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- ADMINISTRATIVE ASSISTANT II
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ADMINISTRATIVE ASSISTANT II
Department: Student Services/Counseling
12 months/year; 40 hours/week
Application Deadline: Monday, July 22, 2019; 5:00 p.m.
BASIC FUNCTION:
Under direction of a Dean or Director, provides administrative assistance and office support; serves as liaison between administrator and the faculty, staff, students, and public; coordinates and performs specialized technical tasks; provides budget and other recordkeeping and reporting.
REPRESENTATIVE DUTIES:
Assists with administrative matters; organizes office activities; maintains and monitors schedules related to office functions; independently performs a wide variety of duties which support the functions assigned to the administrator; coordinates activities/events.
Serves as liaison between the administrator and faculty, staff, students and the public; establishes and maintains positive staff and public relations; maintains confidentiality and exercises discretion.
Receives and screens visitors and telephone calls, referring to others as appropriate; takes and forwards messages.
Provides information and assistance regarding District programs, policies, procedures, rules and regulations; resolves questions and issues; interprets and applies rules and regulations as appropriate; assists students, staff, and others with the completion of forms and documents.
Coordinates and performs specialized, technical tasks for the administrator such as:
Update/maintain the Department MY MENDO Portal and related technology tools and programs
Distance and Contract Education
Scholarship program; works directly with donors and students; prepares scholarship
announcements, other information and reports; maintains related records.
Prepares and maintains complex, computerized documents, reports, databases, and products; verifies, records and compiles a wide variety of information and data for reports and other purposes; develops spreadsheets, databases and other computerized information/documents; may maintain information on the college website.
Assists in the preparation of a variety of annual program review and division budget requests; performs budget recordkeeping and monitors expenditures; prepares related reports.
Prepares, reviews, maintains and distributes a wide variety of reports, forms, applications, lists, instructional materials, requisitions, schedules, fliers, calendars, manuals, handbooks, announcements, handouts and other documents; assures that information is accurate and district policies and procedures are met.
Composes and prepares correspondence, arranges and schedules meetings and appointments;
makes travel arrangements; prepares agenda items for meetings; takes and transcribes meeting notes; distributes to appropriate personnel.
Maintains records and files; establishes and maintains filing systems; orders, receives and maintains an inventory of office supplies and other materials; opens and distributes mail.
Operates a variety of office equipment including computers and related Microsoft Office software, calculator, copier, etc. and others specific to the department.
Trains and provides work direction to others as assigned; attends meetings and workshops as directed; performs other related duties as assigned.
QUALIFICATIONS:
KNOWLEDGE OF:
Modern office practices, procedures and equipment; word processing, spreadsheet, and data base software; recordkeeping techniques; correct English usage, grammar, spelling, punctuation, vocabulary, and basic arithmetic; interpersonal skills using tact, patience, and courtesy; reception and telephone techniques and etiquette; and verbal and written communication skills.
ABILITY TO:
Plan, schedule and provide administrative assistance, office support and specialized technical tasks Learn, interpret, apply, and explain related district laws, policies, procedures, rules, regulations Organize, coordinate, and oversee office activities
Accurately maintain a wide variety of complex and computerized files, records, and logs including financial and statistical data
Collect, compile and analyze information and make recommendations Compose and prepare correspondence and other communications Prepare narrative, financial, and statistical reports and related materials Provide budget recordkeeping and reports
Record and prepare meeting notes
Multi-task; plan, organize, prioritize, and schedule work
Meet schedules and timelines
Complete work with interruptions and distractions
Analyze situations accurately and take effective action according to established guidelines Carry out assignments without detailed instruction
Exercise initiative and independent judgment
Establish and maintain cooperative and effective working relationships with others
Deal effectively with a wide variety of personalities in situations using sound judgment Train and provide work direction to others as assigned
Work confidentially with discretion
Follow verbal and written directions
Work independently with little direction
Plan, organize, prioritize and schedule work
Communicate effectively both verbally and in writing
Occasionally work flexible hours including evenings and weekends
Operates a variety of office equipment including a computer and related software, copier and other technology as applicable.
WORKING CONDITIONS:
Office environment; subject to interruptions and distractions
Physical demands include sitting, standing, reaching, bending, walking, and light lifting.
SALARY AND BENEFITS:
The monthly salary range is $3,614 - $4,520 over five years. Twelve days of vacation leave and sick leave are earned each year. Vacation leave increases with the length of service. Family medical, dental, and vision benefits and employee life insurance are provided. There are 19 paid holidays annually.
APPLICATION PROCEDURE:
By Monday, July 22, 2019; 5:00 p.m., submit the following application materials to Human Resources, Mendocino College, 1000 Hensley Creek Road, Ukiah, CA, 95482. These materials may also be scanned and submitted electronically via email to Human Resources, HRrecruiting@mendocino.edu, or faxed by the deadline date above to 707-467-1023.
Incomplete application packets will not be forwarded to the selection committee. Interviews are by invitation only.
The college does not reimburse applicants for related travel expenses.
THE COLLEGE: Established in 1973, Mendocino College, a Hispanic Serving Institution, is a vibrant and inclusive academic community, rich in culture, creativity, diversity, and technology. A fully accredited two-year community college, the District serves more than 5,000 students across four locations in the greater parts of Lake and Mendocino Counties.
Complete with a friendly small-campus academic setting and a respectfully collaborative work environment, Mendocino College prepares students for a future of innovation and success.
The beautifully landscaped main campus is located in Ukiah, California. With views of oak-covered hills, sprawling vineyards, and distant mountains, the 127-acre campus is equipped with a state-of-the-art Library/Learning Center, high-tech Nursing Facility, and Student Center. The college operates two fully equipped centers in Willits and Lakeport, conveniently providing our valued students with quality instruction, academic support and administrative services in neighboring communities. In 2016, Mendocino College expanded its services to the coast, acquiring an established college center in the city of Fort Bragg.
With a comprehensive curriculum and engaging instruction, Mendocino College provides a wide variety of degree, certificate, transfer, occupational, and basic skills programs. Mendocino College students learn in a nurturing and supportive environment enhanced by small-sized classes, personalized academic advising, and several hundred dedicated faculty and staff.
THE COMMUNITIES: Mendocino and Lake Counties include some of California's most picturesque landscape. Because of the geographic location, climate, and natural beauty, Mendocino and Lake Counties attract many visitors. Agriculture, timber, and tourism industries form the economic base of the area with some light manufacturing. Mendocino County has a long and colorful history as a premium grape-growing region within the state's famous North Coast wine country, while Lake County is noted for its pear production and as an attractive spot for retirement and vacationing. A relaxed and friendly lifestyle is characteristic of our communities. Recreational opportunities abound for water skiing, swimming, fishing, boating, sailing, camping, hiking, tennis, and golf.
Mendocino College welcomes applications from all qualified candidates who demonstrate sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of our community college students.
For more information and to apply, visit:
https://www.mendocino.edu/college/employment/open-positions
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