Administrative Support Assistant II - MiraCosta Community College Public Information Office (PIO) 2023. (2023)

Job offer

Job description/essential: Printing

Administrative Support Assistant II - Public Information Office (PIO) 2023
miracosta college
For details and to apply, visit https://apptrkr.com/4191244
Type of assignment: full time
Task Category: General Position
Job details:
Permanent full-time position, 40 hours per week, 12 months per year, at the Oceanside campus. Working hours are generally from Monday to Friday from 8:00 to 16:30. Individuals selected for this position will be assigned to any regional facility during all business hours.
Important: MiraCosta College requires all employees to be vaccinated against COVID-19 in order to maintain a safe and healthy workplace for employees and to promote the health and safety of our campus community. Unvaccinated employees are exposed to a greater risk of contracting COVID-19 and developing a serious illness. This creates greater risks to their personal health and unnecessary disruption to the university community that relies on university programs and services. Effective August 23, 2021, all employees must provide proof of vaccination or apply for and receive approval for a medical or religious exemption prior to the start date. For more information, visit https://www.miracosta.edu/covid/covid-vaccination-requirements.html.
Salary range: 16
Salary: Starting at $57,930 per year (range 16, level 1), with annual salary increases up to level 5. In addition, after five years of service with the district, employees receive long-term compensation that increases over time.
Employees must arrange for their wages to be paid directly to a financial institution of their choice via electronic funds transfer.
Advantage:
MiraCosta College offers a number of benefits to eligible employees.
• District pays 100% of medical, dental and vision insurance costs for qualified employees and dependents • $100,000 in life insurance • Benefit credits of up to $250 per month to help pay for various voluntary options such as supplemental life insurance, disability insurance and health care /Dependent Care Flexible Spending Account (FSA)• Vacation, sick leave and up to 18 days of paid vacation• National Pension System Retirement System (CalPERS)• Free and confidential employee assistance program• Health plan• Participation in the county's early retirement program • Professional development Opportunities • Tuition fee • https://www.miracosta.edu/academics/degree-and-certificate-programs/social-and-behavioral-sciences/child-development/child-development-center/index.html
Duration of the position (months): 12
Application:
To be considered for this position, please submit the following documents directly to the online system and complete your application and receive a confirmation number by the 11:59 p.m. deadline:
1. Application with all relevant experience.
2. An up-to-date resume or resume summarizing your education and experience.
3. Cover letter to screening and interview committee stating how your experience aligns with essential responsibilities, additional responsibilities and desired qualifications.
The screening and interview committee will review the application materials up to three to four weeks after the final/first screening date. Candidates selected for an interview will be contacted by phone; those not selected for interviews will be notified via email when candidates are scheduled for an interview.
The offer of employment to those selected for this position is contingent upon 1) proof of full vaccination against COVID-19* or applying for and receiving approval for a medical or religious exemption; 2) successfully completed pre-registration medical examination at district expense; 3) Submit a valid TB test permit; 4) Evidence of eligibility to work in the United States; 5) Fingerprint authentication; 6) Board approval.
* Individuals are considered complete two weeks or more after receiving the second dose in a 2-dose series (such as Pfizer-BioNTech or Moderna), or two weeks or more after receiving a single dose of the vaccine Receive the COVID-19 vaccine (eg, Johnson & Johnson [J&J/Janssen]).
basic skills:
Coordinates, under general supervision, front office support for the Public Information Office (PIO); performs a range of routine to specialized clerical and administrative support functions that require knowledge of terminology, procedures and practices applicable to the project-specific functional area; provides school district access support, appointment/meeting and event assistance, ordering and receiving supplies and promotional items, processing purchase orders and invoices, and performing related duties as assigned.
Characteristics:
A Level II Administrative Support Assistant differs from a Level III Administrative Support Assistant in that its clerk has greater autonomy in recruiting, selecting, and enrolling program participants.
Basic duties and responsibilities:
The responsibilities below are only intended to illustrate the different types of work that can be performed. Omitting specific job descriptions does not disqualify them from the position if the job is similar, related, or logically related.
1. Help in the daily running of the program or reception of the department; coordinate and assign reception services; provide day-to-day administrative support, including answering phone calls and emails, coordinating with other centers/programs in common areas, providing information on other available student resources, and maintaining office supplies; can open or close a room or building.
2. Greet, guide and provide general information to students, faculty and staff; answer questions about educational/institutional policies, procedures, programs, and services, including clarification of enrollment requirements, program application process, registration information, and financial aid; responds to escalated questions and complaints by phone or at the common counter; assists in the preparation of forms and documents, checks the completeness and accuracy of data; places or admits students/clients to district services and programs.
3. Enter data, prepare and process purchase requisitions, purchase orders and inspection requests, check invoices and invoices for accuracy, enter invoice codes, check the adequacy of budgets and payment processes, run general budget reports and calculations through spreadsheets and financial systems Budget utilization; preparing and processing expense-related forms, including travel and allowance requests, petty cash and expense reports.
4. Adjustment of salaries for full-time and part-time employees; collection and review of documentation that supports employee time logs and ensures compliance with working time limits; calculate and categorize fees according to department/project accounts; ensure correct use of currency codes and calculate department/project accounts; prepare time cards; ensure confidential and efficient registration; assist the payroll department with payroll issues.
5. Use standard office software to type and/or write memos, letters, reports, agreements, contracts, marketing materials, presentations, spreadsheets, forms and other documents; meeting minutes may be required.
