Administrative Assistant (Substitute) (DS Risk Mgmt)

Culture of Care :

At the South Orange County Community College District (SOCCCD) we foster a Culture of Care grounded in connection collaboration inclusion and service. We seek employees who contribute to a welcoming student-centered environment and who understand the important role every position plays in advancing student success and strengthening our District community. Our employees build meaningful relationships demonstrate empathy and professionalism and promote a culture of belonging engagement and mutual respect.

Join SOCCCD and be part of a community dedicated to connection purpose and impact. We are seeking collaborative professionals committed to supporting students creating meaningful experiences and contributing to an inclusive and supportive workplace. Every employee helps shape a Caring Districtone where students colleagues and the broader community feel valued respected and empowered. If you are passionate about service and making a positive difference we invite you to bring your talents to our team.

Application Instructions :

• Complete all sections and fields on the application and attach all required documents incomplete applications may not be considered.

• Include all relevant education training and/or experience on the application.

• Do not include any personally identifiable confidential or otherwise unrequested information that does not pertain to job related factors (e.g. social security number date of birth pictures etc.) on your application or attached documents.

• For job postings with a close date all applications received by 11:59 PM (Pacific Time) on the job posting close date will receive consideration.

• For job postings with an initial screening date all applications received by 11:59 PM (Pacific Time) on the job posting initial screening date will receive priority consideration; however typically the job posting will remain open and continue to accept applications until the position is filled.

Description

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION

U nder direction from an appropriate level manager or administratorof record of a single-function program of moderate size staff budget and complexity or the Dean of a large instructional business or student services program performs general administrative secretarial and clerical assistance duties in support of assigned program and administrative academic and classified staff students and the public; OR may serve as secondary administrative support for a larger business instructional or student services division such as an instructional division office.

May receive technical training and work direction from an academic bargaining unit program supervisor an executive assistant or a higher-level administrative assistant.

DISTINGUISHING CHARACTERISTICS

This classification is distinguished from other levels of the Administrative Assistant series in that the Administrative Assistant is the intermediate-level classification of the series. Incumbents are assigned to perform a wide range of administrative support secretarial and clerical duties independently for a single-function program area or to provide secondary support to a large/complex business instructional or student services program. Incumbents at this level typically receive instruction or assistance only as new or unusual situations arise and are knowledgeable of the operating procedures and policies of the work unit upon completion of the probationary period.

REPRESENTATIVE DUTIES

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

Perform secretarial and administrative support duties for assigned administrator; relieve assigned administrator and other staff of a variety of clerical technical and administrative details.

Perform administrative support duties to assist the administrator in meeting reporting requirements functional responsibilities and research objectives; coordinate the office work of the administrator; develop schedules related to division/department activities and services; review update and inform the administrator and others of essential timelines; coordinate the flow of activities through the office in relation to priorities and schedules; ensure the timely completion of work in accordance with established policies procedures and standards.

Utilize electronic technology to correspond with others and to maintain assigned calendars schedules and appointments; coordinate and arrange meetings; coordinate activities with other divisions and departments.

Facilitate communications between assigned supervisor other administrators students academic and classified staff other offices educational institutions public agencies and the general public; interact and relay information questions and decisions regarding the administrators area of assignment; prepare preliminary responses to correspondence for the administrators approval.

Provide staff support to standing and ad hoc committees and other groups as assigned; attend meetings and take notes or record proceedings; prepare and distribute agendas background materials and minutes as appropriate.

Assist supervisor in budget administration; track budget activity and resolve budget issues and problems; process and prepare timesheets for signature; post monitor and track invoices and other expenditures; process budget/expense transfers; prepare purchase requisitions check requests independent contracts and claims for reimbursement of special funds related to assignment.

Order office supplies and materials as directed; ensure their timely receipt and storage; ensure proper functioning of office equipment.

Answer telephones and respond to routine questions and requests for information from administrative management academic and/or classified staff and the general public; communicate information in person or by telephone when judgment knowledge and interpretation of policies and procedures are required.

Train and provide work direction to assigned student workers clerical assistants and other staff as assigned.

Establish and maintain complex interrelated filing systems including confidential files; collect compile and record narrative information statistical and financial data and other information; research and verify information as requested.

Type format proofread duplicate and distribute a wide variety of correspondence reports notices schedules lists forms and other materials according to established procedures policies and standards; type from rough drafts verbal instructions or recorded dictation; compose correspondence related to area of assignment.

Receive mail and identify and refer matters to the administrator in order of priority.

Utilize various computer applications and software packages; maintain and generate reports from a database or network system.

Operate office equipment including computers calculators copiers scanners and other standard office equipment.

