Administrative Assistant III

About the role

This position performs a wide variety of comprehensive, complex, and specialized administrative duties to support the head of a functional activity within a college or District. It requires specialized knowledge in the functional area supported (e.g., financial aid, student services, health services, various instructional areas, and any other departments).

Responsibilities

• Performs advanced administrative duties independently at the direction of the head of a functional activity within a college or District.
• Manages daily activities to assure efficient operations.
• Provides information to departments, personnel, students and the public on the phone and in person.
• Answers questions and resolves problems requiring specialized and extensive knowledge of assigned area.
• Prepares and maintains class schedules, staff assignments, room assignments, textbook orders, audio-visual, computer equipment, and associated paperwork.
• Aids instructors with preparation of curriculum, forms, applications, and testing materials.
• Safeguards classrooms and instructional areas.
• Aids with probationary tenure reviews.
• Assists with prerequisite clearance for registration.
• Plans and organizes special projects, committees, receptions and events as assigned.
• Maintains a variety of complex records of confidential nature including information regarding Board, District, personnel, student, or controversial matters.
• Develops, maintains and updates specialized and custom forms, databases, logs, files, schedules, lists, certificates, records and reports to support work processes in areas of assigned responsibility.
• Reviews information, identifies discrepancies and completes analysis to resolve appropriately.
• Completes analysis and manipulation of data to ensure accuracy and compliance with applicable policy and regulations.
• Composes and prepares correspondence independently; formats presentations and reports; develops and revises schedules and forms; compiles and prepares complex and difficult statistical and narrative reports from a variety of sources.
• Greets visitors and directs to appropriate personnel; initiates and answers telephone calls; screens and directs calls; receives, opens, prioritizes, and routes mail.
• Orders supplies and equipment and prepares purchase requisitions; tracks orders to assure delivery and payment; processes facilities maintenance requests.
• Provides functional work direction to other administrative support staff in area of assignment.
• Trains and provides work direction and guidance to others as directed.
• Learns and applies emerging technologies and advances as necessary to perform duties in an efficient, organized, and timely manner.
• Participates in District/College efforts to increase the diversity of faculty and staff and to address student achievement gaps; active assistance in the creation of a welcoming and inclusive work and educational environment; attend and participate in diversity, equity and inclusion trainings and events.

Requirements

The Administrative Assistant III requires specialized knowledge in the functional area supported (e.g., financial aid, student services, health services, various instructional areas, and any other departments).

Qualifications

• High school diploma or GED, one (1) year of college-level course work in office administration, business, office technology, information technology or closely related field.
• Minimum four (4) years of administrative experience; may be supplemented by applicable college courses.
• Commitment to diversity.

Skills

• Knowledge of District organization, operations, policies and objectives.
• Knowledge of applicable sections of State Education Code and other applicable laws.
• Knowledge of organization, policies, and rules of assigned department or program.
• Knowledge of modern office practices, procedures and equipment.
• Knowledge of record-keeping techniques.
• Knowledge of basic bookkeeping procedures.
• Knowledge of correct English usage, grammar, spelling, punctuation, and vocabulary.
• Knowledge of various computer software applications.
• Ability to interpret, apply and explain rules, regulations, policies and procedures.
• Ability to make arithmetic calculations quickly and accurately.
• Ability to type at 60 wpm from clear copy.
• Ability to operate a variety of office equipment such as calculator, computer, copier, etc.
• Ability to analyze situations accurately and adopt an effective course of action.
• Ability to plan, organize and prioritize work.
• Ability to work independently with little direction.
• Ability to complete work efficiently with many interruptions.
• Ability to work confidentially with discretion.
• Ability to meet schedules and time lines.
• Ability to understand and follow oral and written directions.
• Ability to communicate effectively, both orally and in writing.
• Ability to understand scope of authority in making independent decisions.
• Ability to review situations accurately and determine appropriate action according to established guidelines.
• Ability to establish and maintain effective working relationships with others.

Benefits

North Orange County Community College District offers a competitive salary range of $6,154 - $7,430 per month, with the initial salary placement determined by the Office of Human Resources in accordance with Board Policy and is not negotiable.

Pay

Salary Range: $6,154 - $7,430 Per Month

Schedule

Work Schedule: District employees can apply for the Flexible/Hybrid Work Program, working a hybrid schedule of remote work and in-person each week. Approval and number of in-person days may vary by position/department. Questions regarding the work schedule may be discussed with Hiring Manager if selected as an interview candidate.

Special Instructions

Initial salary placement will be determined by the Office of Human Resources in accordance with Board Policy and is not negotiable. The candidate selected for employment will be required to provide the following: identification and employment eligibility as outlined in the Immigration Reform and Control Act, fingerprints and required medical certification pursuant to statute. NOCCCD will not sponsor any visa applications. The District may choose to fill one or more positions from this recruitment within eight (8) months. To ensure consistency and fairness to all applicants, please do not submit materials in addition to those requested. Additional materials will not be considered or returned. Be sure to complete all questions and sections of the application. For questions which may not apply, indicate “N/A” (not applicable). Do not use terms such as “see resume” or “see attached.” The minimum required number of references for this position is three (3) and will be requested at the finalist and/or offer of employment phase of the hiring process. All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community. Possession of the minimum qualifications does not ensure an interview. Minimum Qualifications – Experience: One year of experience is equivalent to 12 months of experience at a maximum of 40 hours per week (full time). Applicable part-time experience will be converted to the full-time equivalent for the sole purpose of meeting the experience minimum qualification (Example: Twelve (12) months of part time work experience is equivalent to six (6) months full time). Minimum Qualifications – Education: 24 units are equal to one year of education. As applicable, education must be from a regionally accredited institution and verifiable on a legible unofficial transcript. Reasonable accommodations for applicants with disabilities may be requested by calling (714) 808-4810 at least three business days in advance of the scheduled examination/interview date. Evaluations of foreign degrees and/or coursework are required. See our website here for information regarding evaluation of foreign degrees. NORTH ORANGE COUNTY COMMUNITY COLLEGE DISTRICT NON-DISCRIMINATION STATEMENT The policy of the North Orange County Community College District is to provide an educational, employment, and business environment, including but not limited to, access to its services, classes, and programs in which no person shall be unlawfully denied full and equal access to the benefits of, or be unlawfully subjected to discrimination on the basis of ethnic group identification, national origin, religion, age, sex, gender, gender identification, gender expression, race, color, medical condition, genetic information, ancestry, sexual orientation, marital status, physical or mental disability, pregnancy, or military and veteran status, or as otherwise prohibited by state and federal statutes, or because they are 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. To apply, visit: https://nocccd.peopleadmin.com/postings/9273