DEFINITION
Under general direction, performs a variety of routine to complex office administrative, secretarial, and clerical duties in support of an assigned Dean and related management, professional, and supervisor staff, including planning, organizing, and overseeing the operations and functions of the assigned office; coordinates assigned programs, projects, and services with other District departments, divisions, and outside agencies; interacts frequently with the public and provides information or directs questions and requests to the appropriate staff; and performs other duties as required.
SUPERVISION RECEIVED AND EXERCISED
Receives general direction from an assigned Dean and/or assigned management staff. Exercises no supervision of staff. May exercise technical and functional direction over and provide training to lower- level staff or student workers.
CLASS CHARACTERISTICS
This is the advanced journey-level class in the office support and administrative assistant series. Incumbents perform a wide variety of specialized technical and administrative support work for an assigned Dean and related management, professional, and supervisory staff. Responsibilities include performing specialized and technical office support duties for the assigned department to ensure efficient service provision. Responsibilities require the frequent use of tact, discretion, and independent judgment as well as knowledge of departmental and District activities. The work requires the interpretation and application of policies, procedures, and regulations and involves frequent contact with the public, as well as performing various research, programmatic, and budgetary support functions. This class is distinguished from the Administrative Assistant to the President in that the latter is the highest-level in the administrative assistant series and performs varied and complex administrative support duties within the office of the President.
EXAMPLES OF ESSENTIAL JOB FUNCTIONS (Illustrative Only)
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
Plans, organizes, and carries out administrative assignments and special projects related to the assigned department, including assisting with budget preparation, planning, and implementation; recommends organizational or procedural changes affecting support activities; recommends improvements in work flow, procedures, and use of equipment and forms.
Relieves the Dean of a variety of administrative details; independently responds to routine letters and general correspondence; composes, proofs, edits, and prepares letters, memoranda, and reports pertaining to standard policies.
Assists in the preparation and monitoring of departmental payroll, including preparing timecards for management approval and disbursing paychecks.
Collects and compiles department-related materials for review and analysis; provides recommendations for changes in programs, policies, or procedures to improve efficiency and cost effectiveness of operations.
Assists in a variety of department and program operations; coordinates, oversees, monitors, and participates in special projects, assignments, and activities as assigned; maintains control files on matters in progress and expedites their completion; serves on committees as assigned.
Prepares monthly Board agenda items. Takes minutes and meetings as required.
Performs a wide variety of routine to complex administrative and clerical duties to support departmental/divisional operations, including filing, preparing records and monthly reports, purchase orders, requests for proposals, contracts, and ordering and maintaining office and related supplies.
Screens calls, visitors, and mail; assists in interpreting and applying regulations, policies, procedures, systems, rules, and precedents in response to inquiries, complaints, and requests for information from the public; directs callers to appropriate District staff; represents the District to all callers and visitors in a professional and customer friendly manner.
Organizes and maintains various administrative, reference, imaging, and follow-up files in accordance with the records retention policy.
May serve as secretary to a board, commission, or special task force; provides a variety of administrative and coordinative support to the assigned body, including coordinating and scheduling meetings, appointments, and speaking engagements; reserving meeting rooms; maintaining reports; compiling and distributing agenda packets; attending meetings; developing, formatting, and distributing minutes; and following up on decisions as required.
Checks and tabulates standard arithmetic or statistical data; may summarize such information and prepare periodic numerical reports.
Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
Types, originates, formats, proofreads, and distributes a wide variety of reports, correspondence, and memoranda from rough drafts, verbal instructions, or transcription machine recordings; checks drafts
for punctuation, spelling, and grammar; makes or suggests corrections to drafts.
Gathers, assembles, updates, and distributes a variety of department specific information, forms, records, and data as requested; prepares and maintains a variety of databases and reports.
Coordinates travel arrangements and accommodations for department personnel and submits all related paperwork.
May coordinate community outreach and event details, under the direction of assigned management staff.
Operates standard office equipment, including job-related computer hardware and software applications, facsimile equipment, and multi-line telephones; may operate other department-specific equipment.
Maintains accurate records of work performed.
Provides training to lower-level and new staff as required. Performs other duties as assigned.
ABILITY TO:
Perform responsible administrative and secretarial support work with accuracy, speed, and minimal supervision.
Provide varied and responsible secretarial and office administrative work requiring the use of tact and discretion.
Understand the organization and operation of the District and of outside agencies as necessary to assume assigned responsibilities.
Participate in the development of goals, objectives, policies, procedures, and work standards for assigned programs.
Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner.
Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
Prepare clear and concise reports, correspondence, policies, procedures, and other written materials. Interpret, apply, explain, and ensure compliance with applicable Federal, State, and local policies, procedures, laws, and regulations.
Effectively represent the District in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations, and in meetings with individuals. Respond to and effectively prioritize multiple phone calls and other requests for service.
Compose correspondence and reports independently or from brief instructions. Make accurate mathematical, financial, and statistical computations.
Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work. Establish and maintain a variety of filing, recordkeeping, and tracking systems.
Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
Education and Experience:
Equivalent to the completion of the twelfth (12th) grade and four (4) years of responsible administrative support experience involving a high level of public contact and customer service. Additional college- level coursework and/or technical training in office administrative support is highly desirable.
PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.
ENVIRONMENTAL ELEMENTS
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
WORKING CONDITIONS
May be required to be on-call and to work various shifts or emergencies on evenings, weekends, and holidays.