When assigned to an instructional division: may assist in the development of the schedule of classes; may participate in the process for the development of new courses/curriculum and/or program offerings and assist in keeping programs up-to-date; may assist in coordinating the use of facilities assigned to the division; may assist with the process of auditing and facilitating the submission of grades and attendance records in accordance with guidelines and time schedules to meet established deadlines.

Perform related duties as required.

QUALIFICATIONS

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

Office procedures methods and equipment including computers and applicable software applications such as word processing spreadsheets and databases.

Principles practices and procedures of business letter writing.

Principles and practices used to establish and maintain files and information retrieval systems.

Principles practices and procedures of fiscal statistical and administrative recordkeeping.

Principles and techniques used in public relations including proper receptionist and telephone etiquette.

Basic mathematical concepts.

Basic research methods and techniques.

Work organization and basic office management principles and practices.

English usage grammar spelling punctuation and vocabulary.

Ability to:

Learn and understand the organization and operation of the assigned division and/or department as necessary to assume assigned responsibilities.

Learn understand interpret and apply administrative and office policies and procedures as well as pertinent laws regulations and ordinances.

Perform a range of administrative secretarial and clerical duties involving the use of independent judgment and personal initiative.

Compile information and write reports business correspondence and procedure manuals using correct English usage grammar spelling punctuation and vocabulary.

Respond to requests and inquiries from students staff or the public; effectively present information in person or by telephone.

Use sound judgment in recognizing the scope of authority.

Exercise good judgment and discretion in analyzing and resolving confidential difficult and sensitive situations.

Type or enter data at a speed necessary for successful job performance.

Take and transcribe dictation if required by the position at a speed necessary for successful job performance.

Research compile analyze and interpret data.

Prepare a variety of clear and concise administrative and financial records.

Implement and maintain filing systems.

Independently compose and prepare routine correspondence and memoranda.

Train and provide work direction to others.

Establish review and revise office work priorities.

Plan and organize work to meet schedules and changing deadlines.

Operate office equipment including computers and utilize word processing spreadsheet and database applications.

Adapt to changing technologies and learn the functionality of new equipment and systems.

Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.

Work effectively with minimal supervision.

Work with exhibit sensitivity to and demonstrate an understanding of individuals from diverse racial ethnic cultural socioeconomic academic disability and other backgrounds.

Communicate clearly and concisely both orally and in writing.

Establish and maintain effective working relationships with those contacted in the course of work.

Report to work on a regular and consistent basis as scheduled to assigned job.

EDUCATION AND EXPERIENCE GUIDELINES

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:

Equivalent to the completion of the twelfth grade supplemented by college-level coursework or specialized training in business administration secretarial science or a related field.

Experience:

Two years of increasingly responsible secretarial and clerical experience preferably in an administrative office of a public agency or in an educational environment.

License or Certificate:

A valid California drivers license and proof of insurability may be required for some positions to drive a District or personal vehicle to attend meetings or pick up/deliver documents or other materials.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Work is performed primarily in a standard office setting. Duties are typically performed at a desk or computer terminal and are subject to noise from office equipment frequent interruptions and frequent contact with students academic and classified staff and others in person and by telephone. At least minimal environmental controls are in place to ensure health and comfort.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; stand or sit for prolonged periods of time; occasionally stoop bend kneel crouch reach and twist; lift carry push and/or pull light to moderate amounts of weight; operate office equipment requiring repetitive hand movement and fine coordination including the use of a computer keyboard; verbally communicate to exchange information; and occasionally travel to other offices or locations to attend meetings or to pick up or deliver materials. Vision: See in the normal visual range with or without correction. Hearing: Hear in the normal audio range with or without correction.

Supplemental Information

Work Schedule: TBD Schedule and shift vary and are subject to change in accordance with the departments needs.

Hours per Week: Up to 25

Employment Conditions and Information:

This is a short-term temporary hourly Non-Bargaining Unit (NBU) assignment not to exceed 160 days and 960 hours per fiscal year (July 1 st through June 30 th ). Short-term temporary NBU positions may only be used on an intermittent seasonal or project basis. Education Code Section 88003 states Short-term employee means any person who is employed to perform a service for the district upon the completion of which the service required or similar services will not be extended or needed on a continuing basis.

After successful completion of the onboarding requirements an individual may be employed by the South Orange County Community College District (SOCCCD) as a short-term temporary NBU employee. Employment will be on an if and as needed basis as determined by the SOCCCD. The assignment may be shortened or extended at any time due to departmental needs with little to no notice. NBU employment is at-will and either party may terminate this working relationship at any time. Neither party shall be required to provide any reason for the separation. NBU employees shall not have reemployment rights or recourse to petition to be reinstated.

