Job Summary
- Company
- Ventura County Community College District
- Location
- Ventura, CA 93003
- Industries
- Education
- Job Type
- Full Time
- Employee
- Years of Experience
- 2+ to 5 Years
- Education Level
- Bachelor's Degree
- Career Level
- Experienced (Non-Manager)
- Salary
- 5,048.00 - 6,961.00 USD /month
- Job Reference Code
- 0601053
Executive Assistant to the Chancellor
About the Job
VENTURA COUNTY COMMUNITY COLLEGE DISTRICT
Executive Assistant to the Chancellor
Brief Description:
Under the direction of the Chancellor, performs a full range of sensitive, highly responsible, and confidential office administrative, secretarial, and technical support functions of both a general or specialized nature in support of the Chancellor's Office.
Posting Number
0601053
Position:
Full Time
Percent Position:
100%
Months
12
Job Category
Classified
Job Duties:
Serve as liaison between the Chancellor's Office and faculty, staff, administrators, students and the general public; provide general and specialized information and assistance that may require the use of judgment, tact, and sensitivity and the interpretation of policies, rules, and procedures as appropriate; explain programs, policies, and activities as appropriate; receive and screen office visitors and telephone callers; coordinate communication and activities with other District departments and personnel, members of the Board, students, educational institutions, vendors other outside organizations and the public. E
Relieve the Chancellor of technical as well as general administrative work relative to investigating and answering complaints and providing assistance in resolving operational and administrative problems; refer callers and complaints to most suitable staff as appropriate. E
Collect, compile, and analyze information in support of general functions from various sources on a variety of specialized topics; compile, prepare, enter, and maintain data from various sources in a database or network system; participate in the composition and preparation of reports that present and interpret data, and provide recommendations. E
Assist the Chancellor in Board administration by completing a variety of administrative support functions which include:
*Coordinating the agenda preparation process for Board meetings and committee meetings within appropriate deadlines. E
*Assisting in the development of Board and committee agendas. E
*Attending Board and committee meetings and taking minutes using designated software. E
*Preparing weekly information packets to be sent to Board members. E
*Making travel arrangements for Board members and processing related expense reports. E
*Coordinating all aspects of Board meetings which include the arrangements required for facilities, equipment, and services. E
*Communicating board agenda concerns to appropriate staff and coordinating responses for meeting preparation. E
Attend meetings on behalf of the Chancellor. E
Plan and organize work activities; develop and implement improvements in work flow, procedures, and use of equipment and forms; develop and revise office forms and report formats as required. E
Compose, format, edit, type, proofread, duplicate and distribute correspondence, notices, lists, forms, memoranda, calendars, reports, manuals, presentations, brochures, and other materials using appropriate software. E
Maintain current financial and budget information; monitor budget expenditures; prepare, review and issue check requests as required. E
Take and transcribe dictation, including confidential material and minutes for the Board of Trustees. E
Open, route and sort mail; identify matters that may be resolved independently and refer other matters to the administrator in order of priority. E
Establish and maintain complex, interrelated filing systems including confidential files; ensure the integrity, accuracy, and confidentiality of records and information regarding Board, District, personnel, student, and controversial matters. E
Provide work direction to administrative support staff in District Administrative Center offices to ensure administrative support for the Chancellor's office. E
Assign, train, and provide work direction and guidance to support staff in the Chancellor's office as assigned. E
Perform related duties as assigned.
E = essential duties
Minimum Qualifications
Any combination equivalent to:
Education: A bachelor's degree from a recognized college or university. Additional qualifying experience providing administrative support to a manager or executive may be substituted for two years of the required college or university-level education on a year-for-year basis.
Experience: Four years of experience in an executive-level secretarial or administrative support position with responsibility for providing direct support to an executive-level administrator.
Preferred Qualifications:
Experience working in a public sector organization with responsibility for planning and coordinating public meetings (e.g., board or commission meetings) for appointed or elected officials is preferred.
