Salary : $26.17 Hourly
Location : Various Locations - San Bernardino County, CA
Job Type : Substitute
Job Number : 007232024
Department : Various Departments
Opening Date : 07 / 01 / 2023
Closing Date : Continuous
Work Schedule :
- Work hours may vary by department needs
Work Days / Year : Varies
Job Description
San Bernardino Community College District accepts applications for part-time, hourly substitute positions for our two college campuses (San Bernardino Valley College and Crafton Hills College) on a continuous basis. However, this does not imply the department is actively recruiting for this position. If there is an interest and / or need within the specific department, applicants who meet the minimum requirements will be contacted by respective department managers. Applications submitted will remain active for up to one (1) year.
This posting is to establish a pool of qualified applicants positions as Substitute Administrative Assistant II.
SUMMARY DESCRIPTION
Performs the full range of administrative and secretarial, duties of a complex nature in support of assigned administrative, academic, or student services departments.
DISTINGUISHING CHARACTERSTICS
The Administrative Assistant II classification is distinguished from the Administrative Assistant I classification in that the Administrative Assistant II performs the full range of administrative support and complex secretarial duties independently including travel approvals and reimbursement, hiring paperwork approvals for hourly and temporary employees, acts as a liaison for board items, makes recommendations and applies budget transfers.
SUPERVISION RECEIVED AND EXERCISED
Receives general direction from appropriate supervisor; checks with supervisor regarding non-routine assignments. May provide technical and functional direction to assigned student workers.
REPRESENTATIVE DUTIES
The following duties are typical for this classification.
Assists assigned administrator in meeting reporting requirements, functional responsibilities, and research objectives; organizes functions and activities promoted by the program area.Reviews, updates, and informs the supervisor and others of essential timelines; discusses and reviews calendar of events on a regular basis with assigned administrator to ensures timely coordination of office activities and status of assigned projects; develops schedules related to department activities and services.Develops and maintains assigned calendars, schedules, and appointments; coordinates and arranges meetings.Collects, researches, compiles, analyzes, verifies, summarizes, records, and evaluates information; prepares and distributes narrative, statistical, and financial data, and provides recommendations, completes reports; verifies and reviews forms and reports for completeness and conformance with established regulations and procedures.Oversees projects independently as assigned ensures that work is performed in a timely and accurate manner; uses independent judgment to develop and provide recommendations, suggestions, or information as appropriate.Answers phones and responds to questions and requests for information; communicates information in person, via email, or by telephone where knowledge, and interpretation of policies and procedures are necessary.Serves as liaison for assigned administrator by relaying messages, answering questions, clarifying information, responding to requests, resolving problems, explaining District, College, Department, or program area policies and procedures, or referring callers to the administrator or others as necessary.Oversees the preparation of Board agenda items and supporting documents; ensures Board agenda items are forwarded within District timelines and legal requirements and guidelines; notifies administrator of Board requests for information or action.Assists supervisor in the preparation and administration of program budget(s), cost estimates for budget recommendations, justifications for budget items, and allocation of funds, processes, monitors and tracks expenditures, provides budget reports; resolves budget issues and problems; interacts with others regarding deposits; processes budget / expense transfers, and recommends budget revisions; assists with travel approvals and reimbursements for department staff.Recommends expenditures for equipment, materials, and supplies and assures their timely ordering, receipt, and storage; schedules maintenance and repairs as needed posts, monitors, and tracks invoices and other expenditures; processes conference and other reimbursements.Provides support for supervisor in meetings and committees as assigned; attends meetings and takes notes or records proceedings; prepares and distributes agendas, background materials, and minutes as appropriate.Prepares oral and written preliminary responses for assigned supervisor's approval; facilitates communications between assigned supervisor, administrators, students, faculty, staff, other offices, educational institutions, public agencies, and the public.Formats, types, proofreads, updates, edits, duplicates, and distributes correspondence, notices, lists, schedules, forms, memoranda, and other materials according to established procedures, policies, and standards.Processes information related to staff hiring and payroll processes for assigned area; prepares and / or completes forms, monitors signature process, and tracks approvals for hiring personnel.Establishes and maintains a variety of complex, interrelated filing systems including student confidential files; establishes and maintains files for information, records, and reports including those related to budget and cost records; maintains manuals and updated resource materials.Receives mail and identifies and refers matters to the administrator in order of priority.Performs other duties related to the primary job duties.Qualifications
The following generally describes the knowledge and ability required to enter the job and / or be learned within a short period of time in order to successfully perform the assigned duties.
