What are the responsibilities and job description for the Administrative Assistant I *Categorically Funded Position position at Santa Barbara City College?
Basic Functions
Under the direction of an assigned supervisor, perform a variety of clerical and secretarial duties to relieve the supervisor of administrative and clerical detail; coordinate flow of communications, correspondence and information in support of assigned functions and activities; prepare and maintain a variety of manual and automated records and reports.
DISTINGUISHING CHARACTERISTICS:
The Administrative Assistant I classification provides primary support to a supervisor, manager, department chair or director of a small department. Incumbents relieve the assigned supervisor of administrative and clerical detail. The Administrative Assistant II classification performs varied and highly skilled administrative assistant duties requiring thorough understanding of a program, department or functional area. Incumbents provide primary secretarial support to a dean, assistant dean or director of a major College-wide function. The Administrative Assistant III classification provides primary and complex secretarial support to a vice president. Incumbents require thorough knowledge of division organization, operations, policies and procedures.
Representative Duties
ESSENTIAL DUTIES:
Perform a variety of clerical and secretarial duties to relieve the supervisor of administrative and clerical detail; assure smooth and efficient office operations, and proper and timely completion of projects and activities; coordinate flow of communications and information in support of assigned functions and activities.
Serve as the primary secretary to the assigned supervisor; provide public relations and communication services; receive, screen and route telephone calls; take, retrieve and relay messages as needed; schedule and arrange appointments, conferences, meetings and other events.
Receive visitors, including administrators, staff, students and the public; provide assistance or direct to appropriate staff; respond to inquiries and provide information and assistance related to program or department operations, activities, standards, requirements, time lines, policies and procedures.
Compose, independently or from oral instructions, note or rough draft, a variety of materials such as inter-office communications, forms, letters, instructional materials, memoranda, certificates, surveys, announcements, bulletins, agenda items, lists, labels, fliers, notices and other materials.
Compile information and prepare and maintain a variety of records, logs and reports related to programs, projects, students, financial activity, budgets and assigned duties; establish and maintain filing systems; review, revise and proofread a variety of documents and information.
Input a variety of data into an assigned computer system; establish and maintain automated records and files; initiate queries and generate various computerized lists and reports as requested; assure accuracy of input and output data; update and maintain website information as assigned.
Research, compile and verify a variety of data and information; compute statistical information for various reports as necessary; process a variety of forms, applications and paperwork; duplicate, assemble, distribute, collect and verify accuracy and completeness of various documents.
Coordinate and attend a variety of meetings as assigned; compile and prepare agenda items and other required information and materials for meetings and other events; take, transcribe and distribute minutes as directed.
Perform a variety of clerical accounting duties in support of assigned activities as required; monitor funds for income and expenditures; calculate, prepare and revise accounting and budgetary data; balance and reconcile assigned accounts and budgets as required.
Communicate with personnel, various outside agencies, students and the public to exchange information and resolve issues or concerns; communicate in a designated second language as assigned by the position.
Operate a variety of office equipment including a calculator, copier, fax machine, typewriter, computer and assigned software; perform minor maintenance and repairs on equipment as directed; arrange for equipment maintenance and repairs as needed.
Receive, sort and distribute mail as required; prepare and distribute informational materials and bulk mailings; contact others to request documents as needed.
Maintain appointment and activity schedules and calendars; reserve facilities for meetings and other events as needed.
Monitor inventory levels of office and designated supplies; order, receive and maintain appropriate levels of inventory; prepare purchase orders and requisitions and arrange for payments as required.
Process reimbursement claims as assigned; collect, deposit and account for various monies and fees as required.
Train and provide work direction and guidance to student workers as assigned.
OTHER DUTIES:
Perform related duties as assigned.
Education and Experience
EDUCATION AND EXPERIENCE:
Any combination equivalent to: graduation from high school and three years of clerical or secretarial experience involving frequent public contact
Understanding of and sensitivity to meeting the needs of the diverse academic, socioeconomic, cultural, disability and ethnic background of the student, community, and employee population.
LICENSES AND OTHER REQUIREMENTS:
Some incumbents in this classification may be required to read, write and speak English and a designated second language.
PREFERRED QUALIFICATIONS:
- Excellent organizational skills with the ability to prioritize tasks, manage calendars, coordinate meetings, and handle correspondence.
- Experience working for and interacting with executive-level administrators in educational institutions or other equivalent experiences in public and/or private sectors.
- Ability to handle sensitive information with discretion.
- Strong organizational skills within a digital office and utilizing Google applications.
- Experience composing high-quality, clear communications, fliers, instructional materials, manuals, and surveys—with strong attention to data accuracy.
Monday - Friday: 8:00am - 4:30pm
Hours may vary, 12 months per year, plus fringe benefits; 6 month probation period. All work schedules and work assignments are subject to change based on the needs of the College.
SALARY INFORMATION:
The current salary schedule range for the Administrative Assistant I position is Salary Table 29 Range 26, $60,107-$67,991. Nine step salary range continues to a maximum of $73,226. * This is a categorical position subject to continued funding.*
Knowledge and Abilities
KNOWLEDGE OF:
Modern office practices, procedures and equipment.
Policies and objectives of assigned programs and activities.
