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Executive Assistant Jobs
Company | State Center Community College District |
Address | Fresno, CA, United States |
Employment type | FULL_TIME |
Salary | |
Category | Government Administration |
Expires | 2023-09-25 |
Posted at | 8 months ago |
Salary: $60,930.00 - $74,936.00 Annually
- Gathers background materials and documents needed to draft recommendations and reports for committees, the Personnel Commission and the Board of Trustees; researches best practices, prior actions, student data and financial information and forwards to executive for review.
- Screens and/or independently responds to visitors, phone calls, correspondence and email inquiries regarding a variety of division matters; acts as liaison in coordinating calendars and matters between the executive's office and other departments, divisions, elected officials, students, community members and external entities; maintains a variety of division calendars; performs important divisional public relations duties over the phone, in person and online; provides information and handles issues that may require sensitivity and use of tact and independent judgment; prioritizes requests by departments within the division and facilitates the completion of action items and the flow of information; researches requests or complaints and refers matters to appropriate staff and/or takes or recommends actions to resolve issues.
- Organizes, maintains and updates confidential, specialized and technical files, documents and records including department personnel records; creates and maintains electronic and physical filing systems.
- Creates and maintains spreadsheets and databases; reviews, submits and tracks requests for payments and purchase orders; reviews travel and conference expense forms; calculates budget usage and fund percentages; prepares budget variance reports and spending forecasts for management review; tracks multiple funding sources; may participate in grant administration functions including basic grant writing, collecting program data and generating performance reports.
- Provides day-to-day lead work guidance and direction to other staff and student aides; assigns, schedules and monitors work for completeness, accuracy and conformance with District, department and legal/regulatory requirements and standards; provides information, instruction and training on work procedures and technical, legal and regulatory requirements.
- Coordinates personnel processes including for hiring and evaluation purposes; ensures the accuracy of time cards and payroll documents; coordinates the timely resolution of student and employee grievance and discipline processes.
- Demonstrates sensitivity to and understanding of historically minoritized groups and participates in professional development activities to increase cultural competency to enhance equity-minded practices within the District.
- Attends meetings and provides administrative support to a variety of committees, student groups and other divisional meetings; participates in preparation of the agenda, presentations and meeting packets; keeps minutes and records of assigned committees in accordance with the Brown Act; tracks status of action items and validates required deadlines are met; coordinates meetings and events; maintains committee records and disseminates all formal actions including minutes.
- Provides clerical, administrative and executive level support to an Executive Director, Vice President or in the Office of the Chancellor; composes and prepares memoranda, correspondence, division reports, presentations, spreadsheets, forms and other documents, often of a highly sensitive and confidential nature; drafts Board of Trustee documents and reports; proofreads and checks typed and other materials for accuracy, completeness and compliance with District standards, policies and procedures; ensures materials, contracts, reports and documents for signature are accurate and complete.
- Drafts for review, types and/or transcribes highly confidential information regarding a variety of matters, controversial issues and/or projects with District-wide implications; renders confidential assistance to other executives as necessary.
- Provides administrative support to members of the Board of Trustees; responds to inquiries from Board members for information and records; coordinates travel and attendance at conferences and meetings; processes expense reimbursement claims and District credit card information; monitors Board travel and expense budget.
- Reviews incoming documents and Board reports for accuracy and compliance with applicable laws, rules and procedures; assists in the preparation and posting of Board agendas, recommendations, documents and minutes; may attend Board meetings and take minutes; updates and maintains records and data on Board web pages.
- Organizes a variety of formal and informal meetings and events including awards ceremonies, tours, receptions, conferences and Foundation fund-raising events.
- Performs related duties as assigned.
- Orders and replenishes an inventory of office materials and supplies.
- Provides backup for other departments or division office administrative support staff.
- May provide administrative coordination of the Program Review process and gathers and prepares associated documentation.
- Represents the division on internal committees and task forces and with external groups and organizations.
- Uses and operations of scanners, phone systems, computers, standard business software, and database and spreadsheet applications.
- Applicable sections of the California Education Code and other applicable laws.
- Advanced principles, practices and techniques used in customer service, public relations and community outreach.
- Basic research methods and statistical analysis techniques.
- Office administrative and management practices and procedures.
- Personnel Commission Rules, Board Policies, Administrative Regulations, Human Resources procedures and collective bargaining agreements.
- District student recordkeeping practices and procedures for processing student information and interpreting input and output data.
- Safety policies and safe work practices applicable to the assignment.
- Basic principles and practices of employee work guidance and direction.
- District payroll and general accounting systems operations, practices and procedures.
- Department services, program goals, objectives, policies, procedures and practices.
- Practices and techniques of sound business communication; correct English usage, including spelling, grammar and punctuation.
- District policies, procedures and rules regarding budgeting, purchasing and travel/training and expense reporting.
- Provisions of the Brown Act and the Public Records Act.
- Bookkeeping and elementary accounting practices and procedures.
- College and District organization, rules, policies and procedures applicable to departmental and division operations.
- Set priorities and exercise sound judgment within areas of responsibility.
- Communicate information accurately and effectively; understand requests for information or assistance; maintain a courteous and tactful manner when under pressure or in an antagonistic situation.
- Analyze problems, evaluate alternatives and recommend or adopt effective courses of action in accordance with established policies and procedures.
- Understand, interpret, explain and apply applicable laws, codes, regulations, policies and procedures.
- Track and report statistical information utilizing complex spreadsheets and databases.
- Perform mathematical calculations; assist in monitoring departmental budgets.
- Communicate effectively, both orally and in writing.
- Represent the District effectively in dealing with students, District leadership, community groups, and elected officials.
- Type accurately at a speed necessary to meet the requirements of the position.
- Exercise tact and diplomacy in dealing with sensitive, complex and confidential student, employee, management issues and situations.
- Operate a computer and use standard business software.
- Compose clear, concise and comprehensive analyses, correspondence, reports, studies, agreements, presentations and other written materials from brief instructions.
- Establish and maintain effective working relationships with all those encountered in the course of work.
- Assign and review the work of assigned staff.
- Effectively engage and support historically minoritized groups by addressing issues of equity and improving culturally responsive service-oriented practices.
- Maintain confidentiality of District and student files and records.
- Understand and follow written and oral instructions.
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