Administrative Assistant III (Center For Early Childhood Education)

Administrative Assistant III (Center For Early Childhood Education) The Santa Clarita Community College District/College of the Canyons is seeking a full-time Administrative Assistant III in the Instruction division. Salary placement will be on Range 30 of Classified Salary Schedule B. Initial salary step placement for new employees is customarily at step 1, 2, or 3 ($5,767.00 / $6,115.00 / $6,453.00 per month). Probationary period for new Classified Represented employees is six months. Work year is 12 calendar months. The normal workweek for this position is 40 hours. Paid holiday, discretionary, and sick time are provided. Ten vacation days accrue during the first year of employment. A regular work schedule will be assigned, with the ability to occasionally work a flexible schedule as needed with supervisor approval. The Santa Clarita Community College District is committed to achieving educational equity for all students. As presented in our District Strategic Plan, which focuses on Access, Engagement, and Success, "Equity, inclusion, and diversity are not goals in themselves, but ideologies embedded in all actions and planning across all departments and functions of our college and its two campuses." These areas of focus demonstrate a resolve to focus on student success and confirm that we are at the forefront of change with integrated planning efforts that both evolve and anticipate the needs of our students. We provide students with a rich and dynamic learning experience that embraces differences – fostering healthy inclusion through inquiry, shared dialogue, and reflection to ensure that we promote a sense of community, collegiality, and cooperation. When you join our team at the Santa Clarita Community College District, you can expect to be part of an inclusive, creative, flexible, innovative, and equity-focused community that engages students, each other, and the community in scholarly inquiry, creative partnerships, and the application of knowledge and success. We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities, and orientations. Therefore, we prioritize applicants who demonstrate they understand the benefits diversity brings to a professional educational community. The successful candidate must be an equity-minded individual committed to collaborating with faculty, classified staff, administration, students, and community partners who share our commitment to closing equity gaps. The Santa Clarita Community College District seeks leaders possessing a strong grounding in academic and student services programs and a thorough understanding of the primary mission of the community college. We seek employees that value mentorship and working in a collegial, collaborative environment, who are conscientious risk takers and transformational leaders guided by a commitment to helping all students achieve their educational goals. Under the supervision of the Program Director, as well as work direction from Associate Director, the Administrative Assistant performs customer service, receptionist, clerical and fiscal duties in support of the daily operation of the Center for Early Childhood Education. Responsibilities include, but are not limited to the tasks prescribed in essential duties. Performs other related duties as assigned. Example Of Duties The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class. Acts as program receptionist. Interacts with faculty, staff on both the Valencia and Canyon Country campus, and the community by telephone, email, and in-person concerning a wide range of subjects relating to the Early Childhood Education – Children's Center, requiring a thorough knowledge of policies, regulations and procedures. Refers individuals to appropriate faculty and staff members. Welcomes visitors and maintains logs, assists with student observations and/or referring to directors. Maintains a positive physical presentation of external office space to include welcoming reception area, attractive and easily accessible signage and materials, and well organized office functions. Maintains and monitors all Center budget and financial record systems, including tracking family tuition payments, processing purchases, requisitions and invoices, and collecting fundraising fees. Organizes and maintains school enrollment records and child information within the Center's Childcare Management Software, including inputting and updating tuition charges, processing deposits, reconciling family ledger accounts, maintaining classroom and attendance records, tracking schedule changes for children and entering enrollment, emergency, allergy and immunization data. Monitors the arrival and departure of children's sign-in/out procedures according to licensing regulations. Assembles children's files/enrollment packets maintains waiting lists, keeps daily Center counts, clears and documents daily absences in communication logs to monitor excused, unexcused and best interest day absences of children receiving funded childcare enrollment, relays daily called-in absences/information to teachers and Center staff. Reviews enrollment/eligibility information for accuracy and completeness. Maintains children's files and keeps records in compliance for audit and review. Maintains mailboxes (child/staff), assists in communication with families and staff distributes approved snack/lunch menus, and maintains conference schedules and center tours. Assists with annual priority registration mailings. Prepares Annual Immunization Report for the State of California Health & Welfare Agency. Gathers information, keeps accurate records, and assists with various state, federal and local reports (i.e. licensing, accreditation, and food program). Assists with the needs of the Center Advisory Committee (i.e. maintaining RSVP list for workshops, collecting donations (monetary and in-kind), and distributing flyers and notices. Performs routine administrative tasks including word processing and data entry, faxing and photocopying, and the ordering/maintenance of office supplies, maintains a variety of office files and records, picking up and distributing mail and publications, reviews and screens incoming correspondence and communications and refers matters to other staff as appropriate. Assembles and composes correspondences independently or in accordance with general instructions and making change recommendations on a wide variety of typed formats, such as forms, notices, flyers, newsletters and other documents necessary for center operation. Assists with providing work direction, monitoring work schedules, and assisting with training for college assistants and short-term (hourly) employees. Performs other related duties as assigned. Demonstrated Knowledge and Abilities: Position requires ability to: Learn, interpret, and apply legal mandates, policies, regulations and guidelines and operational procedure. Work effectively and demonstrate currency of knowledge with computers and other forms of advanced technology utilized in providing high-quality services. Work effectively with the public to communicate program information and demonstrate excellent customer service skills. Apply knowledge of modern office practices and equipment, including automated word processing, record management, filing systems, receptionist and telephone techniques. Type with speed and accuracy using word processing and other business-related software to produce correspondence, reports, and other documents. Perform clerical functions utilizing independent judgment. Develop and maintain cooperative and effective relationships with diverse groups of students, faculty, staff, parents, and outside agencies. Accurately interpret college and program policies, rules and regulations and apply them to a variety of operational situations. Apply knowledge of proper English usage, grammar, spelling and punctuation. Understand and carry out oral and written instructions. Maintain records and files. Prepare clear, concise and comprehensive reports. Demonstrate clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students. Qualifications And Minimum Requirements Minimum Requirements: Experience: Three (3) years of full-time equivalent general clerical and office support experience in a position such as administrative assistant, executive assistant, office manager, office coordinator, etc. Requires working knowledge of MS Word, Excel and PowerPoint. Education: Education equivalent to an Associate's degree (60 semester units) from an accredited institution is required. Two (2) additional years of related experience in addition to that identified above may be substituted for one year (30 semester units) of the educational requirement. Desirable Qualifications: Experience working in an early childhood education center. Advance experience using office technology such as Windows PC applications (Word, Excel, Outlook, PowerPoint, and Access). Knowledge of business office organization and financial record keeping. Experience using specialized institutional software and computerized procedures (e.g., Childcare Management System or enterprise resource planning software such as Datatel/Colleague). Early Childhood Education units. Physical Characteristics: Position requires sitting and viewing a computer monitor for extended periods of time plus frequent periods of standing and walking, which may include climbing staircases; work at a desk, a conference table, or in meeting rooms of various configurations for extended periods of time; dexterity of hands and fingers to operate a computer keyboard and College of the Canyons