PRE-EMPLOYMENT REQUIREMENTS/CLEARANCES
Criminal Justice Fingerprints.
Tuberculosis screening.
District pre-placement drug testing at District expense.
APPLICATION PROCEDURE:
Applicants must submit the following documents by the closing date:
Foreign Transcripts: Transcripts issued outside the United States of America require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. For information on transcript evaluation services, please visit: http://www.ctc.ca.gov/credentials/leaflets/cl635.pdf.
- Please Note: Documents uploaded for a previous position cannot be reused for other positions. You must submit the required documents for each position you apply for by the closing date. Failure to do so will result in an incomplete application. Applications with an incomplete status will not receive consideration. You may check the status of your application online.
ALL APPLICATIONS MATERIALS MUST BE SUBMITTED ONLINE AT:
Compton Community College District - Administration - Human Resources
REASONABLE ACCOMMODATIONS:
Any individual with a disability, who requires reasonable accommodation, may request assistance by contacting the Human Resources Office at (310) 900-1600 extension 2400, or completing form PC1105, a minimum of five (5) working days prior to closing date for this position.
SELECTION PROCEDURE
Applications will be screened to determine which applicants meet the minimum qualifications as stated in the job announcement.
Applicants who meet the basic qualifications and who are also deemed to possess the highest degree of desirable qualifications will be invited to the college at their own expense. During the campus visit, each applicant will be tested and/or interviewed.
The Human Resources Office will rate responses to the questions or interview questions.
Based upon this rating, a small number will be invited to the campus a second time for an interview.
EMPLOYMENT INFORMATION:
To be considered in the initial committee review, all materials requested in this vacancy notice must be received no later than the filing deadline. Applicants wishing to apply for more than one position must submit separate materials for each position. The District does not return materials submitted an application for a position. SUBMISSION OF THESE MATERIALS IS THE APPLICANT'S RESPONSIBILITY.
During the interview, consideration will be given to factors in addition to education and experience, including but not limited to professional development, ability to work with others, and commitment to meet student needs.
The District reserves the right to contact the current or most recent employer and to investigate past employment records of applicants selected for interview.
Applicants who are eliminated from consideration will be notified by letter or email. Candidates should not expect official notification of the status of their candidacy until the Special Trustee has acted upon the District's recommendation for employment.
The District reserves the right to extend the deadline, re-advertise the position, or to delay indefinitely filling this position if it is deemed that applicants for the position do not constitute an adequate applicant pool. Staffing of this position is contingent upon the availability of funding.
ABOUT THE DISTRICT
Compton College (originally Compton Junior College) is a public community college offering a full complement of transfer and degree courses, as well as career and technical education. Enrolled students may earn an associate degree or certificate, transfer to a four-year university or train for a career.
Compton College is part of the Compton Community College District, which encompasses an area of about 29 square miles, making educational services available to nearly 300,000 residents of Compton, Lynwood, Paramount and Willowbrook, as well as portions of Athens, Bellflower, Carson, Downey, Dominguez, Lakewood, Long Beach and South Gate. About 290 full- and part-time faculty teach more than 40 degree programs and 20 certificate programs.
HISTORY OF COMPTON COLLEGE
The Compton Community College District (CCCD) was established in 1927 as a component of the Compton Union High School District. In 1950, voters approved a bond issue separating the college from the high school district. Construction of the new college campus was completed on the present site. Classes began on the new campus in fall 1956.
In August 2006, the El Camino Community College District Board of Trustees approved a Memorandum of Understanding to provide educational and related support services to Compton Community College District residents.
On June 7, 2017, the Accrediting Commission for Community and Junior Colleges (ACCJC) granted initial accreditation status to Compton College. The action established Compton College as an accredited college within the El Camino Community College District.
Compton College was officially named the 114th California Community College through unanimous vote by the Board of Governors in July 2017. On August 29, 2018, California Community Colleges Chancellor Eloy Oakley issued Executive Order 2018-01 declaring Compton College will operate as an independent college under the authority of the Compton Community College District (CCCD) Board of Trustees effective June 7, 2019.
MISSION STATEMENT:
Compton College is an equity-driven, inclusive community resource dedicated to providing opportunities and support for historically underserved student populations, particularly students of color. We cultivate a sense of belonging to support students in achieving their academic goals. Compton College provides students with knowledge, strategies, and skills needed for workforce readiness and facilitates clear pathways for program completion and transfer to four-year institutions, all aimed at enhancing the well-being of our local community.
THE COMPTON COMMUNITY COLLEGE DISTRICT IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER.
Compton Community College District is an Equal Opportunity/Affirmative Action employer and does not discriminate in employment on the basis of sex, sexual orientation, race, color, religious creed, marital status, denial of Family & Medical Care Leave, national origin (including language limitations), ancestry, medical condition (cancer/genetic characteristics), age (40 and above), disability (mental and physical) including HIV and AIDS, denial of pregnancy disability leave or reasonable accommodation, or other protected classes, or obligations to the National Guard or Reserve Forces of the United States. For specific details on this policy, please contact the EEO Compliance Officer, at (310) 900-1600, extension 2400.
EMAIL COMMUNICATION
Communication regarding your application and/or status will be sent to the email address listed on your application. Please check your email regularly throughout the recruitment process as you will not receive communications by any other method.
IMPORTANT NOTICE
To be included in the initial screening, application materials must be received no later than 3 p.m. on the closing date.
