Job Description

Job Title:Limited-Term Administrative Assistant
Req:C2024-048
Location:Compton College
DivisionBusiness Services
Position Type:Classified Staff
Salary Min/Max:$3138.30 - $4415.95 per mo.
Posting Close Date:05/07/2024

 

DEFINITION

Under general supervision, performs a wide variety of administrative and office support duties for an assigned department and/or program, requiring full knowledge of its policies, procedures, and operational details; provides administrative support to management and departmental staff; composes and prepares correspondence and performs data entry duties; provides information to the public and staff; provides assistance for a wide variety of assignments related to administration of departmental projects and programs; and performs related work as required.

 

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from assigned supervisory or managerial staff. Exercises no supervision of staff.

 

CLASS CHARACTERISTICS

This is the journey-level class in the office support and administrative assistant series. Incumbents at this level are capable of performing varied administrative and office support duties, including providing assistance to the public and staff regarding department-related projects and programs. Day-to-day responsibilities may differ, depending upon the department/division/program to which assigned. However, the overall complexity of the work is comparable. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. This class is distinguished from the Senior Administrative Assistant in that the latter provides complex administrative support to an assigned department head and/or management staff, oversees the workflow of the office, and serves as custodian of records for assigned boards, commissions, or committees

 

EXAMPLES OF ESSENTIAL JOB FUNCTIONS (Illustrative Only)

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job

Performs a wide variety of routine to complex administrative and clerical duties to support departmental, divisional, or programmatic operations, including filing, preparing records and monthly reports, data entry, and ordering and maintaining office and related supplies.

Screens calls, visitors, and mail; assists in interpreting and applying regulations, policies, procedures, systems, and rules in response to complaints and requests for information from the public; directs callers to appropriate District staff; assists and/or directs the public to appropriate locations/staff; represents the District to all callers and visitors in a professional and customer friendly manner.

Organizes and carries out administrative assignments; researches, compiles, and organizes data and information from various sources on a variety of specialized topics related to assigned programs.

Gathers, assembles, updates, and distributes a variety of department specific information, forms records, and data as requested, prepares and maintains a variety of databases and reports.

Organizes and maintains various administrative, reference, imaging, and follow-up files in accordance with the records retention policy.

Checks and tabulates standard mathematical or statistical data; may summarize such information and prepare periodic reports.

Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.

Types, originates, formats, proofreads, and distributes a wide variety of reports, correspondence, and memoranda, including documents associated with departmental projects; types from rough drafts and/or verbal instructions; checks drafts for punctuation, spelling, and grammar; makes or suggests corrections to drafts.

Maintains calendars of activities, meetings, and various events; arranges meetings and makes appointments.

Receives, codes, logs, schedules, and distributes service requests, work orders, facility or room reservations, and class registrations.

Prepares and maintains various confidential department and/or student files and records; monitors and tracks attendance and usage of assigned functional area and prepares reports for management.

Receives, opens, time stamps, sorts, and distributes incoming and interdepartmental mail; prepares and distributes outgoing mail.

Makes copies; collates materials; files copies of letters, memoranda, reports, and other materials in department and/or central files.

Coordinates travel arrangements and accommodations for personnel; submits all related paperwork.

Coordinates special projects as assigned.

Operates standard office equipment, including job-related computer hardware and software applications, facsimile equipment, and multi-line telephones; may operate other assignment-specific equipment; may perform basic maintenance and troubleshooting on assigned equipment.

Maintains accurate records of work performed.

May participate and assist in the administration of the assigned office; may organize and coordinate activities associated with the office; may recommend organizational or procedural changes affecting support activities.

May coordinate community outreach and event details, under the direction of assigned management staff.

 

QUALIFICATIONS

KNOWLEDGE OF:

Modern office administrative and office support practices and procedures, including the use of standard office equipment.

Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.

Business letter writing and the standard format for reports and correspondence.

Principles and practices of data collection and report preparation.

Computer applications related to the work, including word processing, database, and spreadsheet applications.

Basic maintenance and operation of computer and multi-media equipment related to the area of assignment.

Business mathematics and basic statistical techniques.

Record keeping principles and procedures.

English usage, spelling, vocabulary, grammar, and punctuation.

Techniques for providing a high level of customer service by effectively dealing with the public, vendors, students, and District staff, including individuals of various ages, various socio-economic and ethnic groups.

 

ABILITY TO:

Perform responsible administrative and office support work with accuracy and speed under minimal supervision.

