Senior Administrative Assistant

Salary : $63,480.00 - $87,540.00 Annually Location : Districtwide (Ventura County CA), CA Job Type: Classified Job Number: 2024-00352a Department: Districtwide Opening Date: 11/19/2024 Closing Date: 12/4/2024 11:59 PM Pacific Description WHAT YOU'LL DO Under the direction of an assigned supervisor, perform a wide variety of complex administrative and secretarial support duties requiring considerable independence and discretion to relieve an administrator of a variety of administrative details. There are currently two full-time (12 months/year, 40 hours/week) vacancies located at Oxnard College. One vacancy is bilingual (English/Spanish), with the bilingual stipend pending Board approval at the January 2025 board meeting. 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. WHERE YOU'LL WORK Oxnard College was founded in 1975 and is the newest of the three community colleges in the county. Set on 118 acres and located two miles from Pacific Ocean beaches, the college is easily accessible by the Ventura Freeway (Highway 101) or the Pacific Coast Highway. More information about Oxnard College can be found on the Oxnard College website. WHO WE ARE The Ventura County Community College District (VCCCD) is a public community college district serving residents throughout Ventura County. VCCCD's three colleges - Moorpark College, Oxnard College, and Ventura College - offer programs for transfer to four-year colleges and universities; career technical training, basic skills instruction; as well as community service, economic development, and continuing education for cultural growth, life enrichment, and skills improvement. The Ventura County Community College District recognizes that a diverse community of faculty, staff, and administrators promotes academic excellence and creates an inclusive educational and work environment for its employees, contractors, students, and the community it serves. With the understanding that a diverse community fosters multi-cultural awareness, promotes mutual understanding and respect, and provides role models for all students, VCCCD is committed to recruiting and employing a diverse and qualified group of administrators, faculty, and staff members who are dedicated to the success of all college students. The Ventura County Community College District does not engage in any employment practice that discriminates against any employee or applicant for employment on the basis of ethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, political beliefs, age, gender, sex, religion, transgender, sexual orientation, marital status, veteran status, and/or physical or mental disability. SALARY PLACEMENT New Employees: Generally, new employees are placed on the first step of the appropriate range of the salary schedule. Current Employees: An employee who is promoted will be placed on the salary step of the new range of the appropriate salary schedule that provides a minimum increase comparable to a one-step increase in salary. New and current employees may be eligible for advanced step placement as outlined in Representative Duties Gather and synthesize a variety of statistical and financial data; prepare routine and non-routine administrative reports that require the analysis and interpretation of data; develop, format, and revise technical and statistical charts, graphs, and flowcharts in order to present information. E Create, organize, update, and maintain computer-based tracking systems such as databases and statistical spreadsheets used to track, maintain, and present data. E Plan and organize work activities; recommend improvements to work flow, procedures, and the use of equipment and forms; implement improvements as approved; develop, revise, and maintain standardized and master documents. E Coordinate and oversee complex and large special events; monitor event budgets and timelines. E Arrange and coordinate meetings for boards, commissions, and outside agencies; prepare and distribute agenda packets and correspondence; attend meetings and take, transcribe, and ensure proper distribution of minutes and verbatim transcripts. E Serve as liaison between assigned office and the general public, staff, and outside groups and agencies; provide general and specialized information and assistance that requires the use of judgment, tact, and sensitivity and the interpretation of policies, rules, and procedures; independently resolve complaints; explain programs, policies, and activities related to specific program area of assignment. E Manage the calendar of an administrator with an exceptional level of detail while anticipating needs and preferences of the assigned administrator; keep the administrator informed of appointments, priorities, and deadlines through multiple channels and in a timely and efficient manner. E Proofread, verify, and review a variety of material and reports for accuracy, completeness, and conformance with established standards, regulations, policies, and procedures; ensure materials are accurate and complete. E Compose a variety of documents and forms including reports, correspondence, memoranda, meeting agendas, legal documents, and other specialized materials from rough draft, dictation, modified standard formats, and brief verbal instructions. E Design and produce newsletters, brochures, technical handouts, and other specialized documents using desktop publishing software and other computer applications. E Coordinate travel arrangements; type itineraries, request travel advances, compile expense reports, and process conference reimbursement and other requests. E Receive, open, and distribute correspondence and email; identify and refer matters in order of priority; independently resolve issues of a less complex nature. E Assist in assembling and preparing the annual department budget and contracts; monitor expenditures against budget; prepare purchase requisitions and requests for payment. E Monitor inventories of supplies and materials; prepare purchase requisitions and requests for payment. E Maintain calendar of activities, meetings, and various events for assigned staff; coordinate activities and meetings with multiple departments, the public, and outside agencies. E Monitor and update the district website to ensure data and information presented is up-to-date and easy to comprehend. E Provide training, work direction, and guidance to others as assigned. E Work collaboratively and professionally with faculty, staff, students, and stakeholders from diverse academic, socioeconomic, cultural, disability, gender identity, and ethnic communities. E Demonstrate cultural humility, sensitivity, and equity-mindedness in working with individuals from diverse communities; model inclusive behaviors; and achieve equity in assignment-related outcomes.