Definition

Coast Community College District has an immediate need for a Temporary, Part-Time hourly Administrative Assistant/Receptionist. The ideal candidate will demonstrate a professional demeanor and outstanding business acumen.

DEFINITION:

Under general supervision, to perform difficult and/or specialized clerical work, requiring a knowledge of the technical subject matter and functions of the office to which assigned; work is usually varied in nature, requiring a working knowledge of a busy office environment. This position may be asked to direct students and/or perform difficult or complex duties, which require considerable specialized knowledge.

EXAMPLES OF DUTIES: Duties may include, but are not limited to, the following:

a. Provide administrative support to the Board of Trustees' Office during the regular course of business.

b. Assist in the staffing of the front/main District Office lobby.

c. Assist student workers assigned to the Board of Trustees' office with receptionist and other clerical assignments, as needed.

d. Perform receptionist duties in the front/main District Office lobby and Board of Trustees' office, as needed.

e. Act as a liaison for visitors, administrators, faculty, management and staff by providing excellent customer service.

f. Compose email and written correspondence as directed.

g. Schedule and coordinate meetings for the Board of Trustees as well as other District or campus requests.

h. Provide support during presentations and meetings of the Board of Trustees' or other office personnel.

i. Transcribe minutes from recorded committee and Board meetings.

j. Maintain calendar management.

k. Perform data entry on a variety of software including but not limited to Word and Excel.

l. Answer phones in a courteous manner.

m. Greet and direct visitors.

n. Operate a variety of modern office equipment, including computer, calculator, copier, scanner, recorder/reader; use computer and peripherals for data input and retrieval.

o. Maintain various complex files and records.

p. Assist in creating complex agendas and minutes; following up as required with individuals who submitted items.

q. Make appointments and arrange conferences.

r. Perform other related job duties as assigned.

Qualifications

MINIMUM QUALIFICATIONS:

Knowledge of :

1. English grammar, spelling, punctuation, vocabulary, and sentence structure.

2. Microsoft Office including but not limited to Outlook, Word, Excel and PowerPoint.

3. Organizational skills and common office practices and procedures.

4. Modern office equipment and procedures, and ability to use with speed and accuracy in a variety of equipment, including copier/scanner/printer, calculator, and computer for word processing, recordkeeping, data entry, and other typical office functions.

5. Business correspondence format.

6. Basic Math, including addition, subtraction, multiplication and division of whole numbers, decimals and fractions.

Ability to:

7. Work under pressure of deadlines and adjust to changes in workload, assignments, priorities and policies.

8. Maintain multiple Outlook calendars.

9. Type at a net corrected speed of 50 words per minute.

10. Communicate effectively, both orally and in writing, with people from a variety of backgrounds displaying tact, patience and judgment.

11. Proofread for and correct spelling, grammatical and typographical errors.

12. Read different styles of handwriting.

13. Retain and recall information.

14. Copy accurately from source materials.

15. Collect and compile information from various sources.

16. Read, understand, interpret and apply policies, procedures, rules, regulations, and other technical documents encountered in the course of work.

17. Accurately sort and file both alphabetically and numerically, and to establish and maintain filing and record keeping.

18. Accurately and discreetly respond to inquiries and relay information.

19. Define and resolve clerical problems.

20. Understand and carry out oral and written instructions.

21. Establish and maintain effective relationships with those contacted in the course of work.

Education/Experience:

22. A minimum of three years progressively responsible experience in an administrative assistant role.

23. Or, any combination of education and experience that would provide the required qualifications.

DESIRABLE QUALIFICATION:

24. Experience in an administrative department or educational institution.

Conditions of Employment
This position will be OPEN UNTIL FILLED .

Employment is on a part-time, temporary basis and contingent upon verification of employment history, background verification as governed under Education Code requirements, eligibility to work in the United States, and approval by the CCCD Board of Trustees. Assignments are short-term, temporary, and do not offer fringe benefits or pay for holidays or time not worked, and are limited to 28 hours per week or 160 days per fiscal year. The hours of work and effective date of employment will be arranged with the supervisor.

This is a CONTINUOUS recruitment for an applicant POOL to fill part-time, temporary, hourly assignments on an as-needed basis. Departments or Divisions will refer to the POOL of applications on file to fill temporary assignments as the need arises. Applications are accepted year-round and will remain in the pool for one year. You will be contacted by the hiring manager should the department/division be interested in scheduling an interview. Please do not call the Office of Human Resources regarding the status of your application .

• Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment.
• The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Coast Community College District policies, procedures, and Title IX. (Reference: BP/AP 5910)
• The Coast Community College District celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators, and faculty thrive. Individuals interested in advancing the District's strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

Additional Information

APPLICATION PROCEDURES:

Applications must be received no later than the posted closing date. There are NO EXCEPTIONS. Electronic applications may be completed by visiting www.cccd.edu/employment . Once you have completed an electronic application, you may apply to open positions within the Coast Community College District by submitting the application and all other required materials. Required materials differ for each open position and must be complete when submitted for a specific posting. Instructions for completing applications and applying to posted positions are available online or by calling Applicant Processing at (714) 438-4714.

All application materials become the property of the Coast Community College District and will NOT be copied or returned. Information for TDD users is available by calling (714) 438-4755.

Application Requirements: To be considered for employment you must submit a complete application packet. A complete application packet includes:
1. A complete Classified/Management Employment Application.
2. A current resume.

3. A cover letter highlighting your qualifications for the desired position.

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). If you do not know an answer, please indicate so, but do not leave any space blank.

All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community. Please note: Possession of the minimum qualifications does not ensure an interview.

Any documents that you are unable to attach can be faxed to (714) 782-6065. Faxes must clearly indicate the job you are applying to and your name.

Disability Accommodations: If you require accommodations in the Application or Examination Process, please notify Human Resources by calling (714) 438-4714 OR (714) 438-4713.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

• The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• A detailed list of physical demands and work environment is on file and will be provided upon request.

Coast Community College District is an Equal Opportunity Employer


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