Job details

Mt. San Antonio College
  • Position Number: 3169725
  • Location: Walnut, CA
  • Position Type: Human Resources


Executive Assistant I


Position Number: CM-204-2021
Department: Human Resources
Job Category:
Time (Percent Time): 100%
Term (months/year): 12 months/year
Current Work Schedule (days, hours): Monday - Thursday: 8:00am - 5:00pm; Friday: 8:00am - 4:30pm
Salary Range: C-85
Salary: Steps 1 - 6: $79,008. - $100,800. Yearly
Shift Differential: Shift differential eligibility based on the current collective bargaining agreement.
Open Date: 06/22/2022
Initial Screening Date: 07/12/2022
Open Until Filled: Yes

Application Procedure:
Complete application packets will be accepted until the position is filled; however, applications submitted by 11:59 p.m. (PT) on the listed Initial Screening Date are assured consideration.

Applicants must submit all of the following materials online, unless otherwise noted, at Mt.SAC Employment Website to be considered for this position:

1. A Mt. San Antonio College online application.
2. A cover letter describing how the applicant meets the required education and experience.
3. A detailed rsum that summarizes educational preparation and professional experience for the position.
4. If applicable, College and/or university transcripts showing the awarded/conferred degree are required and must be submitted with the online application by all applicants, including current or former employees of the college, to demonstrate that the required educational qualifications are met. Unofficial transcripts are acceptable at the time of application; however, copies of diplomas are not accepted in lieu of transcripts.
5. Optional - Three letters of recommendation that reflect relevant experience (do not use social media or professional networks as a means to provide letters of recommendation). Confidential letters of recommendation are not allowed for this position.

Health & Welfare:
Mt. San Antonio College offers a competitive and excellent benefits package providing medical, dental, and vision benefits for eligible employees and their dependents. Lifetime medical benefits are also available for eligible retirees.

The College contributes an annual premium up to the family coverage amount for Kaiser Permanente $15 office visit medical, DeltaCare HMO dental, VSP vision and life insurance plans for eligible employees.

The District participates in the Public Employees Retirement System (PERS), State Teachers Retirement System (STRS) retirement programs, and National Benefit Services.

*Note: Salary and Health & Welfare Benefits are subject to change. Please visit the Mt. San Antonio College Benefits Website for further information.

Basic Function/Overview:
DEFINITION:
Under general direction, oversees and manages a variety of complex and responsible administrative support for the assigned senior administrator or designee. Performs a wide variety of intermediate and highly complex duties requiring thorough knowledge of the assigned division, its policies, procedures, and operational details. Incumbents in this classification are designated as "confidential employees" as this term is used within the Educational Employment Relations Act (EERA), 3540.1. As such, incumbents in this classification assist management personnel with developing collective bargaining proposals and/or have regular access to information which contributes to the development of management's collective bargaining positions and/or labor relations strategies.

SUPERVISION RECEIVED & EXERCISED:
Receives general direction from an assigned senior administrator or designee. Exercises technical and functional direction over and provides training to student workers or hourly workers, and to less experienced administrative support staff, as assigned.

CLASS CHARACTERISTICS:
This is the entry level of the executive support series and is assigned to a senior administrator. Responsibilities require a high level of tact, discretion, and independent judgment, as well as, a thorough knowledge of divisional/departmental and College activities. The work requires the interpretation and application of complex policies, procedures, and regulations and involves frequent contact with the public, as well as performing various research and budgetary support functions. This class is distinguished from other administrative classifications by the higher level of responsibility assumed, the greater complexity of duties assigned, and by the nature, scope, and diversity of responsibilities having College-wide impact that require a broader understanding of College functions and the capability of relieving College management staff of day-to-day office administrative and coordinative duties. This class is further distinguished from the Executive Assistant II in that the latter assists and acts in a confidential capacity to a Cabinet level administrator related to formulating, determining, and implementing management policies in the area of collective bargaining and is required to maintain a high level of confidentiality. This position is exempt from over-time.

