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Administrative Assistant I (PUMA CENTER)
Job Description
Position Title
Administrative Assistant I (PUMA CENTER)Special Instructions to Applicants
Our Vision for Social Justice
The intention of social justice work is to strengthen humanity by understanding that every person deserves the benefits of fully participating in our society and institutions.
Academic researchers have illustrated that crucial social justice principles are a compilation of equality, equity, diversity, inclusion, engagement, environmental sustainability and human rights. These complex principles are challenging to operationalize in higher education; yet we are steadfast in our diligence to forge ahead to advance this vital mission.
Community colleges are uniquely positioned to lead higher education in the work of social justice. Many of our students come from historically underserved and underrepresented backgrounds, students of color, students with recent immigrant histories, students from cycles of low income if not poverty, students from indigenous communities, and students from first-generation families.
The idea of promoting social mobility through education is unconditionally and uncompromisingly embraced by community colleges. This is an exciting role, and it comes with a heavy responsibility. Simply put, we need to create environments where our students achieve greater academic success, so much so that we close our persistent equity/opportunity gaps.
If you are committed to social and racial justice and if you are interested in joining a community dedicated to solving these inequities through education, please apply.
Recruitment Type:
Open (Internal and External applicants)Location
Diablo Valley CollegePosting Number
0002111# of Openings
1Range
50Salary
YEARLY: $53,700, step 1 - $65,424, step 5 (see special instructions for initial step placement)Position Status
PermanentOvertime Status
Non-Exempt (eligible)Position
Full-TimeIf temporary, employment duration:
n/a# of Hours Scheduled Per Week
40Work Schedule By Day and Work Hours
Friday 8:30am – 5pm (and some weekends)
Shift Differential %
n/a# of Months
12Non-work Periods:
N/AEEO Job Category
Clerical/SecretarialEmployee Group
ClassifiedDepartment
D1050-Student LifePosition Definition
Distinguishing Characteristics
Administrative Assistant II
Administrative Assistant III – This classification performs more complex administrative tasks and interpretation of policies and procedures with minimal supervision. Typically reports to a College Dean or other high-level manager.
Administrative Assistant, Senior – This classification typically supports a Vice President or other executive manager with a broad level of responsibility with substantial District-wide impact. The duties involve a wide variety of diverse and complex administrative tasks as well as departmental coordination, requiring a substantial amount of tact, judgment, and initiative.
Examples of Duties/Essential Functions
Answers phones, acting as the first point of contact, providing information concerning policies and procedures of assigned program or office according to established guidelines.
Communicates effectively and professionally with the general public, vendors, employees and students.
Creates and maintains office files, reports, bulletins, and correspondence; searches files and records for required information.
Keeps records and makes entries on standardized forms.
Maintains and orders office inventory supplies and equipment; maintains storeroom.
Operates a variety of office equipment, including photocopier, calculator, and computer.
Processes invoices and maintains running balance of monies.
Provides work direction and guidance to student assistants.
Reports issues regarding office equipment or technology.
Schedules and reschedules appointments; provides catalogs and applications.
Updates office information lists for administrative staff such as registration information, faculty schedules, and department operating hours.
Formats, types, proofreads, duplicates and distributes correspondence, lists, forms, memoranda and other materials according to established procedures, policies and standards.
Sorts and distributes incoming and inter-office mail; prepares shipments of interdepartmental mail to outlying district locations on a daily basis.
Develops schedules related to division/department activities and services; maintains calendars and coordinates committee and other meetings; reviews, updates and informs the administrator and others of essential timelines.
Performs related duties as assigned.
Minimum Qualification-Education/Experience
One (1) year of experience performing broad and varied clerical functions in a professional office environment comparable to that of an Office Assistant II.
EDUCATION/LICENSE OR CERTIFICATE
Possession of a high school diploma / GED or the equivalent.
Minimum Qualification-Knowledge Of
English usage, grammar, spelling, punctuation and vocabulary.
Modern software applications (Microsoft Office Suite, etc.).
Minimum Qualification-Skill To
Keyboard with accuracy.
Operate a phone system.
Perform routine clerical work including filing and record-keeping.
Operate office machines and learn office methods, rules and policies.
Learn basic rules, policies and procedures of the office to which assigned.
Understand and follow both oral and written instructions in an independent manner.
Learn and communicate general information about campus facilities, events, resources, and staff.
Maintain professionalism when interacting with callers.
Make simple mathematical computations.
Serve students, staff and colleagues in a helpful, empathetic, professional manner.
Establish and maintain cooperative work relationships with those contacted in the performance of required duties.
Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, race, ethnicity, gender identity, sexual orientation, age, mental or physical disability, and religious background of all students, faculty and staff, and with all individuals encountered in the performance of required duties.
Minimum Qualification-Ability To
Desirable Qualifications
2. Ability to multi-task, prioritize and complete duties on-time in a high-energy/high-traffic work environment with significant student and faculty interaction.
3. Experience with completing purchasing procedures and maintaining documentation for an audit.
Job Open Date:
12/06/2024Job Close Date:
01/06/2025Open Until Filled
NoForeign Degree and Credit Statement:
Employee Benefits:
Retirement: Most employees are members of the PERS (Public Employees Retirement System). Faculty employees and Academic Managers are members of the STRS (State Teachers Retirement System). Police Service employers are members of Safety Public Employees Retirement System.
Deferred Compensation: The District offers two optional deferred compensation plans. Eligible employees have a choice of the 457, 403b plans and a selection of savings and investment options.
Leave Allowance: The District offers monthly eligible classified employees and managers/supervisors a generous vacation and sick leave benefits as well as 20 paid holidays annually (which can vary based on length of winter break).
Additional Benefits: The District also offers monthly eligible classified employees and managers/supervisors educational reimbursements, employee assistance programs, a travel assistance plan, longevity compensation, retiree benefits, employee discounts on health memberships and a comprehensive wellness program.
Newly hired employees may notify the respective union (Local 1 or United Faculty) if they opt to join and/or authorize payment to the union. If the newly hired employee authorizes payment to the union then the following fees apply: Local 1 has a one-time initiation fee of $45.00 and monthly contribution of 1% of gross pay +$1. United Faculty has an agency fee of .55% of gross pay plus $2.50. (All confidential, supervisory and management positions are exempt from union membership)
For further information regarding benefits eligibility and details please refer to the following documents available on the 4CD website:
Classified Employees Local 1 Contract (Article 20-Benefits):
https://www.4cd.edu/hr/localonecontract/2019-2022%20Local%201%20Contract.pdf
Managers/Supervisors/Confidential Personnel Manual (Section 8-Insurance Benefits):
https://www.4cd.edu/gb/policies-procedures/manuals/MSC_08.pdf
POST OFFER PRE-PLACEMENT EVALUATION PROGRAM (PEP)
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Quicklink
https://www.4cdcareers.net/postings/11089Diversity Statement
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