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Classified Employment Opportunities

ADMINISTRATIVE ASSISTANT II
CalWORKs

Supplemental Questionnaire

Download Classified Employment Application


PRIORITY FILING DEADLINE

Wednesday, March 26, 2014
(initial screening date; open until filled)

GENERAL DESCRIPTION

The CalWORKs Department of Santa Rosa Junior College is seeking a qualified individual with demonstrated clerical and customer service to join an outstanding team of faculty, staff, and classified administrators to provide high quality services to our district, our community, and most importantly to our students. Under general supervision, perform administrative support duties requiring a high degree of expertise in more than one of the areas of office management, fiscal management, customer relations, or other specialized services; may serve as the lead worker for other classified staff within the area/department; supervise and organize the work of student employees and short term, non-continuing personnel; and perform related work as required. This is a regular full-time, 12 months per year Classified position in the CalWORKs Department. Hours of work will generally be 8:00 a.m. to 5:00 p.m., Monday through Friday. Candidates must have scheduling flexibility to meet the changing needs of the departments. Appointments are contingent upon funding and Board approval.

DEPARTMENT DESCRIPTION

The CalWORKs Program in California Community Colleges is a major workforce development initiative created in response to federal welfare reform. Statewide, community colleges offer programs to welfare recipients enrolled in educational programs leading to family self-sufficiency. The CalWORKs Program at Santa Rosa Junior College has an outstanding reputation as a model program. The staff provides services to current and former TANF (Temporary Assistance to Needy Families or welfare) recipients who are attending the college for education and training. Services include specialized academic counseling and advising, employment services including a wage subsidy program, and coordination with other student services programs and instructional faculty. CalWORKs is closely linked with the county welfare department and other community agencies, creating an effective partnership to support the students and their families as they gain the skills necessary to transition into employment.

QUALIFICATIONS

Required Abilities and Knowledge: The ability to perform complex and detailed clerical and administrative support work with accuracy and speed; type or keyboard with accuracy and efficiency from clear copy or handwritten notes; compose correspondence and accurate reports; analyze situations accurately and take appropriate action; communicate effectively in English; follow and give oral and written directions; perform mathematic calculations with accuracy; develop and maintain statistical records; work independently with a minimum of supervision; interpret and apply District policies and procedures; interact with the public in a helpful, courteous and friendly manner; maintain effective working relationships; demonstrate sensitivity to, and respect for, a diverse population. The knowledge of modern office methods and practices including filing, proofreading, formatting, report writing, intermediate bookkeeping and fiscal management; proper English usage, spelling, vocabulary, and grammar; current office equipment, technology and standard computer software such as Microsoft Excel, Outlook, PowerPoint, Word, and internet navigation and web site maintenance programs; tasks associated with planning of special events and projects; proper reception and telephone etiquette.

Preferred:

  • Type or keyboard at a minimum of 50 net words per minute.

Required Education/Experience:

Graduation from high school AND a minimum of two years increasingly responsible administrative support or office management experience; OR the equivalent.

Preferred:

  • Completion of an administrative assistant certificate (or equivalent coursework)
  • Associate's degree

If you do not possess the minimum qualifications exactly as stated above, you must file for equivalency. If claiming equivalency, applicants are responsible for documenting all course work, degree programs and related professional experience at time of application.

SCOPE

The Administrative Assistant II classification coordinates the daily support activities and operations of an assigned area/department; provides administrative and clerical support to assigned supervisor(s); and provides technical assistance to others within assigned area/department. Typically, this classification will support a relatively medium to large-sized area(s)/department(s).

DISTINGUISHING CHARACTERISTICS

The Administrative Assistant II classification is distinguished from the Administrative Assistant I by the increased level of independence and initiative expected and complexity of problem solving needed, including acting as a lead worker to other classified staff. Incumbents are expected to interpret policies, procedures and regulations and be able to explain them to others. They may have the responsibility of coordinating a small office. Employees in this classification may also monitor more than one budget and participate in budget development. They may assist in the development of a website. The AAII is expected to have technical knowledge of the assigned area/department. Incumbents may coordinate special projects or programs (such as small events, travel arrangements, workshops, etc.).

EXAMPLES OF DUTIES

Assists students, staff and the public and refers to appropriate area/department if needed; oversees various administrative support tasks within an assigned department or area; troubleshoots and resolves problems, and recommends solutions; interprets and explains District policies and procedures related to the assigned area(s)/department(s); composes and keyboards reports, correspondence, memos, forms, agendas, faculty evaluations, meeting minutes, directories, and tables; proofreads documents for accuracy, completeness, and conformity to established formats; creates complex original draft correspondence; designs and creates brochures, forms, flyers and other marketing and information materials; prepares and tracks submission of curriculum documents according to Title 5 and District guidelines; coordinates activities for a variety of meetings, conferences, and special events and projects; attends meetings, takes notes and prepares minutes; monitors several budgets; prepares purchase requisitions and budget transfers and supply orders electronically; provides budget-coding assistance to faculty and staff; develops and maintains complex spreadsheets and databases; maintains various statistical records for department(s) or area(s); maintains complex general and confidential files; updates and/or maintains a web site; may assist in the development of a web site; provides detailed administrative support for assigned area(s)/department(s); processes and tracks faculty schedule changes; troubleshoots and resolves scheduling problems; monitors enrollments and faculty loads; delivers, retrieves and sorts area/departmental mail; may supervise and organize the work of student employees and short-term, non-continuing personnel, including monitoring of time sheets; may serve as a lead worker to other classified staff in the area.

