Administrative Assistant, Senior (Dvc Business Office)

Posting Details (Default Section)

Position Title Administrative Assistant, Senior (DVC Business Office)
Special Instructions to Applicants
Note: New employees will be placed at the first step which is $67,056 per year, second step $70,440 per year or third step at $74,004 per year (depending upon experience).
Based on current salary placement guidelines, all step increases for which an employee becomes eligible shall take place on July 1st of each fiscal year.
These increases will occur, on annual basis, until the maximum step of $81,684 per year is reached on the salary schedule.

Our Vision for Social Justice
We are seeking people who recognize the critical role community colleges play in social justice, who have ability in this space, enthusiasm for this work, ideas and vision to improve our approaches, and a commitment to achieving equitable academic success for the 50,000+ students attending our five beautiful colleges and centers.
Our social justice work calls for employees who have a sense of social responsibility, interest in our community and world in which we live.

The intention of social justice work is to strengthen humanity by understanding that every person deserves the benefits of fully participating in our society and institutions.

Academic researchers have illustrated that crucial social justice principles are a compilation of equality, equity, diversity, inclusion, engagement, environmental sustainability and human rights.
These complex principles are challenging to operationalize in higher education; yet, we are steadfast in our diligence to forge ahead to advance this vital mission.

Community colleges are uniquely positioned to lead higher education in the work of social justice.
Many of our students come from historically underserved and underrepresented backgrounds; students of color, students with recent immigrant histories, students from cycles of low income if not poverty, students from indigenous communities, and students from first-generation families.

The idea of promoting social mobility through education is unconditionally and uncompromisingly embraced by community colleges.
This is an exciting role, and it comes with a heavy responsibility.
Simply put, we need to create environments where our students achieve greater academic success, so much so that we close our persistent equity/opportunity gaps.

If you are committed to social and racial justice and if you are interested in joining a community dedicated to solving these inequities through education, please apply.

Recruitment Type: Open (Internal and External applicants)
Location Diablo Valley College
Posting Number 0002088
# of Openings 1
Range 58
Salary $67,056 - $81,684 per year (see special instructions for step placement)
Position Status Permanent
Overtime Status Non-Exempt (eligible)
Position Full-Time
If temporary, employment duration: N/A
# of Hours Scheduled Per Week 40
Work Schedule By Day and Work Hours
Monday - Friday
8:00am 5:00pm

Shift Differential % N/A
# of Months 12
Non-work Periods: N/A
EEO Job Category Clerical/Secretarial
Employee Group Classified
Department D1002-Business Services
Position Definition
To perform a variety of highly responsible and complex administrative and secretarial duties in support of an assigned Vice President's Office or other high-level executive manager.

Distinguishing Characteristics
Administrative Assistant I -This classification performs less complex clerical, program, or instructional support assignments while learning District policies and procedures.
Administrative Assistant II - This classification is distinguished from the Administrative Assistant I by the performance of a variety of activities involved in the preparation of reports, scheduling and a broad range of complex administrative tasks.
Administrative Assistant III - This classification performs more complex administrative tasks and interpretation of policies and procedures with minimal supervision.
Typically reports to a College Dean or other high-level manager.
Administrative Assistant, Senior - This classification typically supports a Vice President or other executive manager with a broad level of responsibility with substantial District-wide impact.
The duties involve a wide variety of diverse and complex administrative tasks as well as departmental coordination, requiring a substantial amount of tact, judgment, and initiative.