Essential Duties/Major Responsibilities:
1. Organizes and oversees multiple complex projects and programs for the assigned senior administrator.
2. Assists and maintains department/division goals, objectives, policies, procedures, work standards, and administrative control systems; acts as the liaison between the division, department, the College, and outside agencies and other entities; participates in committees formed for programs and projects; presents committees recommendations to the division/department head.
3. Maintains calendar and coordinates the schedule of the assigned senior level administrator and makes travel arrangements.
4. Oversees and performs intermediate-level executive work in such areas as budget development, purchasing, contract administration, management analysis, project management, and program evaluation.
5. Processes and prepares a variety of documents, materials, and records according to established procedures and practices using independent judgment.
6. Conducts a variety of intermediate analytical studies, research, and statistical analyses on administrative and operational problems or issues regarding divisional/departmental activities; evaluates alternatives, makes recommendations, and assists with the implementation of procedural, administrative, and/or operational changes after approval.
7. Serves as a liaison with employees, public and private organizations, community groups, and other entities; provides information and assistance to staff, faculty, students, and the general public regarding the assigned projects and programs and services; receives and responds to complaints, questions, and issues relating to assigned areas of responsibility; identifies, negotiates, and/or resolves solutions to complaints and problems when appropriate.
8. Prepares and submits complex Board of Trustees agenda reports and various other commission, committee, and staff reports, resolutions, and correspondence regarding assigned activities; serves as secretary to assigned committees/task forces.
9. Participates in selecting, training, motivating, and evaluating assigned staff; provides staff training; directs the work activities of assigned clerical personnel; prioritizes and coordinates work assignments; reviews work for accuracy; recommends improvements in workflow, procedures, and use of equipment and forms.
10. Works directly with the Presidents Office, Board of Trustees, other division and/or department heads, and the public on a variety of matters.
11. Schedules and/or coordinates special meetings and/or events, seminars, conferences, training sessions, and other functions for assigned division/department staff; acts as meeting secretary including preparing agendas, and taking and transcribing minutes for boards and commissions.
12. Assists with implementation and testing of automated enterprise application systems or emerging technologies related to assigned position.

Other Duties:
Performs other related duties as assigned.

Knowledge Of:
1. Organization and function of public agencies, including the role of Board of Trustees and appointed boards and commissions.
2. Principles, practices, and procedures of public administration in a public agency setting.
3. Project and/or program management, analytical processes, and report preparation techniques; administrative and higher education-related programs such as, but not limited to, purchasing, contract administration, risk management, budgeting, and other related governmental programs.
4. Current organizational and management practices as applied to the analysis, evaluation, development, and implementation of programs, policies, and procedures.
5. Intermediate principles and practices of providing technical and functional direction and training to assigned staff.
6. Intermediate research and reporting methods, techniques, and procedures.
7. Basic budgetary and accounting policies and procedures.
8. Sources of information related to a broad range of educational and administrative programs, services, and administration.
9. Applicable federal, state, local codes, regulations, and departmental policies, technical processes and procedures, and legislative processes.
10. Intermediate communication and public relations skills.
11. Current record keeping principles and procedures.
12. Current office administrative and secretarial practices and procedures, including the use of standard office equipment and computer applications related to the work.
13. English usage, spelling, vocabulary, grammar, punctuation, and proofreading of reports and correspondence.
14. Techniques for effectively representing the College in contacts with governmental agencies, community groups, various businesses, professional, educational, regulatory, and legislative organizations.
15. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, students, and College staff, including individuals of various ages, disabilities, socio-economic and ethnic groups.

Skills and Abilities:
1. Assist in developing and implementing goals, objectives, policies, procedures, work standards, and internal controls for assigned functional areas.
2. Coordinate and oversee departmental and programmatic administrative, project management, and budgeting activities.
3. Perform varied, confidential, and responsible secretarial and office administrative work requiring the use of an intermediate level of independent judgment, tact, and discretion.
4. Interpret, apply, and explain complex federal, state, local laws, codes, regulations, departmental policies, and procedures.
5. Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner.
6. Evaluate and develop improvements in operations, procedures, policies, or methods.
7. Plan, schedule, assign, and oversee activities of assigned personnel.
8. Understand the organization and operation of the assigned division/department, the College, and of outside agencies as necessary to assume assigned responsibilities.
9. Respond to and effectively prioritize multiple phone calls, walk-up traffic, and other requests/ interruptions.
10. Organize, maintain, and update office database and records systems with sufficient speed and accuracy.
11. Operate office equipment including computer equipment and specialized software applications programs.
12. Use English effectively to communicate in person, over the telephone, and in writing.
13. Review situations accurately and determine appropriate course of action using judgment according to established policies and procedures.
14. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
15. Learn and apply emerging technologies and, as necessary, to perform duties in an efficient, organized, and timely manner.

