Recruitment Type: Open (Internal and External applicants)
Special Instructions to Applicants
Note: New employees will be placed at the first step which is $3573 per month. 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 an annual basis, until the maximum step of $4351 per month is reached on the salary schedule.
Position Title Administrative Assistant II (Disability Support Services)
Location Diablo Valley College
Posting Number 0001152
# of Openings 1
Range 52
Salary $3,573/ per month (first step)
Position Status Permanent
Overtime Status Non-Exempt (eligible)
Position Full-Time
If temporary, employment duration:
# of Hours Scheduled Per Week 40
Work Schedule By Day and Work Hours
Monday - Friday 8am - 5pm
Shift Differential % n/a
# of Months 12
Non-work Periods: n/a
EEO Job Category Clerical/Secretarial
Employee Group Classified
Department D1070-DSPS
Position Definition
To perform a variety of responsible clerical duties for assigned office or department; may be responsible for more complex customer service, data entry and correspondence, compiling and preparing reports and research, indexing records, and performing general accounting functions.
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:
Acts as a liaison between campus employees and the public to coordinate activities; answers phones and screens calls; schedules appointments; provides general departmental information, documents, and forms.
Assists in departmental orientation and training of new classified staff, hourly and student employees.
Assists or gives guidance and general information to staff, students and the public in navigating departmental processes.
Communicates effectively and professionally with the general public, vendors, employees and students.
Compiles reports and related analyses following established formats and procedures, collecting information from a variety of databases.
Inputs and retrieves data and information from relevant computer applications and programs; prepares routine statistical reports.
Maintains and orders office inventory supplies and equipment; maintains storeroom.
Maintains department/office records such as student and employee databases, transcripts, correspondence, tests, advisory certificates and probation reports.
Operates a variety of office equipment, including photocopier, calculator, and computer.
Prepares and files departmental forms and documents, such as memoranda, exams, class outlines, reports, schedules, and letters; uses established filing systems.
Processes invoices and maintains running balance of monies.
Receives, classifies, reconciles, interprets, consolidates, and/or summarizes documents and information.
Develops schedules related to division/department activities and services; maintains calendars and coordinates committee and other meetings; reviews, updates and informs the administrator and others of essential timelines.
Minimum Qualification-Education/Experience
EXPERIENCE AND TRAINING
Two (2) years of experience performing clerical and administrative duties.
EDUCATION / LICENSE OR CERTIFICATE
Possession of a high school diploma / GED or the equivalent.
Minimum Qualification-Knowledge Of
Modern office procedures, practices and technology/equipment.
English usage, grammar, spelling, punctuation and vocabulary.
Modern software applications (Microsoft Office Suite, etc.).
Minimum Qualification-Skill To
Keyboard with accuracy.
Perform routine clerical work.
Meet multiple established timelines and deadlines without immediate supervision.
Make mathematical calculations quickly and accurately.
Learn and operate office machines and computer programs, applying established methods, rules and policies.
Communicate effectively, both orally and in writing.
Serve students, staff and colleagues in a helpful, empathetic, professional manner.
Establish and maintain cooperative work relationships with those contacted in the performance of required duties.
Apply general rules, policies and procedures of the department/office to which assigned.
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
Desirable Qualifications
Experience working with adults who have disabilities
Comfortable working with students, staff, faculty, and parents
Ability to work in a team environment
Job Open Date: 06/27/2018
Job Close Date: 07/19/2018
Open Until Filled No
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.
Foreign Degree and Credit Statement:
About Us
About the District
The mission of the Contra Costa Community College District is to transform lives by providing outstanding learning opportunities that nurture and empower all students to achieve their educational goals. The dedicated faculty, classified professionals and administrators in the District are committed to core values and action that promote excellence in learning and equitable student success. The District is committed to hiring and developing a diverse staff that understands that cultural diversity in the academic environment promotes academic excellence; fosters cultural, racial and human understanding; provides positive role models for all students; and creates an inclusive and supportive educational work environment for its students, employees, and the community it serves.
