Executive Assistant

Hartnell Community College - Salinas, CA (30+ days ago)4.4


Under the direction of the Associate Vice President of Human Resources, the executive assistant provides complex secretarial and administrative support; plans, organizes, coordinates, and participates in clerical operations specific to the human resources department.

Organize and manage the day-to-day activities of the administrator's office to assure efficient and effective office operations; coordinate communications; perform complex duties to assist the administrator with detail.

Perform complex and responsible administrative assistance duties requiring specialized and extensive knowledge of an assigned area of educational administration.

Receive and transcribe dictation of letters and memoranda, including material of a confidential nature; prepare correspondence and memoranda independently or from oral instructions.

Type a wide variety of materials such as correspondence, reports, forms, applications, memoranda, letters of recommendation and other documents including web-based and digital materials; review material and make editorial changes as appropriate.

Greet visitors and answer telephones; screen calls and visitors to conserve the administrator's time; order and maintain supplies; organize and establish filing and record-keeping systems; open, sort, and route department mail.

Initiate and answer telephone calls; screen and direct calls and visitors to appropriate personnel; schedule and confirm appointments and meetings and maintain administrator's calendar; arrange travel accommodations as necessary.

Provide information and answer questions from students, District personnel, and the general public regarding District programs, policies, procedures and regulations.

Maintain a variety of complex files and records; help build and monitor budget and other financial records; monitor current account balances.

Provide clerical and secretarial support for committees, task forces and other special groups within assigned functional areas; schedule and attend meetings; prepare agendas and minutes and maintain related records; represent administrator at campus meetings as assigned.

May be responsible for organizing, scheduling and implementing entire projects, events or programs within the assigned area of responsibility.

Compile information and data for reports and assist in the preparation of statistical and narrative reports; conduct research as required.

Inspect documents, forms, records, and other materials for accuracy and completeness; process a variety of forms and documents according to established procedures; assure conformance to established guidelines and standards.

Prepare agenda items for meetings; take and transcribe minutes and distribute to appropriate personnel.

Maintain confidentiality of privileged and sensitive information related to negotiations and other District actions.

Compose correspondence independently; determine appropriate format and presentation; develop and revise forms.

Operate a variety of office equipment including typewriter, computer, calculator, copy machine and dictation equipment; input and retrieve computerized data; utilize word processing, database and spreadsheet software as required by the position.

Coordinate communication and activities with other District departments and personnel, students, educational institutions, vendors, other outside organizations and the public; communicate with state offices related to compliance with laws, programs, and funding policies and procedures.

Train and provide work direction and guidance to others as assigned; coordinate office work flow to assure the proper and timely completion of work.
Perform related duties as assigned.


Knowledge of:
Organization, policies, and procedures of an assigned area of educational administration.
Modern office practices, procedures, and equipment, including computer, network, and web-based solutions.
Financial and statistical record-keeping techniques.
Correct English usage, grammar, spelling, punctuation, and vocabulary.
District organization, operations, policies, and objectives.
Oral and written communication skills.
Interpersonal skills using tact, patience, and courtesy.
Telephone and e-mail techniques and etiquette.
Public relations techniques.

Ability to:
Provide complex secretarial and administrative support to the head of a major functional District-wide activity.
Plan, organize, coordinate, and participate in clerical operations specific to the administrator's assigned areas of responsibility.
Read, interpret, apply, and explain rules, regulations, policies, and procedures.
Type at 60 words net per minute from clear copy.
Take minutes and notes of meetings and transcribe accurately.
Work independently with little direction.
Establish and maintain cooperative and effective working relationships with others.
Meet schedules and time lines.
Maintain records and prepare reports.
Work confidentially with discretion.
Analyze situations accurately and adopt an effective course of action.
Communicate effectively both orally and in writing.
Operate a computer terminal to enter data, maintain records, and generate reports.
Learn new office technology that improves data collection and analysis, report writing, and communication.
Operate a variety of office equipment such as typewriter, word processor, computer, calculator, copier, and dictation equipment.
Make arrangements for meetings and conferences.
Train and provide work direction to others.
Add, subtract, multiply, and divide quickly and accurately.

Any combination equivalent to graduation from high school supplemented by college-level course work in office technology, secretarial science, or related field and four years increasingly responsible secretarial and clerical experience involving frequent public contact.

Regular, full-time, 12 months per year confidential position. Weekly schedule: Monday through Friday 8am-5pm. Salary range 20 on CSEA salary schedule: $4,563/month to $5,546/month (5 Steps); District provides health benefits, which currently consist of full medical, dental, and vision insurance for employee and a high percentage of coverage for eligible dependents. District-paid life, accident, and income protection insurance is provided for the employee only. Must become a member of the Public Employee's Retirement System (PERS). Valid California driver's license required.

The following documents MUST be uploaded as attachments to your on-line application:
1) Resume
2) Cover letter

It is the policy of the Hartnell Community College District that no person shall be discriminated against in any employment procedure on the basis of race, color, national origin, ancestry , religion, sex, sexual orientation , age, marital status, veteran status, or disability. The College actively seeks applications from candidates who have multi-cultural experience . Contact the Office of Human Resources and Equal Employment Opportunity if you need any special accommodations to complete the application process.

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