Provide varied and responsible office administrative work requiring the use of tact and discretion.

Understand the organization and operation of the District, the assigned department/program, and outside agencies as necessary to assume assigned responsibilities.

Interpret, apply, and explain administrative and departmental policies and procedures.

Respond to and effectively prioritize multiple phone calls and other requests for service.

Compose correspondence and reports independently or from brief instructions.

Make accurate mathematical, financial, and statistical computations.

Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.

Establish and maintain a variety of filing, record-keeping, and tracking systems.

Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.

Operate modern office equipment including computer equipment and specialized software applications programs.

Use English effectively to communicate in person, over the telephone, and in writing.

Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations.

Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.

 

 

Required Qualifications:

Education and Experience:

 

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Equivalent to the completion of the twelfth (12^th) grade and four (4) years of responsible administrative support experience involving a high level of public contact and customer service. Additional college- level coursework and/or technical training in office administrative support is highly desirable.

 

Have sensitivity to and understanding of multi-cultural, diverse environments and college students from diverse academic, socioeconomic, cultural, and ethnic backgrounds.

 

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a

computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in

work areas and walking between work areas may be required. Finger dexterity is needed to access, enter,

and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

 

ENVIRONMENTAL ELEMENTS

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or

public and private representatives in interpreting and enforcing departmental policies and procedures.

 

WORKING CONDITIONS

May be required to be on-call and to work various shifts or emergencies on evenings, weekends, and holidays.

 

PRE-EMPLOYMENT REQUIREMENTS/CLEARANCES

Criminal Justice Fingerprints.

Tuberculosis screening.

District pre-placement drug testing at District expense.

 

WHAT WE OFFER

• 100% employee medical premium coverage and a contribution toward dependent coverage

• Voluntary (Medical/Dependent Day Care) Flexible Spending Account

• $50,000 life insurance benefit

• Deferred Compensation Program (403(b)/457 plans)

• Retirement Pension Plan (CalSTRS/CalPERS)

• Abundant Professional Growth & Development Opportunities

• 22 paid holidays + Paid vacation

• Cumulative sick leave

• Hybrid Work Schedule: 4 days in office/1 day remote (may vary by Department/Position)

• Summer schedule (exceptions apply)

• Receive Longevity Pay for years of continuous service:

• Employee Assistance Program

• Environment that fosters diversity and inclusion

• Progressive and innovative culture

 

APPLICATION PROCEDURE:

Applicants must submit the following documents by the closing date:

1. Online application: Compton Community College District - Administration - Human Resources

2. Cover letter. ^{(Letter of introduction highlighting your education and experience.)}

3. Resume.

4. Pertinent transcripts (only in pdf format) as stated in the job qualifications. (Unofficial computer- generated academic records/transcripts must include the name of the institution and degrees awarded to be acceptable.) Multiple page transcripts must be loaded as ONE pdf document.

 

Foreign Transcripts: Transcripts issued outside the United States of America require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. For information on transcript evaluation services, please visit: http://www.ctc.ca.gov/credentials/leaflets/cl635.pdf.

 

*Please Note: Documents uploaded for a previous position cannot be reused for other positions. You must submit the required documents for each position you apply for by the closing date. Failure to do so will result in an incomplete application. Applications with an incomplete status will not receive consideration. You may check the status of your application online.

ALL APPLICATIONS MATERIALS MUST BE SUBMITTED ONLINE AT:

Compton Community College District - Administration - Human Resources

 

ICT AND INSTRUCTIONAL MATERIALS ACCESSIBILITY STANDARD STATEMENT:

CCCD is committed to ensuring equal access to instructional materials and information and Communications technology (ICT) for all, particularly for individuals with disabilities, in a timely manner. In accordance with California Government Code 7405, Government Code §11135, Government Code §11546.7, and best practices, CCCD will comply with the accessibility requirements of Section 508 of the Federal Rehabilitation Act of 1973.

 

REASONABLE ACCOMMODATIONS:

Any individual with a disability, who requires reasonable accommodation, may request assistance by contacting the Human Resources Office at (310) 900-1600 extension 2400, or completing form PC1105, a minimum of five (5) working days prior to closing date for this position.

 

SELECTION PROCEDURE

Applications will be screened to determine which applicants meet the minimum qualifications as stated in the job announcement.

Applicants who meet the basic qualifications and who are also deemed to possess the highest degree of desirable qualifications will be invited to the college at their own expense. During the campus visit, each applicant will be tested and/or interviewed.