6. Create, develop, maintain and update specialized and customized forms, databases, logs, files, records and reports to support technical workflows within the area of ​​responsibility; design, develop, and maintain spreadsheets and databases that require data interpretation and manipulation; Track and maintain federal, state, sponsor and district data and student achievement and prepare submissions or reports.
7. Scheduling appointments and meetings; assist in the development and coordination of special department events; help set up and clean up various meetings and events; working with suppliers on food orders, marketing materials, supplies and audiovisual equipment; handling other logistics of meetings and events, Includes recruiting volunteers and coordinating student staff.
Other areas of responsibility:
1. Provide support to other department staff as needed.
2. Contact campus police or administrators as needed.
3. Plan space use and room allocation for internal and external users and maintain a space use calendar, submit appropriate work requests, prepare invoices for external groups as needed.
4. Train and supervise job instructions assigned to other officers and student employees.
5. Complete the assigned work.
knowledge:
1. Principles, practices, concepts, and techniques used in customer service, public relations, and community outreach.
2. Modern office practices, procedures and equipment, including computers and appropriate software programs.
3. District student recordkeeping and general accounting systems, practices, and procedures for handling student information and interpreting input and output data.
4. District practices and procedures for budgeting, procurement and maintenance of public records.
5. Procedures and tasks of salary calculation.
6. Mathematics and basic accounting skills.
7. Community College District Operations, Services and Activities.
8. Common student needs, questions and concerns related to the assignment area.
9. Principles and practices of good business communication, correct use of the English language, including spelling, grammar and punctuation.
10. Regional organizations, functions, rules, policies and procedures applicable to specific areas of responsibility.
11. Safety policies and safe work practices applicable to the job.
I stand:
1. Assign and review the work of students and junior staff.
2. Supervise the daily work of the project or department reception.
3. Write clear, concise and comprehensive analyses, letters, reports, surveys, contracts, presentations and other written materials based on brief instructions.
4. Prioritize and work efficiently and independently with many time demands.
5. Accurately analyze the situation and take effective steps.
6. Maintain the confidentiality of district and student files and records.
7. Perform calculations/spreadsheets, process and accurately review financial and related documents.
8. Assistance in the preparation and monitoring of project or department budgets.
9. Use sophisticated spreadsheets and databases to track statistics.
10. Communicate effectively orally and in writing.
11. Understand and follow written and oral instructions.
12. Manage a computer and standard commercial software.
13. Demonstrate sensitivity and understanding of a range of academic, socioeconomic, cultural, racial, and disability issues.
14. Establish and maintain effective working relationships with all persons they meet during their work.
Education and experience:
To qualify for this position, you must meet and provide proof of the following minimum qualifications:
High school graduate or GED equivalent, plus two years of clerical/administrative support experience; or an equivalent combination of training and experience. An advanced degree is preferred and advancement to a higher level in the series may be required.
Note: For work experience, a "year" is defined as the equivalent of 40 hours per week over 12 months or at least 2080 hours.
Ideal qualifications:
Fluent in Spanish, written and oral communication.
License and other requirements:
Valid California driver's license and ability to maintain insurance under regional vehicle insurance program.
Handwork:
The physical work described here represents the physical work that the employee must perform in order to perform the essential functions of this course. Reasonable accommodations may be made to enable persons with disabilities to perform basic functions.
Predominantly sitting with occasional standing, walking, stooping and stooping; occasional light lifting and carrying of objects weighing up to 25 lbs; ability to travel to various locations on and off campus to conduct business in the area as needed.
Emotional strain:
Ability to establish and maintain effective working relationships, including interaction and communication, on a regular and ongoing basis, by phone and in writing, with a wide range of individuals and/or groups from diverse backgrounds, while meeting set deadlines and changing priorities, Ability. work effectively under the pressure of juggling a number of tasks simultaneously.
Working environment:
Predominantly business office environment; the subject of frequent public contacts and interruptions; periodic exposure to people who behave in an unpleasant way; occasional need to work evenings, weekends and/or holidays as needed.
Publication number: S22/23057P
Personal Resources contact information: jobs@miracosta.edu or 760.795.6854
Date of completion of work: 15.06.2023
Open all the way: No
Premiere date:
Diversity, equality and inclusion
MiraCosta College is committed to a racially just campus. To welcome, nurture and value individuals and their different cultures and identities. MiraCosta College has an institutional responsibility to fill equity gaps for disproportionately affected populations, including Hispanic and Chicano communities, Black and African American communities, Native Hawaiians and Pacific Islanders, Native Americans, lesbian, gay, bisexual, transgender, queer/questioning, intersex, and the asexual community (LGBTQIA+), the veteran community, former foster youth, adult students and students of low socioeconomic status. MiraCosta will continue to serve all constituents with values ​​rooted in equality, diversity, inclusion and community. Mission, Vision, Commitment and Institutional Values ​​and Goals of MiraCosta Academy – https://pa-hrsuite-production.s3.amazonaws.com/3050/documents/105281.pdf
Om Mira Costa College
MiraCosta College is one of 115 community colleges in California. The district operates two campuses and two centers and offers a robust online education program. Located between San Diego and Los Angeles, MiraCosta College utilizes multicultural influences and cultural opportunities. Both students and staff enjoy the friendly atmosphere and it feels like we are all here to help each other. MiraCosta College is an equal opportunity employer committed to diversity, equity and inclusion. For more information, visit our website https://www.miracosta.edu/office-of-the-president/board-of-trustees/_docs/3400BP-Diversity-Equity-Inclusion.pdf
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