Minimum Qualifications/Education & Experience:


Equivalencies:
Any combination of training and experience which would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications is listed in the Minimum Qualifications section.

Preferred Qualifications:


License(s) & Other Requirements:


Examination Requirements:


Working Environment:
Incumbents work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Incumbents may interact with staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

Physical Demands:
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various College and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing in 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. Incumbents must possess the ability to lift, carry, push, and pull materials and objects weighing up to 20 pounds.

Hazards:


Conditions of Employment:
Official offers of employment are made by Mt. San Antonio College Human Resources and are made contingent upon Board approval. It is also required that a final offer of employment will only be made after the candidate has successfully been live-scanned and clearance for employment is authorized by Human Resources. Costs for live-scan services shall be borne by the candidate.

Notice to all prospective employees - The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Administrative Procedure 3518, titled Child Abuse Reporting, as a condition of employment.

As required by the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Mt. San Antonio Community College Annual Security Report is available here: Mt. SAC Annual Security Report.

The person holding this position is considered a Responsible Employee under Title IX of the Educational Amendments Act of 1972 and is required to report to the Colleges Title IX Coordinator all relevant details reported to him or her about an incident of alleged sexual misconduct including sexual harassment, sexual assault, dating and domestic violence and stalking.

Typing Certificate Requirements:


Special Notes:
A confirmation number will be assigned when your application packet indicates the supplemental questions have been answered and a document has been attached to each required link. Assistance with the online application process is available through Human Resources at 1100 N. Grand Avenue, Walnut, CA 91789-1399. Human Resources: (909) 274-4225. E-mail: employment@mtsac.edu.

DO NOT include photographs or any personal information (e.g. D.O.B, place of birth, etc.) on your application or supporting documents.

TRAVEL POLICY : Costs associated with travel in excess of 150 miles one way from residence for the purpose of an interview will be reimbursed up to a $500 maximum (per position recruitment). Relocation costs will be borne by the successful candidate. Travel reimbursement claims must be submitted no later than 30 days following the interview date.

THE MT. SAN ANTONIO COLLEGE DISTRICT WILL NOT SPONSOR ANY VISA APPLICATIONS.

Foreign Transcripts:
Transcripts issued outside the United States 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. This report must be attached with the application and submitted by the filing deadline. Accredited evaluation agencies can be found on the National Association of Credential Evaluation Services Website.

Inquiries/Contact:
Human Resources
1100 N. Grand Avenue, Walnut, CA 91789-1399.
Phone: (909) 274-4225
E-mail: employment@mtsac.edu

Selection Procedure:
A committee will evaluate applications, taking into account breadth and depth of relevant education, training, experience, skills, knowledge, and abilities. The screening committee reserves the right to limit the number of interviews granted. Meeting the minimum qualifications for a position does not assure the applicant of an interview.

Interviews may include a writing sample, committee presentation, and/or performance test. The start date will be following Board approval and receipt of live scan clearance.

Special Instructions to Applicants:
To be guaranteed consideration, it is the applicants responsibility to ensure that all required materials are received before the initial screening date and time indicated on the job posting. Incomplete application packets will not be considered. All application materials will become College property, will not be returned, and will not be copied. Please visit our employment website at Mt. SAC Employment Website to complete and submit your application for this position.

EEO Policy:
The College is an equal opportunity employer. The policy of the College is to encourage applications from ethnic and racial minorities, women, persons with disabilities, and Vietnam-era veterans. No person shall be denied employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex (gender), age, sexual orientation, or the perception that a person has one or more of these characteristics.

Conflict of Interest:
Mt. San Antonio College employees and the Board of Trustees members shall not engage in any employment or activity that is inconsistent with, incompatible with, or in conflict with Mt. San Antonio Colleges Administrative Procedures (AP 2710 Conflict of Interest, AP 2712 Conflict of Interest Codes).

Cancel RTF Policy:
We reserve the right to re-open, re-advertise, delay, or cancel filling this position. This recruitment may be used to fill future vacancies.

To apply, visit https://hrjobs.mtsac.edu/postings/9308





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