Administrative Assistant

Job Type: Classified

Job Number: 2019-01333

Location: Districtwide (Ventura County CA), CA

Department: Districtwide

Closing: 6/27/2019 11:59 PM Pacific

This recruitment is being conducted to establish a list of eligible candidates that will be used to fill district-wide, current and upcoming, bilingual and non-bilingual, temporary and regular vacancies for the duration of the list, not to exceed one year.

Under the general supervision of an assigned supervisor, perform a wide variety of administrative support and clerical duties to relieve an administrator of a variety of administrative details.

Serve as liaison between assigned office and the general public, staff, and outside groups and agencies; provide general and specialized information and assistance that requires the use of judgment, tact, and sensitivity and the interpretation of policies, rules, and procedures as appropriate; refer callers and/or complaints to appropriate staff for assistance as needed and/or takes or recommends actions to resolve the complaint. E

Coordinate committee and staff meetings; take, transcribe, and distribute meeting minutes; prepare and assemble agenda materials. E

Collect and compile statistical and financial data and other information for inclusion into special and periodic reports; prepare routine administrative reports. E

Compose a variety of documents and forms including reports, correspondence, memoranda, meeting agendas, legal documents, and other specialized materials from rough draft, dictation, modified standard formats, and brief verbal instructions. E

Develop and revise charts, graphs, flowcharts, worksheets, booklets, reports, informational materials, and forms using word processing software; post documents and information as appropriate. E

Manage the calendar of an administrator; keep the administrator informed of appointments, priorities, and deadlines through multiple channels and in a timely and efficient manner. E

Design and produce newsletters, brochures, technical handouts, and other specialized documents using desktop publishing software and other computer applications. E

Proofread, verify, and review a variety of materials and reports for accuracy, and completeness; ensure materials are accurate and complete. E

Coordinate travel arrangements; type itineraries, request travel advances, compile expense reports, and process conference reimbursement and other requests. E

Receive, open, and distribute correspondence and email; identify and refer matters as appropriate. E

Assist in assembling and preparing the annual department budget and contracts; monitor expenditures against budget; prepare purchase requisitions and requests for payment. E

Monitor inventories of supplies and materials; prepare purchase requisitions and requests for payment. E

Maintain calendar of activities, meetings, and various events for assigned staff; coordinate activities and meetings with multiple departments, the public, and outside agencies. E

Monitor and update the district website to ensure data and information presented is up-to-date and easy to comprehend. E

Establish and maintain complex, interrelated filing systems; maintain payroll and personnel records for staff. E

Provide training, work direction, and guidance to others as assigned. E

Perform related duties as assigned.

E = Essential duties

Any combination equivalent to:

Education: An associate degree, preferably with coursework in office technologies, business communication, or English.

Experience: Three years of clerical or administrative support experience.

This is an examination open to the public and current district employees seeking a promotional opportunity. To ensure consideration, please submit your application materials by June 27, 2019.

The examination process will consist of any of the following components:

A) *Written/Performance Test = Qualifying (pass/fail)

B) Technical Interview = 100% weighting on final score

*The written/performance examination will consist of the following components:

• MS Word

• MS Excel

• Sentence Clarity

• **Keyboarding mailto:(@ 40 NWPM)

**An original typing/keyboarding certificate issued within the past year will be accepted in lieu of the Keyboarding Skills Test if submitted at the time of testing. You may submit it by uploading it with your application materials or bringing a copy on the scheduled testing day.

Applicants must meet minimum qualifications stated by the filing deadline in order to move forward in the testing process. Those candidates who meet the minimum qualifications will be invited to the multiple choice test. The eighteen (18) candidates with the highest passing scores on the written/performance test will be invited to the technical interview. The examination process is subject to change as needs dictate. All communication regarding this process will be delivered via email.

Date Range: Monday, July 8, 2019 to Friday, July 12, 2019

Location: Ventura County Community College District

761 E. Daily Drive, Suite 200

Camarillo, CA 93010

Date Range: Monday, July 22, 2019 to Thursday, July 25, 2019

Location: Ventura County Community College District

761 E. Daily Drive, Suite 200

Camarillo, CA 93010

The above date is subject to change. Candidates will be notified of any scheduling changes via email.

ONCE YOU HAVE SUBMITTED YOUR APPLICATION YOU WILL NOT BE ABLE TO MAKE REVISIONS TO YOUR APPLICATION MATERIALS.

When completing the application, please make sure you include ALL current and previous employment in the Work Experience section of the application and complete ALL fields, including the name and contact information for your supervisors. Experience that is included in the resume but not in the Work Experience section of the application may not be considered for the purpose of determining whether you meet the minimum qualifications nor for the purpose of determining salary placement if you are hired. When completing the application, outline in detail your education, training (such as classes, seminars, workshops), and experience.

All required documents must be submitted by the applicant. Human Resources Department staff will not upload your documents for you. The VCCCD does not accept letters of recommendation for classified positions. Please do not attempt to attach letters of recommendation to your application.

Upon completion of the examination, the eligibility list will be compiled by combining the final examination score with applicable seniority and veteran's credits, if any. The candidates will be ranked according to their total score on the eligibility list. Certification will be made from the highest three ranks of the eligibility list. This eligibility list will be used to fill current vacancies for up to one year from the date of the technical interview.

All appointments made from eligibility lists for initial appointment or for promotion, with certain exceptions, shall be probationary for a period of six (6) months or one hundred thirty (130) days of paid service, whichever is longer.

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.

If you have a foreign degree and the institution from which your degree was granted is not recognized as accredited by the Council for Higher Education Accreditation (CHEA) or the U.S. Department of Education, foreign transcript evaluation is required if the foreign degree/coursework is used to meet minimum qualifications. The foreign transcript evaluation must be included with your application materials. To search institutions that are recognized as accredited by CHEA or the U.S. Department of Education, visit https://www.chea.org/state-licensed-or-authorized-institutions or http://ope.ed.gov/accreditation/search.aspx. For a list of recognized organizations providing transcript evaluation services, visit http://www.naces.org/members.htm.

The Ventura County Community College District is committed to the principles of equal employment opportunity. It is the District's policy to ensure that all qualified applicants for employment and employees have full and equal access to employment opportunities and are not subjected to discrimination in any program or activity of the District on the basis of ethnic group identification, race, color, national origin, religion, age, sex, physical disability, mental disability, ancestry, sexual orientation, language, accent, citizenship status, transgender status, parental status, marital status, economic status, veteran status, medical condition, or on the basis of these perceived characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics.

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