Administrative Assistant - (Ventura County) in Ventura, California For Sale

Administrative Assistant Ventura County Community College District Posting Number xxxx881 Employee Type Classified Job Category Classified Brief Description: The eligibility list being established will be used to fill positions in this classification for the duration of the list, not to exceed one year. The immediate vacancy is a 10-month, 100% position at Ventura College (pending Board approval). Under the general supervision of an assigned supervisor, perform a wide variety of administrative support and clerical duties to relieve an administrator of a variety of administrative details. Job Duties: 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 as appropriate; refer callers and/or complaints to appropriate staff for assistance as needed and/or takes or recommends actions to resolve the complaint. E Coordinate committee and staff meetings; take, transcribe, and distribute meeting minutes; prepare and assemble agenda materials. E Collect and compile statistical and financial data and other information for inclusion into special and periodic reports; prepare routine administrative reports. 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 Develop and revise charts, graphs, flowcharts, worksheets, booklets, reports, informational materials, and forms using word processing software; post documents and information as appropriate. E Manage the calendar of an administrator; keep the administrator informed of appointments, priorities, and deadlines through multiple channels and in a timely and efficient manner. E Design and produce newsletters, brochures, technical handouts, and other specialized documents using desktop publishing software and other computer applications. E Proofread, verify, and review a variety of materials and reports for accuracy, and completeness; ensure materials are accurate and complete. 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 as appropriate. 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 Establish and maintain complex, interrelated filing systems; maintain payroll and personnel records for staff. E Provide training, work direction, and guidance to others as assigned. E Perform related duties as assigned. E = Essential duties Minimum Qualifications Any combination equivalent to: Education: An associate degree, preferably with coursework in office technologies, business communication, or English. Experience: Three years of clerical or administrative support experience. Licenses or other Requirements: For information on typing test locations and contact information, please copy this link (as a single line) into your browser address bar. Appointment instructions and cost (if any) are also included. https://jobs.vcccd.edu/applicants/static/customers/320/TypingCertLocations.pdf Knowledge Of: Organization, policies and rules of assigned campus or administrative office District organization, operations, policies and objectives Office procedures, methods, and equipment including computers Basic computer applications such as word processing and spreadsheet software Records management principles and procedures including record keeping and filing principles and practices Methods and techniques of proper phone etiquette Mathematical principles Basic principles of business letter writing and report preparation Fundamentals of English grammar, spelling, and composition Principles and practices of business communication Laws, policies, rules, regulations, and procedures related to the major functions of the District Customer service and public relations methods and techniques Ability To: Interpret and apply general administrative and departmental policies and procedures Apply applicable federal, state, and local laws, codes, and regulations Operate office equipment including computers and supporting word processing, spreadsheet, and publishing applications Learn and apply new information and skills Type, keyboard, and/or enter data at a speed necessary for successful job performance Establish and maintain a variety of files and records Compose correspondence and memoranda Accurately count, record, and balance assigned transactions Make arithmetic calculations quickly and accurately Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person Plan and organize work to meet changing priorities and deadlines Understand and carry out oral and written directions Communicate clearly and concisely, both orally and in writing Establish and maintain effective working relationships with those contacted in the course of work Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports Exercise initiative and independence of judgment and action Prepare reports by gathering and organizing data from a variety of sources Analyze situations accurately and adopt effective courses of action Provide training and guidance to assigned staff Take and transcribe dictation at a speed necessary for successful job performance Physical Abilities Dexterity of hands and fingers to take and transcribe dictation and to operate a computer keyboard and other office equipment Sitting for extended periods of time Hearing and speaking to exchange information on the telephone or in person Seeing to read and review documents Reaching to retrieve and file records Work Week: To be determined based on the needs of the department Closing Date: 04-22-xxxx To apply, visit: ?quickFind=xxxx3 Required Applicant Documents: Documents not to exceed 2mb maximum Resume 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 April 22nd, xxxx. The examination process will consist of any of the following components: A) *Written/Performance Test = Qualifying (pass/fail) B) Technical Interview = 100% weighting on final score *The written/performance examination will consist of the following components: A. MS Word xxxx B. MS Excel xxxx C. Sentence Clarity D. Proofreading E. *Keyboarding Skills *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. You may email sayala@vcccd.edu for a list of acceptable certification agencies. 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. Those with the highest scores on the Written/Performance Test will be invited to the technical interview. All communication regarding this process will be delivered via email. The date range and location of the Written/Performance Test are listed below. Date Range: Monday, April 27, xxxx to Friday, May 1, xxxx Location: Ventura County Community College District 255 W. Stanley Avenue, Suite 150 Ventura, CA xxxx1 *If you submit an application for the position of Senior Administrative Assistant, you will not be required to participate in the written/performance examination for both positions to the extent the examination components are identical. The date range and location of the technical interview are listed below. Date Range: Monday, May 18, xxxx to Friday, May 22, xxxx Location: Ventura County Community College District 255 W. Stanley Avenue, Suite 150 Ventura, CA xxxx1 The above date range is subject to change. Applicants will be notified of any scheduling changes via email. Official transcripts must be presented to Human Resources prior to beginning employment. 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. Salary Range: $3,420.00 - $4,728.00 Starting Salary: $3,420.00 - $4,728.00 - New employees may request salary placement above step one based on directly related education and experience which exceeds the minimum qualifications for the classification. Advanced salary placement must be requested at the time of offer and is subject to verification of qualifying experience and applicable Collective Bargaining Agreements and/or Personnel Commission Rules. Special Instructions to Applicants PRELIMINARY SCREENING OF APPLICATIONS: In completing the application, outline in detail your education, training (such as classes, seminars, workshops) and experience. Application materials will be screened by Human Resources staff. Participation in the written/performance test will be limited to the candidates who are determined to meet minimum qualifications based on the information provided in their application. Evaluation of minimum qualifications will be based solely on the information provided in your application. Therefore, please make sure you include ALL employment you wish to be considered in the Employment Experience section of the application and complete ALL fields. Experience that is included in the resume but not in the Employment Experience section of the application will not be considered. The VCCCD does not accept letters of recommendation. Please do not attempt to attach letters of recommendation to your application. ELIGIBILITY LIST: Upon completion of the examination, the open / promotional 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 on the eligibility list. This eligibility list will be used to fill the current vacancies up to one year from the date of the oral examination. PROBATIONARY PERIOD: 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. ACCOMMODATIONS: 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. Supplemental Questions: The following questions will be asked of all applicants. When you apply for this position, you may wish to compose your responses to the supplemental questions in a separate document that can be edited, saved, and pasted into the applicable online application supplemental question response fields. This will prevent the unintended loss of data, as the system will automatically log you out after 60 minutes of inactivity. 1. How did you learn about this job vacancy? Copyright (C) xxxx Jobelephant.com Inc. 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