Staff Assistant/Administrative Services (Grant Funded) INTERNAL POSTING

Class Purpose

This vacancy is open only to current regular and hourly employees who are members of SEIU Local 1021. Per new Article 8.7 of the Local 1021 hourly contract, this job is being posted for ten (10) working days. Positions assigned to this classification are professional level positions which support and are funded by a categorically funded program/project. Continuation of the position is contingent upon refunding of the program/project. Under general supervision of a Dean, performs clerical and technical work in providing administrative and technical support to the Division, and performs a variety of duties related to the smooth functioning of the Division. This is a grant-funded, full-time position, including funding from the Department of Education Title III Strengthening Institutions Program as well as the Trade Adjustment Assistance Community College Career Training Grant. Continued employment is contingent upon refunding of the position. Service in this position does not accrue towards permanency. Appointment to and continuation in the position is subject to availability of funds.

Examples of Duties

Examples of duties may include, but are not limited to, the following:

• Acts as a technical resource person in the Office of Instruction performing a variety of technical and clerical duties.
• Provides information verbally or in writing where judgment, knowledge, and interpretation of policies and regulations are necessary in response to inquiries for information relating to the Division and its programs.
• Creates computer-based files that permit the management of data, production of technical reports, and maintenance of records. Establishes and maintains complex, interrelated filing systems.
• Performs a wide range of clerical and technical duties related to the operations of the Division including purchasing, personnel, vendor relations, recordkeeping, travel requests, and budgetary control.
• Maintains a variety of administrative and fiscal records.
• Collects data and information pertaining to VEA, grants and special projects.
• Reviews and routes grants applications to appropriate divisions and staff.
• Gathers proper signatures, submits letters of intent and routes to District Office.
• Notifies appropriate divisions of grant status; Completes and submits VEA applications.
• Completes and submits VEA year-end reports as required.
• Assists in interpreting rules and regulations.
• Maintains budgets and year-end reports.
• Updates and processes contracts related to the Office of Instruction.
• Updates college catalog as changes are received.
• Responsible for review and completion of employment and employee status change recommendations to the Board.
• Reviews a variety of data processing reports and follows up as necessary to ensure that problems are resolved.
• Acts as college resource person in class scheduling, instructor assignments, course offerings, and related areas.
• Assists in tracking classified and faculty assignments in the Division and creates files and/or processes personnel action forms, time sheets, absence forms, and other related forms.
• Schedules a variety of appointments, meetings, and staff development activities. Frequently serves as the liaison and first line of contact from within the Division to faculty, students, staff, and the community.
• Performs other related duties as required.

Minimum Qualifications

1. Three (3) years of clerical and technical experience in general office clerical work, including setting up and monitoring of budgets and preparing reports, or any combination of training and experience that could likely provide the desired knowledge and abilities.
2. Demonstrated proficiency in the operation and use of office productivity software for word processing, spreadsheet and database management and presentation software programs (e.g., MS Office Suite, MS Word, Excel, Access and PowerPoint) utilizing personal computers, internet browsers, websites and E-mail.
3. Understanding of, sensitivity to and respect for the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of Peralta Colleges' students, faculty, staff and community.

• Possession of an associate's degree or equivalent from an accredited college or university.
• Experience working in an educational or social service setting.
• Experience working with individuals with disabilities.
• Strong organizational skills and the ability to handle numerous tasks simultaneously, and complete assignments in a timely manner.

• Concepts, techniques, procedures, and other guidelines applicable to the designated area of specialization.
• Administrative and office procedures and practices.
• Basic research and analytical methods.
• Proper and correct English usage, grammar, and punctuation.
• Modern office equipment, including familiarity with data entry and retrieval using computer terminals.

• Perform a variety of difficult technical and clerical work related to the designated area of specialization.
• Establish and maintain cooperative relationships with those contacted in the course of work.
• Analyze situations and make decisions in procedural matters without immediate supervision.
• Speak and write effectively.
• Type with speed and accuracy (45 wpm).
• Learn rapidly a variety of rules and procedures relating to the assigned area of responsibility.
• Train and supervise clerical and student personnel.
• Prepare and maintain accurate and complete records and reports.

Supplemental Information

IMPORTANT APPLICATION INFORMATION AND INSTRUCTIONS

Candidates must clearly demonstrate through their application material that they meet the minimum qualifications of the position. All properly completed applications will be reviewed, and the most appropriately qualified individuals will be invited to continue in the selection process. Examinations for the positions may consist of any combination of written, performance, and oral exams to evaluate the applicant's skills, training, and experience for the position.

The employment application must be completed and submitted online. Applicants must list current and past work experience. Do not indicate "See Resume".

Proof of education such as, but not limited to, university/college transcripts and degrees must be submitted online with your application. Applicants are responsible for attaching proof of education, certification, and/or license to each position for which they apply.

The following documents are required for this position:

1. Resume

2. List of three references

3. Cover Letter

An applicant with a college degree obtained outside the United States must have education records evaluated by a credentials evaluation service. This evaluation must be submitted by the application deadline.

Failure to provide all required documents will result in elimination from the selection process. Official transcripts will be required prior to appointment.

Please note, the District's preferred method of communication with applicants is via e-mail. As such, please ensure you verify the e-mail address on your application, and check your e-mail frequently, including your spam and junk folders.

The successful candidate will be required to undergo a reference/background check (to include a conviction record) and may be required to pass a post-offer pre-employment medical examination including a drug/alcohol screening depending upon job classification. New employees must provide documentation to establish both identity and work authorization. For questions regarding this recruitment, please contact Marshniel Chandra at View email address on click.appcast.io.