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Administrative Assistant (Instruction)

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.  To apply for the position, please click the Apply for this Job link/button.

Important Information:

  • Incomplete applications packets will not be considered
  • Evidence of minimum qualifications must be established in the online application form.
  • It is important to confirm that your required documents have been uploaded correctly before final submission of your application packet. Applicants may receive a confirmation number prior to all documents being uploaded to application packet if submitted during the conversion phase. Packets received with documents that failed to convert will be screened out as incomplete.

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Position Information

Position Information

Job Title: Administrative Assistant (Instruction)
Position Number: 02171
Posting Date 08/23/2017
Closing Date
Initial Screening Date 09/06/2017
Open Until Filled Yes
Position Type: Classified
Rate:
Work Week 40 hrs per week, 12 month position
Minimum Salary: $4,283.06 per month
Maximum Salary: $6,051.84 per month (maximum entry $4,283.06)
Benefits:

Our competitive benefits package includes medical, dental, and vision insurance; life insurance coverage; long-term disability insurance, and an employee assistance program (EAP).

In addition, employees have the option to purchase:
•Flex 125
•AFLAC Policy
•Supplemental voluntary life insurance
•403b Tax Shelter Annuity

All coverages begin on the first day of the month following the hire date. Employees are covered under the California Public Employees Retirement System (CalPERS) and are vested 100% after five years of full time service.

College/Site: Bakersfield College
Location BC-Main Campus
Basic Function

Under the direction of an assigned supervisor, provide administrative support and assistance to an assigned program; perform a wide variety of special projects; participate in budget preparation and administration.

REPRESENTATIVE DUTIES:

Provide administrative support and assistance to an assigned program; evaluate office activities; recommend improvements and modifications; assist in the implementation of goal and objectives; preview and evaluate work products, methods and procedures.

Answer telephone and screen callers; respond to inquiries and requests for information concerning regulations, procedures, systems and precedents; receive and route mail.

Participate in budget preparation and administration; prepare cost estimates for budget recommendations; submit justifications for budget items; monitor and control expenditures and budget accounts.

Respond to budget inquiries from staff; type and process requisitions and purchase orders; prepare budget summaries utilizing a computer and assigned software.

Maintain calendar of program or office activities, meetings and events; coordinate activities with other departments, offices, students, the public and outside agencies; process travel requests.

Organize and maintain complex and confidential filing systems; operate a variety of office equipment including a computer; input and retrieve data and text; organize and maintain disk storage and files.

Independently compose and edit correspondence related to assigned activities; maintain a variety of manuals, codes, handbooks and directories; prepare or direct the preparation of a variety of annual, quarterly or administrative reports.

Research, compile, analyze and summarize data for special projects, programs and comprehensive reports; develop and coordinate or perform the implementation of special projects and programs.

Coordinate and participate in a variety of meetings and conferences within assigned area; take and transcribe minutes; disseminate information; coordinate projects and implement procedural changes; follow-up on action items.

Process personnel actions for new hires; participate in the recruitment of faculty; evaluate compliance with faculty services areas and verify equivalencies; monitor faculty load; coordinate and maintain job evaluation schedules for staff.

Maintain levels of office supplies; order supplies as necessary; receive, verify and distribute supply deliveries.

Perform related duties as assigned.

Education and Experience

Any combination equivalent to: Associate degree and four years of increasingly responsible secretarial experience.

Note: Degrees and credits must be from accredited institutions (Title V Section 53406). Any degree from a country other than the United States, including Canada and Great Britain, must be evaluated by an evaluation service.

Note: The screening of candidates will be conducted by a screening committee. The screening committee reserves the right to limit the number of interviews granted. Meeting the minimum qualifications for a position does not assure the applicant of an interview.

Knowledge and Abilities KNOWLEDGE OF:
  • Modern office practices, procedures and equipment.
  • Principles and procedures of financial record-keeping, bookkeeping an audit procedures.
  • Basic principles and practices of fiscal, statistical and administrative research and report preparation.
  • Policies and objectives of assigned program activities.
  • Budgeting practices regarding monitoring and control.
  • Operating of computer equipment and specified software such as word processing and spreadsheets.
  • Correct English usage, grammar, spelling, punctuation and vocabulary.
  • Interpersonal skills using tact, patience and courtesy.
  • Oral and written communication skills.
  • Record-keeping techniques.
  • Public relations techniques.
ABILITY TO:
  • Read, interpret, apply and explain rules, regulations, policies and procedures.
  • Maintain current knowledge of program rules, regulations, requirements and restrictions.
  • Research, compile, analyze, interpret and prepare a variety of fiscal, statistical and administrative reports.
  • Participate in budget preparation and administration.
  • Compose correspondence and written materials independently.
  • Answer telephones and greet the public courteously.
  • Maintain files and records.
  • Communicate effectively both orally and in writing.
  • Establish and maintain cooperative effective working relationships with others.
  • Operate a computer and specified software such as word processing and spreadsheets.
  • Complete work with many interruptions.
  • Work independently with little direction.
  • Plan and organize work.
  • Work confidentially with discretion.
Salary Grade 44.5
Special Instructions to Applicants

First Review of Applications:
Complete application packets will be accepted until the position is filled; but those received by 5:00 p.m. (Pacific Standard Time) on September 6, 2017 are assured consideration. The College reserves the right to extend time limits or reinitiate the recruitment/selection process at any point.
Completed application packet must include:
• Completed Online Application for Employment form
• Current resume
• Letter of interest (Cover Letter)
• Copy of legible transcripts, if applicable
• List of six (6) professional references – Listed on application form
Applicants who require reasonable accommodation to participate in the selection process should contact Human Resources to make the necessary arrangements.
Recruitment Status (tentative):
• Application Screening: TBD
• Interviews: TBD
The District does not provide sponsorship for authorization to work in the United States. Work authorization should be established at the time of application submission.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you learn about the position?
    • Newspaper
    • Internet
    • Employee
    • Walk-in
    • Chronicle for Higher Education
    • Employment Agency
    • KCCD Employee
    • Other
  2. * The District does not provide sponsorship for authorization to work in the United States. Work authorization should be established at the time of application submission.
    • I understand the above statement.

Optional & Required Documents

Required Documents
  1. Resume/CV
  2. Cover Letter
Optional Documents
  1. Transcripts
  2. Other Document