Executive Assistant III

North Orange County Community College District

Position Number: DEN992

Location: District Services

Department: District Fiscal Affairs

Percentage of Employment: 100%

Months of Employment: 12 Months/Year

Work Schedule: Monday- Friday, 8:00 AM - 5:00 PM (Schedule and shift are subject to change in accordance with department needs.)

Job Description:

Performs advanced administrative duties independently at the direction of a college president, provost, or District vice chancellor; manages daily activities to assure efficient operations; schedules and confirms appointments; coordinates appointment calendar; greets visitors and directs to appropriate personnel; initiates and answers telephone calls; screens and directs calls; receives, opens, prioritizes and routes mail; plans and organizes special projects, committees, receptions and events as assigned; maintains calendar of activities, events and meetings; takes, transcribes, and distributes minutes of meetings.

Assists in the development and presentation of management positions with respect to employer-employee relations as directed; prepares confidential information related to employer-employee relations, including collective bargaining negotiations and employee grievances.

Independently composes and prepares a variety of materials including correspondence, purchase requisitions, proposals, and memoranda; formats presentations and reports; develops and revises schedules and forms; compiles and prepares complex and difficult statistical narrative reports from a variety of sources; reviews documents and data for accuracy and completeness; prepares, organizes and coordinates Board Agenda items for the assigned area of responsibility; conducts research and special projects as assigned; compiles, organizes and abstracts information and materials.

Serves as liaison in communications with staff, legislators, community, civic and business representatives and the general public for the assigned area of responsibility; coordinates information and communication between District and campus administrators and personnel; provides information to departments, personnel, students and the public; answers questions and resolves problems requiring specialized and extensive knowledge of assigned area.

Assists in the development and preparation of the annual preliminary budgets for assigned area of responsibility; assists in monitoring and controlling expenditures; approves expenditures within established guidelines and at the direction of the supervising administrator; maintains detailed and comprehensive reports, records and files regarding programs, operations, and activities.

Maintains a variety of complex records of a confidential or controversial nature including information regarding the Board of Trustees, District, personnel, students, and collective bargaining negotiations; inputs and retrieves computerized data as required.

Orders supplies and equipment; prepares purchase requisitions; tracks orders to assure delivery and payment; processes facilities maintenance requests.

Attends a variety of meetings as required; serves on committees and special projects as assigned; coordinates programs and services as appropriate with other District and college personnel.

Trains and provides work direction and guidance to others as directed.

Learns and applies emerging technologies and advances (e.g., computer software applications) as necessary to perform duties in an efficient, organized, and timely manner.

Performs related duties as assigned.

Primary Purpose:
This position is responsible for performing a variety of comprehensive, complex and specialized administrative duties to support a college president, provost or District vice chancellor which includes access to confidential information that is used to contribute significantly to the development of management positions. The duties of the position require extensive knowledge of District policies and procedures, the ability to exercise independent judgment, action, and discretion in handling confidential information and materials, and specialized knowledge of the functional area supported.

Working Relationships:
The Executive Assistant III maintains frequent contact with various District administrators and personnel, faculty, students and the public.

Knowledge, Skills, and Abilities:
Knowledge of District organization, operations, policies and objectives

Knowledge of laws and regulations applicable to assigned functional area of responsibility

Knowledge of organization, policies, and procedures of assigned functional area of responsibility

Knowledge of the policies and regulations related to accessing and processing confidential information and materials

Knowledge of administrative office management

Knowledge of modern office practices, procedures and equipment

Knowledge of correct English usage, grammar, spelling, punctuation, and vocabulary

Knowledge of record keeping procedures and budget preparation and maintenance

Knowledge of various computer software applications

Ability to compose correspondence and other written materials independently

Ability to proofread and edit written materials to assure accuracy and completeness

Ability to process confidential materials and information related to collective bargaining and personnel

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, typewriter, etc.

Ability to analyze situations accurately and adopt an effective course of action

Ability to read, interpret, apply and explain laws, regulations, policies and procedures

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 the scope of authority in making independent decisions

Ability to establish and maintain effective working relationships with others

Special Requirements:
This position requires a valid drivers license. Incumbent may be required to travel off site for business reasons. All employees driving personal, leased, or district-owned vehicles for District related activities must certify possession of a valid Drivers License. Employees must certify that personal vehicles are covered by automobile insurance as required by California law. (Board Policy 6010, Section 4.0)

Coursework must be verifiable on a legible transcript.

Applicants selected for interview will be required to pass a typing test (60 wpm).

Minimum Qualifications:
High school diploma or GED; supplemental college coursework desirable.

Minimum four (4) years of increasingly responsible administrative experience, preferably in an educational setting.

Commitment to diversity. All applicants must have demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff.

Desirable Qualifications:
Two years of executive level advanced administrative duties.

Working Conditions:
College or District office environment; subject to constant interruptions and frequent interaction with others; sitting for long periods of time (up to 2-3 hours); repetitive use of upper extremities including hand coordination activities.

Salary Range: $5,374-$6,868 per Month

Number of Vacancies: 1

Commitment to Diversity:


Posting Number: 2015224P

Open Date: 02/01/2018

Close Date: 2/26/2018

Special Instructions Summary: This is a confidential position subject to a one-year probationary period. Initial salary placement will be determined by the Office of Human Resources in accordance with Board Policy and is not negotiable. The applicant selected for the position will be required to provide identification and employment eligibility as outlined in the Immigration Reform and Control Act. NOCCCD will not sponsor any visa applications.

The District may choose to fill one or more positions from this recruitment within the same fiscal year or 8 months, whichever is longer.

Applicants must complete the drivers license section of the application. If not completed, the application will be deemed incomplete and will not be considered.

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).

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.

Reasonable accommodations for applicants with disabilities may be requested by calling (714) 808-4821 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 at http://www.nocccd.edu/minimum-qualifications for information regarding evaluation of foreign degrees.

To apply, visit: https://nocccd.peopleadmin.com/postings/2878







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