The Human Resources Office will rate responses to the questions or interview questions.

Based upon this rating, a small number will be invited to the campus a second time for an interview.

 

EMPLOYMENT INFORMATION:

To be considered in the initial committee review, all materials requested in this vacancy notice must be received no later than the filing deadline. Applicants wishing to apply for more than one position must submit separate materials for each position. The District does not return materials submitted an application for a position. SUBMISSION OF THESE MATERIALS IS THE APPLICANT'S RESPONSIBILITY.

 

During the interview, consideration will be given to factors in addition to education and experience, including but not limited to professional development, ability to work with others, and commitment to meet student needs.

 

The District reserves the right to contact the current or most recent employer and to investigate past employment records of applicants selected for interview.

 

Applicants who are eliminated from consideration will be notified by letter or email. Candidates should not expect official notification of the status of their candidacy until the Special Trustee has acted upon the District's recommendation for employment.

The District reserves the right to extend the deadline, re-advertise the position, or to delay indefinitely filling this position if it is deemed that applicants for the position do not constitute an adequate applicant pool. Staffing of this position is contingent upon the availability of funding.

 

ABOUT THE DISTRICT

Compton College (originally Compton Junior College) is a public community college offering a full complement of transfer and degree courses, as well as career and technical education. Enrolled students may earn an associate degree or certificate, transfer to a four-year university or train for a career.

 

Compton College is part of the Compton Community College District, which encompasses an area of about 29 square miles, making educational services available to nearly 300,000 residents of Compton, Lynwood, Paramount and Willowbrook, as well as portions of Athens, Bellflower, Carson, Downey, Dominguez, Lakewood, Long Beach and South Gate. About 290 full- and part-time faculty teach more than 40 degree programs and 20 certificate programs.

 

HISTORY OF COMPTON COLLEGE

The Compton Community College District (CCCD) was established in 1927 as a component of the Compton Union High School District. In 1950, voters approved a bond issue separating the college from the high school district. Construction of the new college campus was completed on the present site. Classes began on the new campus in fall 1956.

 

In August 2006, the El Camino Community College District Board of Trustees approved a Memorandum of Understanding to provide educational and related support services to Compton Community College District residents.

 

On June 7, 2017, the Accrediting Commission for Community and Junior Colleges (ACCJC) granted initial accreditation status to Compton College. The action established Compton College as an accredited college within the El Camino Community College District.

 

Compton College was officially named the 114th California Community College through unanimous vote by the Board of Governors in July 2017. On August 29, 2018, California Community Colleges Chancellor Eloy Oakley issued Executive Order 2018-01 declaring Compton College will operate as an independent college under the authority of the Compton Community College District (CCCD) Board of Trustees effective June 7, 2019.

 

MISSION STATEMENT:

Compton College is a welcoming and inclusive community where diverse students are supported to pursue and attain student success. Compton College provides solutions to challenges, utilizes the latest techniques for preparing the workforce and provides clear pathways for completion of programs of study, transition to a university, and securing living-wage employment

 

THE COMPTON COMMUNITY COLLEGE DISTRICT IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER.

Compton Community College District is an Equal Opportunity/Affirmative Action employer and does not discriminate in employment on the basis of sex, sexual orientation, race, color, religious creed, marital status, denial of Family & Medical Care Leave, national origin (including language limitations), ancestry, medical condition (cancer/genetic characteristics), age (40 and above), disability (mental and physical) including HIV and AIDS, denial of pregnancy disability leave or reasonable accommodation, or other protected classes, or obligations to the National Guard or Reserve Forces of the United States. For specific details on this policy, please contact Jennifer Burchett, EEO Compliance Officer, at (310) 900-1600, extension 2400.

 

EMAIL COMMUNICATION

Communication regarding your application and/or status will be sent to the email address listed on your application. Please check your email regularly throughout the recruitment process as you will

not receive communications by any other method.

 

 

IMPORTANT NOTICE

To be included in the initial screening, application materials must be received no later than 3:00 p.m. on the closing date.

 

 

The Compton Community College District is committed to providing an educational and employment environment in which no person is subjected to discrimination on the basis of actual or perceived race, color, ancestry, national origin, religion, creed, age (over 40), disability (mental or physical), sex, gender (including pregnancy and childbirth), sexual orientation, gender identity, gender expression, medical condition, genetic information, marital status, military and veteran status, or retaliation; or on any other basis as required by state and federal law.

 

 

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