Substitute-Administrative Assistant III Continuous Applicant Pool

Administrative Assistant III

This is a substitute pool. Positions may be fulltime or part time, based on the needs of the District. Administrative Secretary has recently been re-classified to Administrative Assistant III. Basic function: Under the direction of a Dean or Director, provide complex secretarial and administrative support to the head of a major division; plan, organize, coordinate and participate in clerical operations specific to the administrator's assigned areas of responsibility.

Representative duties include organizing and managing the day-to-day activities of the administrator's office to assure efficient and effective office operations; coordinating communications; performing complex duties to relieve the administrator of detail. Assume responsibility for a variety of specialized functions and projects related to area of assignment as directed by assigned administrator. Perform complex and responsible administrative assistance duties requiring specialized and extensive knowledge of an assigned area of educational administration. Receive and transcribe dictation of letters and memoranda, including material of a confidential nature; prepare correspondence and memoranda independently or from oral instructions. Type a wide variety of materials such as correspondence, reports, forms, applications, memoranda, letters of recommendation and other documents. Serve as office manager and receptionist for the administrator; greet visitors and answer phones; order and maintain supplies; organize and establish filing and recordkeeping systems; open, route and sort department mail. Initiate and answer telephone calls; screen and direct calls and visitors to appropriate personnel; schedule and confirm appointments and meetings and maintain administrator's calendar; arrange travel accommodations as necessary. Provide information and answer questions from students, District personnel and the general public regarding District programs, policies, procedures and regulations. Maintain a variety of complex files and records; maintain budget and other financial records; record expenditures, transfer funds and maintain current account balances. Make decisions in accordance with laws and regulations and apply them to problem situations; receive and resolve complaints. Compile information and data for reports and assist in the preparation of statistical and narrative reports; conduct research as required. Inspect documents, forms, records and other materials for accuracy and completeness; process a variety of forms and documents according to established procedures; assure conformance to established guidelines and standards. Prepare agenda items for meetings; take and transcribe minutes and distribute to appropriate personnel. Maintain confidentiality of records and information, including information regarding Board, District, personnel, student or controversial matters. Compose correspondence independently; determine appropriate format and presentation; develop and revise forms. Coordinate communication and activities with other District departments and personnel, students, educational institutions, vendors, other outside organizations and the public. Operate a variety of office equipment including microcomputer, calculator, copy machine, facsimile machine and dictation equipment; input and retrieve computerized data. Train and provide work direction and guidance to others as assigned; coordinate office workflow to assure the proper and timely completion of work. Perform related duties as assigned.

Administrative Secretary has recently been re-classified to Administrative Assistant III. Job description above indicates the duties of the Administrative Secretary, as the job duties for Administrative Assistant III are still being completed, in line with the recent update/re-classification.

Minimum Qualifications

Education and experience: Any combination equivalent to: graduation from high school supplemented by college-level course work in secretarial science and three years increasingly responsible secretarial and clerical experience, preferably including experience in an educational setting. Important: To be considered for the position applying for, applicants must submit the required items by the deadline, which include: online IVC application, current resume, and ALL unofficial transcripts. All attachments will be uploaded into the online application. Applications which do not include all of the required materials will not be forwarded to the screening committee for consideration. Materials submitted become property of the District and will not be returned, copied, or considered for other openings.

Supplemental Information

This is a substitute pool. Positions may be fulltime or part time, based on the needs of the District. Range 19 on the Classified Salary Schedule: Initial salary placement will be no higher than a Step 1. Please review current salary schedule. Administrative Secretary has recently been re-classified to Administrative Assistant III. Pay range above has been listed in accordance with this update/re-classification. For additional inquiries please contact: Gina Snow HR Recruiter Phone: View phone number on click.appcast.io Email: View email address on click.appcast.io

EEO Information

Imperial Valley College is an equal opportunity employer and does not discriminate against persons on the basis of race, religion, national origin, sexual orientation, gender, gender identity and expression, marital status, age, disability, pregnancy, medical condition, or covered veteran status. Commitment to equity and diversity: With the goal of ensuring the equal educational opportunity of all students, Imperial Valley College embraces diversity among students, faculty, staff, and the communities we serve as an integral part of our history, a recognition of the complexity of our present state, and a call to action for a better future. Embracing diversity means that we must intentionally practice equity and respect toward one another, and understand that discrimination and prejudices create and sustain privileges for some while creating and sustaining barriers for others. In order to embrace diversity, we also acknowledge that institutional discrimination and implicit bias exist, and that our goal is to eradicate those vestiges from our system. Our commitment to diversity requires that we strive to eliminate those barriers to equity, and that we act deliberately to create a safe and positive environment where individual and group differences are valued and leveraged for our growth and understanding as an educational community.

To advance the goals of diversity, equity, inclusion, and social justice for the success of students and employees, we must honor that each individual is unique and that our individual differences contribute to the ability of the college to prepare students on their educational journeys. This requires that we develop and implement policies and procedures, encourage individual and systemic change, continually reflect on our efforts, and hold ourselves accountable for the results of our efforts in accomplishing our goals.

We are invested as a community in cultivating and maintaining a climate where equity and mutual respect are both intrinsic and explicit by valuing individuals and groups from all backgrounds, demographics, and experiences. Individual and group differences can include, but are not limited to the following dimensions: race, ethnicity, national origin or ancestry, citizenship, immigration status, sex, gender, sexual orientation, physical or mental disability, medical condition, genetic information, marital status, registered domestic partner status, age, religion, creed, military or veteran status, socioeconomic status, and any other basis protected by federal, state or local law or ordinance or regulation. We acknowledge that the concept of inclusion and diversity is ever-evolving, thus we create space to allow our understanding to grow through the periodic review of this statement. In service of these goals, Imperial Valley College is committed to fostering an employment environment that offers equal employment opportunity for all and an educational environment that ensures the equal educational opportunity of all students.

The College Imperial Valley College is co-recipient of the 2023 Aspen Award for Community College Excellence. It offers a full range of associate degrees, professional certificates and basic skills courses as well as a comprehensive array of university transfer and education courses. IVC has an annual full-time enrollment of more than 10,000 students. The Aspen award committee noted that IVC has created one of the nation's most effective partnerships with local K-12 systems and has excelled in graduation rates and post-graduation success of its student population. Its student success is based upon IVC's work in eliminating barriers, addressing student challenges and fostering a culture of care in a rural area with high rates of poverty and traditionally low rates of educational attainment. Imperial Valley College is known throughout the region for its outstanding career programs, excellent programs of study in business, quality allied health, renewable energy and public safety programs and for excellent transfer and general education courses. IVC is also a major economic engine in Imperial County. It is responsible for infusing millions of dollars annually into the local economy through its construction projects, general operations and annual earnings of its current students and graduates.

Benefits

Employer/employee paid medical coverage options, dental, vision, and life insurance. Earned annual sick leave. Earned annual vacation leave for classified and confidential classified employees. Enrollment in a California Retirement System.