Executive Assistant – Merritt
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Job Title Executive Assistant – Merritt Time Base 40 hrs/week 12 months/year Compensation Salary Range:$6,636.76 – $7,437.65/mo. Hiring Range: $6,636.76 – $7,300.75/mo. – The maximum initial placement is Step 3 depending on experience. Position Type Classified Department Vice President of Administrative Services (631) City Oakland State CA Job Description Summary
Under the direction of the Vice President of Instruction, performs professional-level work in the analysis, research and preparation of a variety of reports monitors programs and projects in accordance with District, Federal and State statutes provides secretarial and administrative support.
Duties & Responsibilities
Any one position may not include all of the duties listed nor do listed examples include all tasks which may be found in positions of this class. To perform this job successfully, an individual must be able to perform each essential duty of the position satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions required for the position.
- Report to and is directly responsible for providing administrative support services to the Vice President of Administrative Services.
- Serve as liaison between the Vice President, President, management staff, academic and classified staff, students, representatives of community agencies and the general public by relaying messages, answering questions, clarifying information, responding to requests, resolving problems, explaining College and District policies and procedures or referring callers to the executive or others.
- Operate standard office equipment, including job-related computer hardware and software applications, facsimile equipment, and multi-line telephones may use other department-specific equipment. May plan, direct and review the work of student employees.
- Schedule, coordinate, and facilitate meetings and conferences, arranging travel, lodging, facilities, and reimbursement as appropriate for the Vice President and other department administrators, as directed.
- Contact college administrators, members of the Board of Trustees, public agencies and members of the public as appropriate to obtain or transmit information for the Vice President.
- Establish and maintain a file tracking system, databases, records, and/or other documents maintain confidential files.
- May compile statistical, fiscal and financial data and other information for inclusion into special and periodic reports compose correspondence independently prepare agendas and meeting materials, and distribute meeting packets.
- Research and assemble records, data, and confidential materials related to employee/employer relations, labor relations activities and other confidential matters.
- In accordance with adopted Board policy, monitor the College’s process and procedures for hiring Independent Contractors/Consultants.
- Transcribe recordings and produce a variety of correspondence, memoranda, reports and documents from prior documents utilize standard word processing, spreadsheet and data base applications prepare agendas and may attend and take minutes of meetings, advisory and administrative groups.
- Assist directly in a wide range of administrative and operational functions.
- Order and maintain office supplies and arranges for maintenance to facilities and equipment and other services as required.
- Compile, review, and organize evidence and other information for administrative agencies.
- Maintain the budget activities of the office monitor expenditures of funds initiate fund transfers and other procedures necessary to maintain sound day-to-day budget activities.
- Maintain confidentiality of information and materials.
- Performs other related duties as required.
Minimum Qualifications 1. Graduation from an accredited college or university and two years of secretarial and/or technical support experience or an equivalent combination of training and/or experience that could likely provide the desired knowledge and abilities to perform the duties of the position.
2. Demonstrated proficiency in business English usage, spelling, grammar and punctuation, basic arithmetic, filing and record keeping procedures and telephone techniques.
3. Demonstrated knowledge of and proficiency in the operation and use of personal computers utilizing word processing, spreadsheets and database management software programs (e.g., MS Office Suite, MS Word, MS Excel, MS Access and MS PowerPoint, etc.) and the Internet browser, websites and e-mail.
4. Knowledge of: o Modern executive office management, practices procedures and equipment. o Basic arithmetical proficiency. o Basic research methods and techniques.
5. Ability to perform and complete difficult and responsible administrative support work with speed and accuracy work cooperatively with others and meet the public with courtesy and tact and work effectively and maintain the work flow even when experiencing frequent interruptions. 6. Demonstrated ability to establish and maintain cooperative working relationships with those contacted during the course of work.
7. Demonstrated ability to exercise good judgment and discretion in maintaining confidentiality of privileged information obtained in the course of work, and ability to handle personnel matters, employee and public personnel inquiries, and difficult and sensitive situations effectively, and with sensitivity, tact and diplomacy.
8. Demonstrated proficiency in using online information systems (such as Peoplesoft, and budget and finance systems).
9. Ability to type accurately from clear copy. A word processing and/or spreadsheet skills assessment may be given.
10. Understanding of, sensitivity to and respect for the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of Peralta Colleges’ students, faculty, staff and community.
Desirable Qualifications 1. A thorough understanding of administrative practices, with 2+ years of experience working in a community college setting.
2. Able to make educated and informed decisions prioritize conflicting needs handle matters expeditiously follow through on projects to successful completion, often with deadline pressures and conflicting priorities handle sensitive and confidential information with discretion.
3. Excellent communication skills (oral and written).
4. Superior organizational skills and demonstrated ability to meet deadlines, work under pressure and shift priorities.
5. Demonstrated experience and proficiency of PeopleSoft information system.
Environmental Demands
- Occasional work performed alone
- Constant work around and with people
- Occasional standing, walking, stooping, kneeling, squatting, and climbing stairs
- Occasional lifting and carrying up to 15 lbs.
- Occasional pushing and pulling up to 20 lbs.
- Occasional twisting of body
- Occasional use of manual dexterity
- Occasional use of tactile acuity
- Occasional use of visual acuity from a distance, with depth, and for color
- Frequent work at a rapid pace
- Frequent reaching, high, low, and level
- Frequent audio acuity at all ranges, including speech
- Frequent visual acuity for reading
- Constant sitting
- Constant use of clear oral communication
- Standard Office Equipment