CORE COMPETENCIES :
Analyzing and Interpreting Data
Apply sorting, coding and categorizing rulesAnalyze dataRead reportsDraw meaning and conclusions from quantitative and / or qualitative dataCustomer Focus
Attending to the needs and expectations of customerSeeks information about the immediate and longer term needs of the customerAnticipates what the customer may want or expect in a product or serviceWorks across organizational boundaries to meet customer needsReading Comprehension
Understanding and using written informationKnows the meaning of printed words; comprehend the literal meaning of textMake interpretations, applications, deductions, inferences, extrapolations from written informationProfessional and Technical Expertise
Applying technical subject matter to the jobKnows the rudimentary concepts of performing the essential technical operationsCritical Thinking
Analytically and logically evaluates information to resolve problemsFollow guide, SOP or other step by step procedures for locating the source of a problem and fixing itMay detect ambiguous, incomplete, or conflicting information or instructionsAttention to Detail
Focusing on the details of work contentShows care and thoroughness in adhering to process and procedures that assure qualityApplies knowledge and skill in recognizing and evaluating details of workApplies skilled final touches on productsUsing Technology
Working with electronic hardware and software applicationsUsing basic features and functions of software and hardwareExperiments and finds novel uses for standard features and functionsAdds, improves, modifies, or develops features and functionalityTeam Work / Involving Others
Collaborating with others to achieve shared goalsEngages others for suggestions and ideasWriting
Communicating effectively in writingUsing correct writing mechanics including spelling, vocabulary, grammar, syntax, punctuation, capitalization, sentence structureLogically orders and structures ideas and progression of thoughtAdaptability
Responding positively to change and modifying behavior as the situation requiresAccept and adjust to changes and the unfamiliarInnovation
Imagining and devising new and better ways of doing thingsFix what is broken; find solutions and fixes with resources at handFinds new approaches to performing familiar tasksCreate and invent new ideas; envision the unexpected, unexplored, untriedListening
Comprehend and verbal instructions and orally presented informationRecalls or retrieves key points in a conversationListen actively by rephrasing others' input cogently and accuratelyValuing Diversity
Shows acceptance of individual differencesWelcomes input and inclusion of others who may be different from oneselfShows understanding and empathy for the challenges of groups seeking inclusion or dealing with perceived discriminationLead, Advanced or Senior Level PositionsEducation and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be :
Education / Training :
Equivalent to the completion of high school and fifteen (15) semester units of college coursework.
Experience :
Four (4) years of increasingly responsible secretarial experience involving a high level of public contact, and providing secretarial support to management staff.
Desired Education / Experience
Experience in an administrative office in an educational environment
Equivalency Provision
In the absence of fifteen (15) semester units of college level coursework, equivalent to the completion of high school and five (5) years of increasingly responsible secretarial experience involving a high level of public contact and providing secretarial support to management staff is qualifying.
Physical Demands and Working Environment
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
Environment : Work is performed primarily in a standard office setting with frequent interruptions and distractions; extended periods of time viewing computer monitor; possible exposure to dissatisfied individuals.
Physical : Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to occasionally lift, carry, push, and / or pull light to moderate amounts of weight up to 25 pounds; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.
Vision : See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents; and to operate assigned equipment.
Hearing : Hear in the normal audio range with or without correction.
Employment Requirements
The person selected for hire will be required to complete the following pre-employment requirements :
Submit to and successfully pass DOJ live scan / fingerprinting. Cost of live-scan services to be borne by candidate.Sealed official transcript(s) in envelope from institution or electronic copies emailed directly from institution (for positions with higher education requirement)Tuberculosis (TB) risk assessmentOther pre-employment requirements may be required depending on the position (i.e. certifications or licenses; see job posting qualifications section for details).Successful completion of all pre-employment requirements is mandatory to be eligible for employment. These requirements are in accordance with the San Bernardino Community College District's
This position is not eligible for full-time benefits.
Please select the work location preference below (Please note, that the selection below may not be guaranteed) :
Crafton Hills CollegeSan Bernardino Valley CollegeDistrict OfficeDo you have the equivalent to the completion of high school and fifteen (15) semester units of college coursework? If so, did you attach your transcripts to this application?
Do you possess at least four years of increasingly responsible secretarial experience involving a high level of public contact, and providing secretarial support to management staff?
Select the career website you used to find this employment opportunity :
Sbccd.eduHigherEdJobs.comEdJoin.orgCCCregistry.orgOtherI hereby understand and declare that the statements on this supplemental questionnaire are true and complete to the best of my knowledge. As applicable, I hereby authorize the District and / or designees to contact the references listed to verify the information I have supplied. I hereby release from liability all persons and organizations furnishing such information. I understand that the District reserves the right to validate information received on the supplemental questionnaire and that I will be subject to disqualification and / or termination if any statement in this supplemental questionnaire is found to be untrue or determined to be misleading.
Required Question
Salary : $26