General terminology, practices and procedures of the assigned office.
Record-keeping and filing techniques.
Business letter and report writing, editing and proofreading.
Telephone techniques and etiquette.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Principles and practices of data processing.
Interpersonal skills using tact, patience and courtesy.
Operation of a computer and assigned software.
Oral and written communication skills.
Methods of collecting and organizing data and information.
Mathematic calculations.
ABILITY TO:
Perform a variety of clerical and secretarial duties to relieve the supervisor of administrative and clerical detail.
Coordinate flow of communications, correspondence and information.
Assure smooth and efficient office operations.
Compose correspondence and written materials independently or from oral instructions. Perform a variety of clerical accounting duties in support of assigned activities.
Type or input data at an acceptable rate of speed.
Answer telephones and greet the public courteously.
Communicate in a designated second language as assigned by the position.
Complete work with many interruptions.
Compile and verify data and prepare reports.
Maintain a variety of records, logs and files.
Utilize a computer to input data, maintain automated records and generate computerized reports.
Establish and maintain cooperative and effective working relationships with others.
Meet schedules and time lines.
Work independently with little direction.
Communicate effectively both orally and in writing.
Add, subtract, multiply and divide with speed and accuracy.
WORKING CONDITIONS:
ENVIRONMENT:
Office environment.
Constant interruptions.
PHYSICAL DEMANDS:
Dexterity of hands and fingers to operate a computer keyboard.
Hearing and speaking to exchange information in person and on the telephone.
Sitting or standing for extended periods of time.
Seeing to read a variety of materials.
Bending at the waist, kneeling or crouching to file materials.
Reaching overhead, above the shoulders and horizontally.
GENERAL REQUIREMENTS (Upon Offer of Employment):
- The selected candidate must be fingerprinted and tested for tuberculosis prior to the start of employment.
- The Immigration Reform and Control Act of 1986 requires verification of identity and the right to work in the United States.
- Selected candidates must be able to perform essential functions of the position with or without reasonable accommodations.
- Proof of college coursework or degrees indicated will be required of selected candidates.
- All offers of employment are subject to approval by the Board of Trustees.
APPLICATION PROCESS
REQUIRED APPLICATION DOCUMENTS:
(The following required documents must be submitted electronically via the online application system.)
- Online District Application form at https://www.schooljobs.com/careers/sbcc
- Within the online application is a required supplemental question on diversity. The committee will be reviewing your answer as part of the screening process. Please take your time and answer the question thoroughly.
- Letters of reference are not required for this recruitment. Please do not submit reference letters within your online application.
- Within the online application, there is a required section to list five references. These references will be contacted if you are selected as a finalist for the position. These references should be able to critically assess your work qualifications and job performance
Additional Instructions:
If you experience technical difficulties attaching any of your documents electronically, please contact Human Resources for instructions. If you do not have a scanner, there are commercial facilities available to assist you with this process. All required documents must be submitted with your electronic application by the application deadline or your application will be considered incomplete and will not be considered.
Application Procedure:
To be considered for this position, a complete online application including all required application documents (listed above) must be submitted via https://www.schooljobs.com/careers/sbccby the application deadline (please see instructions to applicants). It is important that the online District Application form (Item #1) be complete and specific to fully indicate the education, experience and other qualifications of the applicant. "See Resume" is not acceptable.
If you apply for more than one position, copies of all the required documents must be attached separately for each position. Applications and all documents submitted become the property of SBCC and are retained electronically.
Accommodation for Applicants with Disabilities:
If you are selected for an interview and need special services or facilities to participate in the interview, please contact Human Resources. Reasonable accommodation will be provided for applicants with disabilities who self-disclose.
Selection Procedure:
SBCC is an equal opportunity employer committed to nondiscrimination on the basis of national origin, religion, age, gender, gender identity, gender expression, race, ethnicity, color, medical condition, genetic information, ancestry, sexual orientation, marital status, physical or mental disability, pregnancy, military and veteran status, or because he/she is perceived to have one or more of the foregoing characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics, consistent with applicable federal and state laws. Reasonable accommodation will be provided for applicants with disabilities who self-disclose.
- EQUAL OPPORTUNITY - TITLE IX EMPLOYER
- The District offers a cafeteria style plan in which employees are given a district allowance and may choose from a number of medical and dental plans. Life and income protection insurances are also available.
- Vacation days (based on assigned hours) are earned and accumulated on a monthly basis.
- Sick leave is earned at the rate of one day (based on the number of assigned hours) per month, and is accumulative from year to year.
- Credit Union: The Santa Barbara Teachers Federal Credit Union offers a variety of services.
- Retirement: Employees, who work 20 or more hours per week, are covered by the Public Employees Retirement System (PERS), Social Security, and Medicare.
- Coastal Housing Partnership: home buying educational seminars, mortgage refinance benefits, and rental assistance programs available to full-time staff and faculty.
- Employee Assistance Program: provides confidential counseling and referral services for job-related or personal problems to employees, dependents and household members.
- Degree differential for employees who have degrees above required minimum qualifications (upon receipt of official transcripts).
- Bilingual differential (English/Spanish)
- Holidays: 17 holidays per year.
Salary : $60,107 - $67,991