Knowledge Of:
Functions of the District including the role of an elected Board
Objectives, priorities, and goals of the Chancellor
Rules and procedures governing the notice and conduct of public meetings
Organization, operation, and services of the District and related outside agencies
Work organization and office management principles and practices
Office procedures, methods, and equipment including computers
Computer applications such as word processing, spreadsheet, database, presentation, and publishing software
Principles and practices of fiscal, statistical, and administrative research and report preparation
Sound business communication techniques
Principles of business letter writing and report preparation
Processes, procedures, and practices of budget preparation and administration
Principles, practices, and procedures of effective record and file management
Methods and techniques of proper phone etiquette
Mathematical principles
English usage, spelling, grammar, and punctuation
Customer service and public relations methods and techniques
Applicable sections of State Education Code, Government Code, and other applicable State and federal laws
Ability To:
Understand, interpret, and apply general and specific administrative and departmental policies and procedures
Interpret and apply applicable federal and state laws, codes, and regulations
Type/keyboard at 60 net words per minute from clear copy
Take dictation at a speed necessary for successful job performance
Establish and maintain effective working relationships with others
Provide work direction to assigned staff
Comprehend and participate in research; including the compilation, analysis, and interpretation of data
Independently prepare clear and concise correspondence, memoranda, records, and reports
Analyze problems and choose effective and appropriate courses of action
Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, press, or other agencies on sensitive issues
Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person
Operate office equipment including computers and supporting word processing, spreadsheet, presentation, publication, and database applications
Make arrangements for meetings and conferences
Exercise sound independent judgment within areas of responsibility
Plan and organize work to meet deadlines, needs, and rapidly changing priorities of elected officials and the Chancellor
Maintain confidentiality of information
Physical Abilities
Prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting and stooping in the performance of daily activities
Dexterity of hands and fingers to operate computers and other office equipment
Reaching to maintain files
Hearing and speaking to communicate and provide information to others
Lifting moderately heavy objects
Work Week/Hours
The incumbent in the position will typically work Monday-Friday, 8:00 a.m. to 5:00 p.m. Schedule Hours may vary as needed.
Closing Date
11-22-2009
Required Applicant Documents:
Documents not to exceed 2mb maximum
Transcripts and/or Supplemental course list
Required Selection Process: PRELIMINARY SCREENING OF APPLICATIONS & SUPPLEMENTAL QUESTIONNAIRE
In completing the application and the supplemental questionnaire, outline in detail your education, training, (such as classes, seminars, workshops) and experience. Be sure to answer every component of each supplemental question as your responses will be scored and serve as your first test score. Your application materials and responses to the supplemental questions will be screened by a committee of subject matter experts who will recommend candidates for participation in the second phase of testing. Successive phases of testing will be limited to candidates who obtain successful scores on the preceding exam component(s).
ELIGIBILITY LIST
This position is exempt from the provisions of Cal Ed Code section 88091 (a), and an appointment will be made from an unranked eligibility list. This eligibility list will be used to fill the current vacancy and any future vacancies for up to six months after the establishment of the list.
APPOINTMENTS
The candidate selected will be approved by the Chancellor.
ACCOMMODATIONS
Individuals with disabilities requiring reasonable accommodation in the selection process must inform the Ventura County Community College District Human Resources Department in writing no later than the filing date stated on the announcement. Those applicants needing such accommodations should document this request including an explanation as to the type and extent of accommodation needed to participate in the selection process.
Salary Range:
$5,048 - $6,961/month
Special Instructions to Applicants
EXAMINATION AND SELECTION PROCESS:
This is examination open to the public and current district employees seeking a promotional opportunity.
The examination will consist of the following components:
A) Evaluation of Training and Experience (qualifying)
B) Keyboarding exam (qualifying @ 60 net words per minute)
C) Performance exam (qualifying) consisting of the following:
Writing project
In-basket exercise
Written test
MS Word 2007
D)Technical Interview (qualifying)
Applicants will be notified of all testing dates via email. A valid photo identification must be presented to gain entrance to the examination.
An original typing/keyboarding certificate issued within the past year will be accepted and must be submitted at the time of filing the application. Applicants who have previously tested for this classification within the past six months should indicate such at time of filing.
For your application to be considered, the following items are required.
*Applicants must meet minimum qualifications stated by the filing deadline to move forward to the testing process.
* The supplemental questions must be completed in full. Failure to answer the questions as required will result in disqualification.
* Copies of transcripts must be attached to the electronic application. Official transcripts must be presented to Human Resources prior to beginning employment.
Supplemental Questions:
The following questions will be asked of all applicants.
Describe your experience providing direct support to an executive or administrator. In your response be sure to include the following: a.) the organization(s) in which you gained this experience, b.) the title of the administrator(s) you supported, c.) the length of time you served in each position, and d.) a general description of your responsibilities. (NOTE: Your response is limited to 1200 characters.)
Describe your experience planning and coordinating public meetings, e.g., board or commission meetings. In your response, please include the following information: a.) a description of the meetings you planned and coordinated, and the length of time during which you were assigned this responsibility, b.) the number of individuals serving on the board or commission for which the meetings were held and whether the individuals served in an elected or appointed capacity, c.) a description of the specific duties you performed, and d.) whether you were required to compose agendas and minutes for such meetings. (NOTE: Your response is limited to 1200 characters.)
Starting Salary:
New employees may request salary placement above step one based on directly related experience which exceeds the minimum qualifications for the classification. Advanced salary placement must be requested at the time of offer and is subject to verification of qualifying experience and applicable collective bargaining agreements and/or Personnel Commission rules.
To apply and see a full job description, please visit our website at: http://jobs.vcccd.edu
EOE
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Contact Information
Ventura County Community College District
Phone:
999-999-9999