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: Two years of administrative support experience Supplemental Information EXAMINATION AND SELECTION PROCESS: 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 the posted deadline date on this bulletin. The examination process may consist of any of the following components: A) Written/Performance Test Qualifying (pass/fail) B) Technical Interview 100% weighting on final score The written/performance examination may consist of any of the following components: Sentence Clarity Reading Comprehension MS Word MS Excel WRITTEN TEST DATE RANGE AND LOCATION : Date Range: Thursday , December 5, 2024 to Tuesday, December 10, 2024 Location: All candidates who meet the minimum qualifications will be emailed a link to the test on Thursday, December 5, 2024 and will have until 11:59 pm on Tuesday, December 10, 2024 to complete the test. To participate in the written/performance test, you must have access to a computer and a reliable connection to the internet. The top candidates with the highest passing scores on the written/performance test will be invited to the technical interview. TECHNICAL INTERVIEW DATE RANGE AND LOCATION: Date Range: Tues day, December 17, 2024 to Monday, December 23, 2024 Location: The Technical Interview will be conducted remotely, using Zoom. To participate, you must have access to a computer with a camera, microphone, speakers, and a reliable connection to the internet. The examination components and dates are subject to change as needs dictate. All communication regarding this process will be delivered via email. SUBMISSION OF APPLICATION: Applicants must meet the minimum qualifications as stated, including the possession of licenses, certifications, or other requirements, by the filing deadline in order to move forward in the recruitment process. You must attach copies of any documents that demonstrate your attainment of the minimum qualifications (e.g., unofficial transcripts, foreign transcript evaluation, copies of any required licenses, and/or certifications). Failure to submit any required documents may result in disqualification. All required documentation must be attached to your application; Human Resources 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. 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. Duration of work experience is calculated based off a standard 40 hour full-time work week. Part-time work experience will be prorated based off a standard 40 hour full-time work week. 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 supplemental questionnaire (if applicable), outline in detail your education, training (such as classes, seminars, workshops), and experience. 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 regular appointments made from eligibility lists for initial appointment or for promotion, with certain exceptions, shall be probationary for a period of six (6) months or one hundred thirty (130) days of paid service, whichever is longer. Classified management, police, and designated executive classifications shall be probationary for a period of one (1) year of paid service from initial appointment or promotion. 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 in an email to HRMailvcccd.edu including an explanation as to the type and extent of accommodation needed to participate in the selection process. DEGREE INFORMATION: If a degree/coursework is used to meet minimum qualifications, an official copy of your transcripts will be required upon hire. 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. Visit the Council for Higher Education Accreditation (CHEA) or the U.S. Department of Education to search for institutions that are recognized as accredited. If you need your transcripts evaluated, please review the list of agencies approved for foreign transcript evaluation. If applicable, an official copy of your foreign transcript evaluation will also be required upon hire. For more information about the recruitment process at VCCCD, including responses to Frequently Asked Questions, please visit our Classified Careers page. 01 PLEASE READ THE FOLLOWING STATEMENT: Answer the following questions as truthfully and accurately as possible. You are not expected to answer at the highest level of each of these items to be qualified. The application will be evaluated for minimum qualifications. Your responses to the supplemental questions below may also be used to determine your qualifications beyond the minimum qualification requirements for this classification in a training and experience (T&E) evaluation. Referring to your application/resume, listing "see resume", or incomplete responses will NOT qualify as a response to any question. Questions that are answered in this method will be considered INCOMPLETE and may result in DISQUALIFICATION. You are required to answer ALL of the supplemental questions as truthfully and accurately as possible. Your responses to these questions are subject to verification and may be assessed in subsequent examination parts. All experience, education, training, and certification must be included in your application in order to be considered. Any sign of deliberate misinformation or intentional exaggeration will result in disqualification from this examination process and possible bar from future employment opportunities with the Ventura County Community College District (VCCCD). Select "Yes" if you have read, understood, and agree to the above statements. Select "No" if you have read, understood, and DO NOT agree with the above statements and voluntarily withdraw your application for this position. Yes No 02 What is your highest level of education? No education High School Diploma or GED equivalent Some college coursework but less than 60 semester or 90 quarter units Associate's Degree or two years of college-level coursework (60 semester or 90 quarter units) Bachelor's Degree Master's Degree Doctorate Degree 03 Which of the following best describes the amount of full-time (or pro-rated part-time) experience you possess providing administrative support? No experience Less than 1 year At least 1 year, but less than 2 years At least 2 years, but less than 3 years At least 3 years, but less than 4 years At least 4 years, but less than 5 years At least 5 years, but less than 6 years 6 or more years 04 Candidates who are successful in this examination process may be contacted for future employment opportunities (within this classification) that may be at a different site than where the current vacancy is located. Which locations within VCCCD are you willing to work? (Check all that apply.) You will only be considered for vacancies at locations at which you indicate you are willing to work in response to this question. For Classified recruitments only: Please be aware that if you decline an interview and/or offer of employment three (3) times for one classification, you will be removed from the eligibility list for that classification. District Administrative Center (Located in Camarillo) Moorpark College Oxnard College Ventura College 05 Please indicate the type of job (fulltime and/or part-time) AND the type of work (regular and/or temporary) that you are willing to accept. (Check all that apply). You will only be considered for vacancies with the type of job AND work that you are willing to accept. Fulltime Job Part-Time Job Regular/Permanent Work Temporary Work 06 Are you willing and able to accept a bilingual (English and Spanish) assignment? Yes, I am willing and able to accept a bilingual (English and Spanish) assignment No, I am not willing and able to accept a bilingual (English and Spanish) assignment 07 The testing process will require access to a computer with a camera, microphone, speakers, and a reliable connection to the internet. If you do not have access to one or more of these components and would like to request alternate testing accommodations, please indicate so below. I do NOT have access to one or more of the required components and would like to request alternate testing accommodations. I have access to ALL of the required components and do not need alternate testing accommodations. Required Question