NBU employees are limited to working in a single position within one department and at one worksite. ASL Interpreters and Art Models are the only exceptions to the single-worksite requirement. NBU employees may not work remotely and must be supervised while performing their assigned duties.

NBU employees are paid on a monthly basis. The payroll reporting period is from the 1 st of the month to the last day of the month. NBU employees are paid on the 10th of the following month.

Example : For the following reporting period: January 1 st through January 31 st the NBU employee will be paid on February 10 th .

NBU employees who work more than 1000 hours per fiscal year are required to contribute to the California Public Employees Retirement System (CalPERS) through payroll deduction. The SOCCCD does not intend to employ NBU employees for more than 960 hours during any fiscal year.

Notice to all Candidates for Employment :

The Immigration Reform and Control Act of 1986 Public Law 99-603 requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country. The South Orange County Community College District (SOCCCD) will not sponsor any visa applications.

Employees must reside in California while employed with the SOCCCD.

California Public Employees Retirement SystemandCalifornia State Teachers Retirement System :

A California Public Employees Retirement System (CalPERS) retiree may not accept employment as a CalPERS retired annuitant (i.e. extra help or interim or acting for a vacant position) with the SOCCCD until after the first 180 days of retirement. Anyone retired from CalPERS accepting employment in a position that qualifies for membership in CalPERS with the SOCCCD will be required to reinstate as an active CalPERS member. Please contact CalPERS for additional information regarding your retirement status.

Any active vested member of California State Teachers Retirement System (CalSTRS) who accepts employment with the SOCCCD to perform service that requires membership in CalPERS is eligible to elect to continue retirement system coverage under CalSTRS.

Disability Accommodations :

If you require special accommodations in the application and/or evaluation process please notify Human Resources at least two (2) business days prior to the job posting close or initial screening date by either calling or sending an e-mail to

Attendance Requirement :

All SOCCCD employees are required to report to work on a regular and consistent basis as scheduled to assigned job.

Campus Crime and Safety Awareness :

Information regarding campus crime and safety awareness can be found at or . Paper copies are available in the Human Resources office upon request.

Non-Discrimination Notice :

The SOCCCD provides access to its services classes and programs without regard to national origin immigration status religion age gender gender identity gender expression race ethnicity color medical condition military and veteran status genetic information ancestry sexual orientation marital status physical or mental disability pregnancy or because they are perceived to have one or more of the foregoing characteristics or based on association with a person or group with one or more of these actual or perceived characteristics.

California Fair Chance Act :

The SOCCCD will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check if the SOCCCD is concerned about a conviction that is directly related to the job you will be given the chance to explain the circumstances surrounding the conviction provide mitigating evidence or challenge the accuracy of the background report.

Diversity Equity Inclusion and Access :

The SOCCCDis looking for equity and inclusion-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to the understanding of diverse academic socioeconomic cultural disability gender identity sexual orientation and ethnic backgrounds present within our community.

The SOCCCD is committed to ensuring that all students have the opportunity to succeed in their classes and as such to eliminating institutional barriers that disproportionately impact students of color. Irvine Valley College and Saddleback College are deeply committed to fostering an inclusive environment where students staff and faculty from diverse backgrounds can thrive academically and professionally.

Irvine Valley College (IVC) serves approximately 21584 students reflecting a rich diversity: 41% Asian 2% Black/African-American 21% Hispanic/Latino 8% Southwest Asian and North African 5% two or more races and 21% White in Fall 2024.

Similarly Saddleback College (SC) serves around 25789 students with demographics showing 12% Asian 2% Black/African-American 29% Hispanic/Latino 5% two or more races and 47% White in Fall 2024.

These numbers underscore the importance of our commitmentto eliminating equity gaps across all student demographics through implementing dynamic student-centered practices and support the academic and career success of our diverse student body we seek a candidate who will actively contribute to our mission of inclusivity and support. The ideal candidates values will align with SOCCCDs goals for Diversity Equity and Inclusion (DEI) and Equal Employment Opportunity (EEO).

Equal Employment Opportunity :

The District is committed to the principles of equal employment opportunity and providing a workplace that is compliant and free of discrimination and harassment. All qualified applicants are evaluated for employment without regard to ethnicity or race color religious creed sex sexual orientation gender gender identity gender expression national origin ancestry disability medical condition genetic information age veteran status political or organizational affiliation or any other protected characteristic in compliance with federal and California law.

THE SOCCCD IS AN EQUAL OPPORTUNITY EMPLOYER

Required Experience:

Junior IC