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Administrative Assistant, Chancellor's Office (Confidential)

Administrative Assistant, Chancellor's Office (Confidential)

Ventura County Community College District

Salary: $55,260.00 - $76,260.00 Annually

Job Type: Classified

Job Number: 2018-00941

Location: Districtwide (Ventura County CA), CA

Department: DAC/Educational Services

Closing: 9/27/2018 11:59 PM Pacific

Description
This recruitment is being conducted to establish a list of eligible candidates that will be used to fill district-wide, current and upcoming, temporary and regular vacancies for the duration of the list, not to exceed one year. The immediate vacancy is a 12-month, 100% position located at the District Administrative Center in Camarillo, CA.

Under the general supervision of the Chancellor or the Chancellor's administrative designee, performs a full range of sensitive, highly responsible, and confidential office administrative, secretarial, and technical support functions of both a general and specialized nature in support of the Chancellor's Office.
Representative Duties
Provide general and specialized information and assistance to faculty, staff, students, members of the Board of Trustees, and the general public that may require the use of judgment, tact, and sensitivity; explain programs, policies, and activities as appropriate; receive and screen office visitors and telephone callers. E

Coordinate activities with other District departments and personnel, members of the Board, students, educational institutions, vendors, other outside organizations, and the public. E

Assist the Chancellor's Office with technical and general administrative work pertaining to operational and administrative matters; refer callers and complaints to most suitable staff as appropriate. E

Research, collect, and compile information in support of general functions from various sources on a variety of specialized topics; compile, prepare, enter, and maintain data from various sources in a database or electronic information management system. E

Assist in the development and implementation of improvements to internal workflow and procedures for the Chancellor's Office; develop and revise office forms and report formats as required. E

Compose, format, edit, type, proofread, duplicate, distribute, and process electronic and print correspondence, agendas, notices, lists, forms, memoranda, calendars, narrative and statistical reports, manuals, presentations, brochures, and other materials using appropriate software; provide administrative support to Board committees as required. E

Maintain current financial and budget information; monitor budget expenditures; prepare, review and issue check requests as required. E

Assist in the development of Board and committee agendas; input items into BoardDocs. E

Take and transcribe dictation, including confidential material; record and transcribe minutes from various meetings, including confidential meetings and Board meetings; administer BoardDocs during various public Board meetings. E

Schedule and confirm appointments and meetings; maintain an administrator's calendar; arrange travel accommodations as necessary. E

Establish and maintain complex, interrelated paper based and electronic filing systems including confidential files. E

Ensure the integrity, accuracy, and confidentiality of records and information regarding Board, District, personnel, student, and controversial matters, including information that contributes to the development of management positions with respect to employer-employee relations. E

Open, route and sort mail; identify matters that may be resolved independently and refer other matters to the administrator in order of priority. E

Train and provide work direction and guidance to others as assigned. E

Perform related duties as assigned.

E = Essential Duties
Minimum Qualifications
Any combination equivalent to:

Education: A bachelor's degree from a recognized college or university.

Experience: Three years of increasingly responsible administrative secretarial experience.
Supplemental Information
This is an examination open to the public and current district employees seeking a promotional opportunity. To ensure consideration, please submit your application materials by September 27, 2018.

The examination process will consist of any of the following components:

A) *Written/In-Basket/Performance Test= Qualifying (pass/fail)
B) Technical Interview = 100% weighting on final score
*The written/performance examination will consist of the following components:
• In-Basket Exercise
• **Keyboarding mailto:(@ 45 NWPM)**An original typing/keyboarding certificate issued within the past year will be accepted in lieu of the Keyboarding Skills Test if submitted at the time of testing. You may submit it by uploading it with your application materials or bringing a copy on the scheduled testing day.

Applicants must meet minimum qualifications stated by the filing deadline in order to move forward in the testing process. Those candidates who meet the minimum qualifications will be invited to the multiple choice test. Those with the highest scores on the multiple choice test will be invited to the technical interview. The examination process is subject to change as needs dictate. All communication regarding this process will be delivered via email.

WRITTEN/PERFORMANCE TEST DATE RANGE AND LOCATION:
Date Range: Monday, October 8, 2018 to Friday, October 12, 2018
Location: Ventura County Community College District
761 E. Daily Drive, Suite 200
Camarillo, CA 93010

TECHNICAL INTERVIEW DATE RANGE AND LOCATION:
Date Range: Monday, October 29, 2018 to Friday, November 2, 2018
Location: Ventura County Community College District
761 E. Daily Drive, Suite 200
Camarillo, CA 93010

The above date is subject to change. Candidates will be notified of any scheduling changes via email.

SUBMISSION OF APPLICATION:
ONCE YOU HAVE SUBMITTED YOUR APPLICATION YOU WILL NOT BE ABLE TO MAKE REVISIONS TO YOUR APPLICATION MATERIALS.

When completing the application, please make sure you include ALL current and previous employment in the Work Experience section of the application and complete ALL fields, including the name and contact information for your supervisors. Experience that is included in the resume but not in the Work Experience section of the application may not be considered for the purpose of determining whether you meet the minimum qualifications. When completing the application, outline in detail your education, training (such as classes, seminars, workshops), and experience.

All required documents must be submitted by the applicant. Human Resources Department staff will not upload your documents for you. The VCCCD does not accept letters of recommendation for classified positions. Please do not attempt to attach letters of recommendation to your application.

ELIGIBILITY LIST:
Upon completion of the examination, the eligibility list will be compiled by combining the final examination score with applicable seniority and veteran's credits, if any. The candidates will be ranked according to their total score on the eligibility list. Certification will be made from the highest three ranks of the eligibility list. This eligibility list will be used to fill current vacancies for up to one year from the date of the technical interview.

PROBATIONARY PERIOD:
All appointments made from eligibility lists for initial appointment or for promotion shall be probationary for a period of six (6) months or one hundred thirty (130) days of paid service, whichever is longer.

ACCOMMODATIONS:
Individuals with disabilities requiring reasonable accommodation in the selection process must inform the Ventura County Community College District Human Resources Department in writing no later than the filing date stated on the announcement. Those applicants needing such accommodations should document this request including an explanation as to the type and extent of accommodation needed to participate in the selection process.

FOREIGN DEGREES:
If you have a foreign degree and the institution from which your degree was granted is not recognized as accredited by the Council for Higher Education Accreditation (CHEA) or the U.S. Department of Education, foreign transcript evaluation is required if the foreign degree/coursework is used to meet minimum qualifications. The foreign transcript evaluation must be included with your application materials. To search institutions that are recognized as accredited by CHEA or the U.S. Department of Education, visit http://www.chea.org/search/search.asp or http://ope.ed.gov/accreditation/search.aspx. For a list of recognized organizations providing transcript evaluation services, visit http://www.naces.org/members.htm.

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT:
The Ventura County Community College District is committed to the principles of equal employment opportunity. It is the District's policy to ensure that all qualified applicants for employment and employees have full and equal access to employment opportunities and are not subjected to discrimination in any program or activity of the District on the basis of ethnic group identification, race, color, national origin, religion, age, sex, physical disability, mental disability, ancestry, sexual orientation, language, accent, citizenship status, transgender status, parental status, marital status, economic status, veteran status, medical condition, or on the basis of these perceived characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics.

To apply, please visit http://apptrkr.com/1295392

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