College District
Posting #: 19-058
Campus: FHDA District
Close/Initial Review Date: 1/29/2020
Open Until Filled: No
Starting Salary: $4,443.64 (per month) plus benefits; Salary Grade: C1-46
Full Salary Range: $4,443.64 - $5,953.37 (per month)
The Foothill-De Anza Community College District is currently accepting applications for the classified position above.
In addition to the general classification responsibilities detailed in subsequent section, some unique department administrative responsibilities include but not limited to the following:
• Answer telephone calls and schedule meetings on Outlook
• Monitor the Purchasing and Risk email inboxes and respond to inquiries
• Opening, sorting and distributing mail
• Printing incoming requisitions and reviewing to determine previous buyer assignment if applicable for director review and assignment. Updating requisition on Banner to indicate buyer assigned and distribute to buyer for processing.
• Create requisitions on Banner System for department requirements and prepare invoices for submission to Accounts Payable for payment.
• Run Banner System Reports for management as required.
• Assist customers with inquiries regarding status of requisition or purchase orders.
• Assist with Certificate of Insurance from vendors, and facilitate requests from District Staff for Certificate of Insurance for District projects/programs.
• Coordinate the District Volunteer Program and work closely with Campus Police on the required livescan/ fingerprint clearance.
• Assist with DMV Driver Record Release Forms, and enrollment in DMV Employer Pull Notice Program of District Staff driving District vehicles.
• Assist with updates to Purchasing Forms and Contract templates, converting Word or PDF files to fillable forms etc.
• Maintain the Department website and update as appropriate
• Track staff absences on group calendar and review staff timecards for accuracy prior to Director review.
• Other duties as assigned.
Under the direction of an assigned supervisor, perform a variety of administrative and program support activities. Develop and analyze data; perform complete segments of an assigned program or function; perform research and special projects for assigned area; implement and oversee program or task elements related to assigned function; assist managers with a broad range of reports, schedule and activities.
EXAMPLE OF DUTIES AND RESPONSIBILITIES:
Depending upon assignment, duties may include, but are not limited to, the following:
• Perform a variety of complex administrative and program support activities as directed by an assigned manager.
• Prepare and monitor reports based on special projects; research and analyze topics related to assigned program; develop and analyze data.
• Organize and direct an assigned part of a program or activity on an on-going basis; lead others as necessary to accomplish program or functional objectives.
• Serve as a resource to others for data, research, special projects, schedules and other information pertaining to the assigned area.
• Operate a computer utilizing standard and functional-related software and a variety of office equipment.
• Operate one or more aspects of a program reporting periodically to an assigned administrator to resolve issues, provide reports, and assure program objectives and policies are properly implemented; train others as assigned; coordinate daily operations.
• Maintain records regarding assigned activities; coordinate schedules, integrate activities with other parties-at-interest and schedule facilities; maintain confidential records.
• Assist students, parents and others regarding eligibility forms; provide information to the public; interact with broad constituencies to coordinate, facilitate and communicate assigned activities.
• Participate in and oversee financial records; monitor budgets.
• Design and write promotional materials, correspondence, reports and other documentation.
• Perform related duties as assigned.
• Organization, rules, regulations and programs related to an assigned office or function.
• Applicable sections of State Education Code and other applicable laws.
• District organization, operations, policies and objectives.
• Operation of a computer terminal and data entry techniques.
• Financial and statistical record-keeping techniques.
• Basic budget monitoring and control.
• Modern office practices, procedures and equipment.
• Telephone techniques and etiquette.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Interpersonal skills using tact, patience and courtesy.
• Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff.
• Perform a variety of administrative and program support activities.
• Develop and analyze data.
• Perform complete segments of an assigned program or function.
• Perform research and special projects for assigned area.
• Implement and oversee program or task elements related to assigned function.
• Assist managers with a broad range of reports, schedule and activities.
• Analyze situations accurately and adopt an effective course of action.
• Compose independently or from oral instructions letters, memos, or other materials.
• Read, interpret, apply and explain rules, regulations, policies and procedures.
• Maintain records and prepare reports.
• Communicate effectively both orally and in writing.
• Meet schedules and time lines.
• Add, subtract, multiply and divide quickly and accurately.
• Establish and maintain cooperative and effective working relationships with others.
• Work confidentially with discretion.
• Understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff.
• Any combination equivalent to an Associate's degree in a related field AND three (3) year of related work experience.
• Experience providing administrative support in purchasing, contracts and risk management activities.
LICENSES AND OTHER REQUIREMENTS:
• Some positions in this class may be required to speak, read and write in designated second language.
• Office environment.
• Constant interruptions.
• Hearing and speaking to exchange information in person and on the telephone as well as making presentations.
• Dexterity of hands and fingers to operate a computer keyboard.
• Seeing to read various materials.
• Standing for extended periods of time.
• Reaching overhead, above the shoulders and horizontally.
• Bending at the waist, kneeling or crouching.
• Lifting, carrying, pushing or pulling objects up to 30 lbs.
• A District on-line application on http://hr.fhda.edu/careers/. *In the application, you will provide information, which demonstrates your understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff.
• A cover letter addressing your qualifications for the position.
• A current resume of all work experience, formal education and training.
If any required application materials are omitted, the committee will not review your application. Items not required (including reference letters) will not be accepted. For full-consideration, all application packets must be received by 11:59 pm on the closing date.
Please allow yourself ample time to complete your application and resolve any technical difficulties that may arise with your submission. We do not guarantee a response to application questions within 48 hours of the closing date. You may also visit our “Applicant Information” to assist with technical difficulties at: http://hr.fhda.edu/careers/a-applicant-instructions.html
CONDITIONS OF EMPLOYMENT:
Position: Full-Time, Permanent, 12-months per year
Starting date: As soon as possible upon completion of the search process.
Excellent benefits package which includes medical coverage for employee and eligible dependents, dental, vision care, employee assistance program, long term disability, retirement benefits and basic life insurance. For information on our benefits package that includes medical for employees and dependents, visit our web site: http://hr.fhda.edu/benefits/index.html.
Persons with disabilities who require reasonable accommodation to complete the employment process must notify Employment Services no later than the closing date of the announcement. The successful applicant will be required to provide proof of authorization to work in the U.S. All interviewing costs incurred by applicant are the responsibility of the applicant.
For more information about our application process contact:
Foothill-De Anza Community College District
12345 El Monte Road
Los Altos Hills, California 94022
To apply, visit: https://apptrkr.com/1765621
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