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Administrative Assistant (Human Resources)
Job Description
Administrative Assistant (Human Resources)
Posting Number: 0601030
Position Title: Administrative Assistant (Human Resources) 485400-2022071-072022-01
Posting Date: 08-11-2022
Closing Date: 09-22-2022
First Consideration Date:
Department/Division: Human Resources (Administration)
Funding: District Funded
Job Category: Supervisor/Confidential
Assignment: Full-Time
Percentage Employee: 100%
Months per Year: 12 months
Work Days per Week: See "Work Schedule per Day" below.
Work Schedule per Day: Generally, Monday through Friday, 8:00 a.m. to 5:00 p.m.; however, this is an exempt management/supervisory-level position requiring some weekend, holiday, and non-conventional working hours in addition to the regular working hours of a collegiate environment.
Work Shift for this Position (select all that apply): Days
FLSA: Exempt
Placement/Range: 6-1 (Starting salary for a newly hired supervisor/confidential is fixed at Step 1.)
Pay Rate: $5,188.00/month (Salary listed includes a temporary 2% increase that expires on 12/31/23.)
BENEFITS
The District provides a fully paid, comprehensive program of fringe benefits including major medical, dental, and vision insurance for full-time employees and eligible dependents. Life insurance provided for employee only. Also, currently included each year are 17 paid holidays, 22 vacation days and 12 illness days.
A Complete Application Packet Includes:
- Resume
- Optional Applicant Documents Cover Letter
- Other Document (s)
- Transcripts
POSITION SUMMARY
Under the general direction of the Director of Human Resources, assists the administrator by planning, coordinating, and participating in the support activities related to the assigned responsibilities of the senior administrator in the Office of Human Resources. The Administrative Assistant serves as a confidential assistant to the Director of Human Resources and, as such, must maintain a high level of professionalism and confidentiality of private and sensitive information including information related to the District's employer-employee relations. The Administrative Assistant handles multiple tasks simultaneously in a high volume workload and fast-paced environment, and independently manages and coordinates a variety of projects and tasks. This is a confidential position.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Performs administrative office tasks for the administrator including maintaining a calendar, scheduling appointments, distributing incoming and outgoing mail, transmitting phone messages, maintaining confidential records, maintaining an accurate filing system, composing outgoing correspondence, interpreting policies procedures to staff, students, and community members. May make hotel, conference, and travel reservations as directed.
- Responds to inquiries and conveys technical and/or other information about programs and services provided by the organizational unit and the college. Interprets and conveys policies and procedures, referring extremely difficult or sensitive matters to the appropriate administrator.
- Organizes, balances, prioritizes, and performs administrative support duties, anticipating business and academic calendars and cycles. Establishes and works within timelines for projects, activities, and required submissions.
- Coordinates the administrative aspects of projects and events, integrating them with ongoing work routines and making assignments to other staff as necessary.
- Provides administrative support to special processes such as, but not limited to, cross-functional committees, advisory boards, and special interest group meetings. Prepares forms, revisions, and final documents to support proceedings.
- Takes notes and transcribes proceedings, as required. Types (keyboards) from rough drafts or verbal instructions a variety of materials such as, but not limited to, letters, memoranda, reports and statistical data. Independently composes original correspondence and forms on routine matters.
- Prepares Board agenda items, agreements, and contracts.
- Researches, analyzes and assembles data from a variety of sources for salary surveys, job descriptions, contract language, queries, etc., and prepares confidential reports for the District's chief negotiator and the Board of Trustees.
- Coordinates and administers the department's online applicant tracking program.
- Maintains the department's web sites; Ensures all data is current and relative.
- Performs confidential administrative support in the investigation of sensitive and confidential matters (i.e., grievances, disciplinary actions, negotiations, harassment claims, etc.), coordinates and schedules interviews, prepares and distributes reports, recommendations, and outcomes.
- Researches and prepares documentation for subpoenas of employment and worker's compensation records.
- Receives, handles, and stores confidential information pertaining to the Superintendent/President's office, including information related to the District's employee-employer relations. Maintains a professional, high level of confidentiality of private and sensitive information.
- Assists the Superintendent/President with development of the office's budget proposals; maintains communications with work sections on status and information needs. Maintains approved budgets, transaction records, and audit trails, including those for capital outlay, special projects, and grant-funded activities.
- Prepares documentation for budget control and District purchase orders for the Human Resources Department, and monitors expenses.