Examples of Duties/Essential Functions
Duties may include, but are not limited to, the following:
Serves as administrative assistant to an assigned high-level executive manager such as a Vice President; participates and assists in the administration the Executive's Office, relieving the executive of a variety of technical and administrative duties.
Serves as a liaison between the executive and the public, students, staff, and other campus officials.
Exercises good judgment and discretion in handling matters of a difficult and sensitive nature.
Assists assigned executive in meeting reporting requirements, functional responsibilities, and research objectives
Provides complex workflow and office coordination of assigned department or program area.
Maintains and updates web pages for assigned department.
Assists in the development and implementation of department or program goals, objectives, strategies and work plans.
Assists or gives guidance to staff, students and the public regarding departmental processes.
Assists in planning, scheduling and supervising department activities; researches and provides direction for the more difficult or complex questions pertaining to policies and procedures.
Participates in budget preparation and administration; prepares cost estimates for budget recommendations; examines and verifies fiscal records and expenditures; maintains budget records; reconciles budget accounts to ensure accuracy; receives invoices for purchases and arranges for payment of purchases.
Develops initiates and maintains a variety of files and records such as payroll, budget, staff vacation, sick leave and schedule changes.
Receives, classifies, reconciles, interprets, consolidates, and/or summarizes documents and information.
Maintains department/office records and balance information for control purposes, such as student and employee databases, transcripts, correspondence, tests, advisory certificates and probation reports.
Researches and prepares complex reports and analyses, including highly complex statistical reports, drawing data from a variety of sources within and outside of the department.
Prepares and proofreads a wide variety of documents such as course proposals, confidential memoranda, exams, class outlines, reports, schedules, and letters.
Operates a variety of office equipment, including photocopier, calculator, and computer.
May notify students of and post canceled classes.
Dispatches service requisitions; determines and assigns priorities of requests.
May serve as Secretary to a Committee; prepares agendas; schedules facilities; records and prepares minutes.
Performs related duties as assigned.

Minimum Qualification-Education/Experience
EXPERIENCE AND TRAINING
Four (4) years of experience performing broad and increasingly responsible clerical and administrative duties.
EDUCATION / LICENSE OR CERTIFICATE
Possession of an Associate degree from an accredited college, or the equivalent.

Minimum Qualification-Knowledge Of
Modern office procedures, practices and technology/equipment.
Modern software applications (Microsoft Office Suite, etc.
).
English usage, grammar, spelling, punctuation and vocabulary.

Minimum Qualification-Skill To
Skill/Ability to:
Keyboard with accuracy.
Perform responsible and complex clerical work with accuracy and speed.
Meet multiple established timelines and deadlines without immediate supervision.
Develop new procedures for the clerical and administrative operation of assigned area.
Interpret and communicate District or college rules, laws, and policies, and apply them using good judgment in a variety of procedural situations.
Carry out verbal and written directions independently.
Make mathematical calculations quickly and accurately.
Communicate effectively, both orally and in writing.
Serve students, staff and colleagues in a helpful and professional manner.
Establish and maintain cooperative work relationships with those contacted in the performance of required duties.
Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, race, ethnicity, gender identity, sexual orientation, age, mental or physical disability, and religious background of all students, faculty and staff, and with all individuals encountered in the performance of required duties.

Minimum Qualification-Ability To
N/A

Desirable Qualifications Maintain the Vice President's calendar using judgement and discretion. Use technology that supports shared work processes. Provide a welcoming and resourceful student-centered first point of contact for the office of the Vice President. Engage as a resourceful team member in the administrative building. Job Open Date: 10/21/2024
Job Close Date: 11/15/2024
Open Until Filled No
Foreign Degree and Credit Statement:
In accordance with the Human Resources Procedure 3050.05, all foreign degrees and credits used to meet the minimum qualifications must be evaluated by an approved National Association of Credential Evaluation Services ( NACES ) agency www.naces.org prior to the implementation of the equivalency process.
You must upload your evaluation with your application when you apply for this position to be considered.
We cannot accept foreign degree evaluations after the closing date.
The candidate bears all responsibility and costs associated with obtaining the evaluation.

Employee Benefits:
Insurance: The District offers health, vision, dental and life insurance for monthly classified employees and managers/supervisors and their eligible dependents.
Monthly classified employees and managers/supervisors covered by another health medical plan may waive District coverage and receive a monthly cash stipend.


Retirement: Most employees are members of the PERS (Public Employees Retirement System).
Faculty employees and Academic Managers are members of the STRS (State Teachers Retirement System).
Police Service employers are members of Safety Public Employees Retirement System.

Deferred Compensation: The District offers two optional deferred compensation plans.
Eligible employees have a choice of the 457, 403b plans and a selection of savings and investment options.

Leave Allowance: The District offers monthly eligible classified employees and managers/supervisors a generous vacation and sick leave benefits as well as 20 paid holidays annually (which can vary based on length of winter break).

Additional Benefits: The District also offers monthly eligible classified employees and managers/supervisors educational reimbursements, employee assistance programs, a travel assistance plan, longevity compensation, retiree benefits, employee discounts on health memberships and a comprehensive wellness program.