Located in Contra Costa County, in the beautiful and diverse San Francisco East Bay area, the District serves the 1 million residents of the County through education, business partnerships and service in the community. The District first opened its doors in 1949 and is the second oldest and eighth largest multi-college community college district in California. The District consists of three colleges and two centers; Contra Costa College in San Pablo; Diablo Valley College in Pleasant Hill; Los Medanos College in Pittsburg; and the centers in Brentwood and San Ramon. The District Office located in downtown Martinez, supports the mission and functions of the colleges.
As evidenced by the rich diversity in Contra Costa County, the District enrolls a highly diverse student population. Serving over 35,000 students a term, in fall 2014 the demographic make-up of the students was 11% Black/African American; 16% Asian/Pacific Islander; 30% Hispanic/Latino; 31% White/Caucasian; and 13% Other.
The District actively encourages a diverse pool of applicants to serve the dynamic student population and work collaboratively with existing colleagues that are equally dynamic and diverse.
Contra Costa College
Contra Costa College is a dynamic, comprehensive community college with a diverse student population. The institution has served the communities of West Contra Costa County for more than 59 years. Most of the 8,500-plus students who attend the college come from local communities, but many also come from neighboring communities and from countries throughout the world. The college offers certificates and degree programs in 70 areas. It prepares students for immediate employment and for transfer to four-year colleges and universities. Faculty and staff are proud to be affiliated with an institution that has a tradition of excellence and a reputation for educating students to live and work in a diverse global environment.
Diablo Valley College
DVC is committed to increasing student success. The college has distinguished itself as one of the nation's most successful community colleges by offering incomparable transfer opportunities and exceptional career-technical programs. In both Pleasant Hill and San Ramon, a diverse student body engages with high-quality instruction and support services designed for excellence and equity in student learning. DVC's career-technical programs keep pace with emerging technologies and skill requirements, while unparalleled transfer programs prepare students to be successful in four-year colleges and universities. DVC continuously ranks among the top transfer pathways to UC Berkeley.
Los Medanos College
Los Medanos College, opened in 1974, is the newest campus of the Contra Costa Community College District. The college prepares students to excel and succeed economically, socially and intellectually in an innovative, engaging and supportive learning environment. LMC provides quality programs and state-of-the-art facilities to serve the needs of a rapidly-growing and changing East County while enhancing the quality of life of the diverse communities it serves. Los Medanos College is known for its transferable general education program and career technical programs strongly connected with local business and industry. The college serves approximately 10,000 students.
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.
Agency Shop: Local One Classified positions are within a collective bargaining unit. Local One employees are required to join the union or pay an equivalent service fee. This is a one-time initiation fee of $45.00 and monthly contributions of 1% of gross pay + $1. The United Faculty positions are also within a collective bargaining unit. United Faculty employees are required to join the union or pay an equivalent service fee. The monthly contribution is an agency fee of .55 % of gross pay + $2.50.
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/L-1%20Contract%20Extended%202010-2013.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 slever@4cd.edu. For administrative purposes, requests must be made at the time of application.
Supplemental Questions
Required fields are indicated with an asterisk (*).
- * Tell us how you meet the minimum qualification of: a) Two years of experience performing clerical and administrative duties, AND b) Possession of a high school diploma / GED or the equivalent.
(Open Ended Question)
- * This position is assigned to the Disability Support Services Department at Diablo Valley College. Describe your experience working with diverse groups (such as disabled, veterans, people of color, etc...).
(Open Ended Question)
- * Describe how you have used Microsoft Office Suite: WORD, EXCEL, Powerpoint, Outlook in your past positions. Please rate your level of proficiency (beginner, intermediate, advanced) with each software application. Tell us about your experience with ERP systems (e.g. Datatel Colleague, Oracle, SAP, Banner, Peoplesoft).
(Open Ended Question)
- * Explain your experience in the coordination of administrative needs for supervisors, colleagues and/or clients of an organization or education institution. What methods do you use to adhere to deadlines and satisfy requests from various constituencies in the organization?
(Open Ended Question)
Required Documents
Required Documents
- Resume
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