- Works independently and without supervision as an active member of the administrator's office.
- Maintains positive working relationships with other departments on campus.
- Creates an atmosphere of collegiality and supports the goals of participatory governance.
- Supervises and evaluates assigned personnel.
- Resolves conflict.
- Insures compliance with local, state, and federal regulations.
- Performs other duties as assigned that support the overall objective of the position and the District's mission and philosophy.
KNOWLEDGE, SKILLS AND ABILITIES
- Requires knowledge of certificated and classified hiring policies and procedures.
- Requires knowledge of rules and regulations governing fair labor and employment practices.
- Requires knowledge of budget management techniques, travel, rules, regulations, laws, and policies and procedures governing the District.
- Requires the knowledge and skill to function in a confidential professional environment.
- Requires the ability to perform consistently under the pressure of deadlines and other administrative demands.
- Requires the ability to perform technical, complex, and responsible administrative support tasks and assist with administrative duties.
- Requires the ability to interpret, apply and explain rules, regulations, policies and procedures.
- Requires the ability to use independent judgment and organizational skills to simultaneously manage and prioritize multiple tasks, and meet schedules and deadlines.
- Requires the ability to maintain a variety of record types and prepare reports as requested.
- Requires a high degree of professionalism and confidentially.
- Requires the ability to use independent judgment and human relations skills to analyze situations accurately and adopt an effective course of action.
- Requires the ability to complete work with many interruptions and pressures.
- Requires the ability to operate a variety of office equipment such as, but not limited to, voice recorder, computer, calculator, FAX and copier, particularly exhibiting strong skill in computer application programs.
- Requires the ability to make arrangements for meetings, workshops, and conferences, including travel.
- Requires the ability to train and provide work direction to others.
- Requires in-depth knowledge of office practices, procedures and equipment, including filing systems, receptionist and telephone techniques, and letter and report writing.
- Requires a working knowledge of personal computer based software programs that support this level of work, including but not limited to word processing, spreadsheet, presentation graphics, special applications used by the organization unit, and data entry onto custom databases.
- Requires skill at facilitating group problem solving processes.
- Requires sufficient math skills to perform financial and statistical recordkeeping, including double-entry bookkeeping.
- Requires the advanced skills to independently compose and edit a variety of correspondence and documents.
- Requires sufficient knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence.
- Requires sufficient human relations skill to work productively and cooperatively with diverse teams, exercise patience when dealing with internal and external customers, and convey technical concepts.
- Requires the ability to independently perform all of the duties of the position.
- Requires the ability to understand and follow oral and written directions.
- Requires the ability to type a minimum of 60 net words per minute.
- Requires the ability to accurately take and transcribe notes and/or meeting minutes/recollections. Must be able to learn, interpret, explain and apply knowledge of District and department organization, operations, programs, functions, special terminology used in the organization unit, and labor agreements to relieve an administrator or program director of a variety of administrative details.
- Requires the ability to prepare spreadsheets, graphs and charts, and enter, import, and export data to and from databases.
- Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines.
- Requires the ability to communicate with faculty, students, staff, and the public using patience and courtesy, and in a manner that reflects positively on the administrator's office and the District.
- Requires the ability to work effectively in a shared governance environment and work cooperatively with others.
- Sensitivity to, understanding of, and respect for the diverse academic, socioeconomic, ethnic, religious, cultural background, disability, and sexual orientation of community college students, faculty, and staff.
MINIMUM QUALIFICATIONS
Refer to Education and Experience below.
Preferred Qualifications: PREFERRED QUALIFICATIONS
-- Experience working in a Human Resources Office.
-- Administrative Assistant experience at a community college, college or university.
-- Experience working with Banner or other similar ERP system.
Education and Experience: EDUCATION AND EXPERIENCE
- An associate degree, or the completion of at least sixty (60) college-level semester units, and four years of administrative assistant experience; or, in the absence of an associate degree, or the completion of at least sixty (60) college-level semester units, six years of administrative assistant experience.
Special Instructions to Applicants: CITRUS COLLEGE IS AN EQUAL OPPORTUNITY EMPLOYER
It is the policy of the District not to discriminate against and to encourage a diversity of applicants based on national origin, religion, age, sex or gender, race, color, medical condition, ancestry, sexual orientation, marital status, physical or mental disability, use of family and medical care leave, genetic information, military or veteran status, gender identity, gender expression, or because they are perceived to have one or more of the foregoing characteristics, or based on association with a person or group with one of more of these actual or perceived characteristics.