APPLICATION PROCEDURES

In order to be given priority consideration for this position, applicants must submit AN ORIGINAL PLUS ONE COPY OF EACH of the following documents by the priority filing deadline:

  1. A completed Santa Rosa Junior College Classified Application Form and Personal Data Form. Voluntary Data Form is optional.
    • If applicable, completed Equivalency Application.
  2. A statement describing your demonstrated experience in understanding and being sensitive to the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of community college students and staff.
  3. A cover letter explaining your interest in the position, including how you meet the requirements and are qualified to perform the duties as listed in the Examples of Duties section of this announcement.
  4. Completed Supplemental Questionnaire.
  5. Current Resume.
  6. If applicable, copies of transcripts of all college level course work; unofficial copies acceptable (both sides), but official transcripts must be submitted prior to hiring. If transcripts are from an institution outside of the U.S., applicants must provide a formal evaluation of their foreign degree(s) at the time of application. Contact the Human Resources Department for more information.

PLEASE SUBMIT ONLY MATERIALS REQUESTED.
(In loose-leaf form - no folders or binding please.)

COMPENSATION AND BENEFITS

  • Salary Range: $3,541 - $4,306 per month (2013/14 Salary Schedule); maximum initial placement at $3,905 per month (placement within this range is based on assessment of previous experience as documented in application materials).

  • Fringe benefits: The District offers a competitive health & benefits package for employees and eligible dependents (benefits are pro-rated for part-time employees).

  • Leave/Holiday time: Full-time classified members earn 8 hours of sick leave and start off accruing 6.67 hours of vacation for each month worked (accrual rate increases after third year of employment and rates are pro-rated for part-time employees). Employees are also compensated for holidays recognized by the District (14 holidays/year, pro-rated for part-time employees).

Classified employees are required to become a dues paying member of the Service Employees International Union SEIU), or pay a service fee.


MORE ABOUT SRJC


Application Materials & Procedures

To download job announcements and application materials, please go to http://www.santarosa.edu/hr/job-openings/job-openings.php or contact us to be mailed the materials to apply :

Human Resources Department

Santa Rosa Junior College

PHYSICAL ADDRESS: 1988 Armory Drive

MAILING ADDRESS: 1501 Mendocino Avenue

Santa Rosa, CA 95401

PHONE (707) 527-4954

FAX (707) 527-4967

EMAIL bhodenfield@santarosa.edu


The office is located in the Button Building on the college campus and is open from 8:00 a.m. to 5:00 p.m., Monday through Friday.

All documents included in your application file become the property of the college and will not be returned. Your file for this opening will not be considered for future openings. New documents must be submitted for each opening.

It is the candidate's responsibility to be sure that ALL required materials are in the Human Resources Department by 5:00 p.m. on the priority filing deadline to be given priority consideration. Applications received after the priority filing deadline will be considered only if the initial priority screening is unsuccessful.

Following the priority filing deadline, applications which are complete for screening will be forwarded to a screening committee for review. Approximately 15 to 20 days later, we will notify you whether or not you have been chosen for interview. Those applicants most suitably qualified for the position will be invited to appear for oral interviews before a Screening Committee. The Screening Committee may include representatives from the Faculty, the Administration, the Classified Staff, the Student Body, and the Board of Trustees.

Although Santa Rosa Junior College does not reimburse candidates for expenses related to the first interview, candidates traveling from out of the area for administrative or full-time faculty positions who are selected as finalists will be offered a travel stipend for their administrative interview(s).

If you are in need of special services or facilities due to a disability in order to apply or interview for this opening, please call the Human Resources Department.

CONDITIONS OF EMPLOYMENT (Prior to beginning employment):

  1. In accordance with Federal Law all employees must provide proof of eligibility to work in the United States.
  2. Pass a pre-employment physical examination.
  3. Must be fingerprinted and have background clearance (at applicant's expense); and
  4. Must take a TB test (once hired and every four years thereafter).

The Jeanne Clery Annual Security Report, which includes personal safety and crime prevention information, related District policies, and District crime statistics, is available at www.santarosa.edu/police or paper copies are available upon request from the District Police Department.

Equal Employment Opportunity

SRJC attracts and retains the most qualified faculty and staff from diverse backgrounds. This is achieved through an inclusive recruitment strategy and a rigorous, thorough hiring process that begins with the fair and consistent evaluation of each application for minimum qualifications and demonstrated skills specific to each position. Because the ability to serve students from broad cultural heritages, socioeconomic backgrounds and genders is a key commitment of the College mission, SRJC actively encourages applications from candidates who recognize the value that diversity brings to a professional educational community.