Newly hired employees may notify the respective union (Local 1 or United Faculty) if they opt to join and/or authorize payment to the union.
If the newly hired employee authorizes payment to the union then the following fees apply: Local 1 has a one-time initiation fee of $45.00 and monthly contribution of 1% of gross pay +$1.
United Faculty has an agency fee of .55% of gross pay plus $2.50.
(All confidential, supervisory and management positions are exempt from union membership)

For further information regarding benefits eligibility and details please refer to the following documents available on the 4CD website:

Classified Employees Local 1 Contract (Article 20-Benefits):
http://www.4cd.edu/hr/localonecontract/2015-2018%20Local%201%20Contract.pdf

Managers/Supervisors/Confidential Personnel Manual (Section 8-Insurance Benefits):
http://www.4cd.edu/gb/policies_procedures/ MANUALS /MSC_08.pdf POST OFFER PRE-PLACEMENT EVALUATION PROGRAM (PEP)
All job offers of employment are conditional upon the applicant's satisfactory results of the Post Offer Pre-Placement Evaluation Program.
This involves a physical strength test to demonstrate a minimum level of strength to perform the essential duties of the job.
There is no charge for this service.
Please do not make an appointment for testing until you have received notification from the Human Resources Department after a job offer is extended.
The positions we currently evaluate are: Building Maintenance Worker, Custodian I and II, Lead Custodian, Cook, Food Services Assistant, Food Services Supervisor, Food Services Supply Clerk, Food Services Coordinator, Grounds Worker/ Gardener I and II, Senior/ Lead Grounds Worker/Gardener, Lead Maintenance Mechanic, Senior Equipment Maintenance Worker.
If you are not hired in a listed classification, you may disregard this notification.

ADA Accommodations:
In conformance with the Americans with Disabilities Act, requests for reasonable accommodations may be made to ******.
For administrative purposes, requests must be made at the time of application.

COVID-19 Information
Contra Costa Community College District is returning to some in-person activities, in a gradual, responsive process that is following all relevant local, state, federal, and CDC guidance related to COVID -19.
Applicants are advised that the Contra Costa Community College District has mandated that District employees will need to be vaccinated, test regularly, or obtain a waiver for religious or medical reasons.
For those employees who receive a waiver they will be required to wear a mask and test regularly.
If this employment condition is unacceptable to an applicant, they should not apply for consideration.

Quicklink https://www.4cdcareers.net/postings/10817
Diversity Statement
It is the District's policy to ensure 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 ethnic group identity, race, color, ancestry, religion, marital status, sex, national origin, gender, gender identity, gender expression, age, sexual orientation, physical or mental disability, medical condition, genetic information, veteran status, parental status, citizenship or because an individual is perceived to have one or more of these characteristics or based on association with a person or group with one or more of these actual or perceived characteristics.

Supplemental Questions

Required fields are indicated with an asterisk (*).

* Please respond to the following required Supplemental Questions addressing the minimum and desirable qualifications.
These Supplemental Questions are a required part of the application.
The information provided in these questions will be used to determine which individuals will be invited for an interview.
In order to receive every consideration in the selection process, you must complete all questions with concise but detailed answers and provide all requested information.
Each answer will be evaluated separately.
References such as 'See Resume' as a response will not be evaluated.
By continuing in the exam process, you are certifying that all information provided in the Supplemental Questionnaire is true to the best of your knowledge.
I have read and understood the above instructions.
Yes * Tell us how you meet the minimum qualification of: Equivalent to at least five (5) years of progressively responsible full-time clerical and/or administrative work experience in office administration, including at least two (2) years performing technical administrative support functions.
Please be sure your application supports your answers.

(Open Ended Question) * Describe your experience and organizational approach to working with each of the following areas: a) budgets, b) purchasing/contracts, c) managing and coordinating schedules, d) maintaining records.

(Open Ended Question) * Describe what it means to you to have a commitment to diversity, equity and inclusion in an academic environment.
Give an example of how you how you have demonstrated that commitment, and how you would see yourself demonstrating it in this role at DVC.

(Open Ended Question)
Required Documents
Required Documents Resume/CV Unofficial Transcript (must show degree(s) conferred) Optional Documents Unofficial Transcript 2 Unofficial Transcript 3 Unofficial Transcript 4 Foreign Degree Evaluation Form (NACES Approved Agency)