SPECIAL INSTRUCTIONS TO APPLICANTS
Applications are considered legal documents, and as such, all areas of the application must be completed, or your application packet will be considered incomplete and will not be moved forward. While it may be appropriate in some areas of your application to use "NA" (not applicable), do not use terms such as "see resume" or "see attached". When listing your work experience, please specify the beginning and end dates for each job you held and describe your experience.
Applicants are responsible for ensuring that all required documents, and those additional documents you choose to include, are attached BEFORE clicking the "Finished Attaching Documents" button and confirming. It is advisable to attach "Optional" documents first, and then "Required" documents once you are ready to click on the "Finished Attaching Documents" button and confirming.
Application and Supplemental Questionnaire must be complete. A resume will not substitute for a fully completed employment application and supplemental questionnaire. Incomplete applications will be rejected. When listing your work experience, please specify the beginning and end dates for each job you held and describe your experience.
Additional documents CANNOT be added to your electronic application packet once you click on "Finished Attaching Documents" and receive your confirmation number; so, please be sure you have all documents you will upload handy and in
an electronic format. THE APPLICANT TRACKING SYSTEM WILL NOT ACCEPT DOCUMENTS LARGER THAN 2MB. IF YOUR DOCUMENTS DO NOT UPLOAD, PLEASE RESIZE. If you do not have all your documents handy at the time you are applying for the position, we advise you to click on "Finish Attaching Documents Later". Be sure, however, to finish attaching your documents BEFORE the close or first consideration date for the position. Please remember, you will NOT be able to attach additional documents after you have selected "Finished Attaching Documents" and have received a confirmation number, and you will not be able to apply for a position after the position has closed.
Please note, should an applicant apply for a position more than once, only the most recently received application packet will be the one screened for completeness. All others will be deemed inactive, and will not be considered, regardless of completeness.
We regret we are unable to accept faxed, emailed, mailed, or hand delivered application materials outside the online Applicant Tracking System (ATS). Only application materials submitted through this electronic format will be accepted. Exception: The Citrus College Form 101 must be mailed, or hand delivered to the Director of Human Resources in a sealed, confidential envelope.
Reasonable accommodations will be provided to candidates with verified disabilities. Accommodation requests should be made at the time the interview appointment is scheduled.
About Transcripts: About Transcripts
--Candidates must upload copies of all transcripts (need not be official at the time of application) which prove sufficient for verifying minimum qualifications for this position.
--Official transcripts will be required at the time of the job offer.
--Transcripts must be from the awarding institution and must show that the degree has been awarded (or conferred) and the year.
--Degree(s) must be earned (or conferred) from accredited institution(s) or an equivalent foreign institution by the first consideration date for this position.
--All degrees must be verifiable on a legible transcript by the indicated first consideration date for this position.
--Foreign transcripts must be transcribed in English AND evaluated for U.S. equivalency by a bona fide U.S. evaluation service.
Please note, although transcripts are not the only way to qualify for this position, if you claim to possess an associate degree, or higher (or you have completed at least 60 college-level semester units) and possess the required number of years of experience (refer to job description for details), please scan and upload your transcripts, and show on your application that you possess the required number of years of experience. If the degree is earned, be sure the award/conferred date is evident on the transcript. If you do not possess an associate degree (or higher), or if you have not completed at least sixty (60) college-level semester units, please show on your application you possess the required number of years of experience. Failure to submit the transcripts or indicate the required number of years of experience on your application will result in the screening out of your application packet.
Selection Procedure: Selection Process
--A selection committee will review application packages of those candidates who have met the minimum qualifications for this position and will select a limited number of qualified candidates for an interview.
--Each candidate may be asked to make a presentation on a topic of the selection committee's choice. The candidate will be informed of the topic when an interview appointment is scheduled.
--Each candidate may be asked to provide a sample of his or her writing ability just prior to the interview.
--Travel costs must be borne by the applicant.
--Final candidates for faculty, management, and supervisor/confidential positions may be interviewed by the Superintendent/President.
--If selected as a finalist, the candidate permits the District to contact the current and former employer(s) to investigate past employment history.
Quicklink for Posting employment.citruscollege.edu/applicants/Central?quickFind=52239
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