Administrative Assistant

Palo Verde Community College is an Equal Opportunity Employer and is committed to providing an educational environment which affirms and supports diversity in its faculty, staff, and administration, and promoting an environment of inclusion. At Palo Verde College, we value every team member's contribution in achieving the mission of providing excellent educational programs and services that contribute to the success of our students and the vitality of the community we serve. We are looking for individuals who enjoy working collaboratively in an environment of diversity, culture, thinking, and learning.

Palo Verde College is designated as a Hispanic-Serving Institution (HSI) and proudly offers many programs to serve and support our diverse student body. College faculty are expected to be willing to utilize different learning and teaching methods appropriate to the students they serve. Palo Verde College expands access to higher education and learning opportunities by providing education via in person, online, correspondence education, hybrid classes, and interactive television (ITV) modalities. Further information on the College's distance education programs can be found in the College Catalog. In addition, Palo Verde College is committed to serving students who have been impacted by the criminal justice system through education. Resources for teaching classes for incarcerated or formerly incarcerated students are available through the Rising Scholar Network.

LOCATION
Palo Verde College is located in the City of Blythe at one of the busiest entrance points to California. The college is located in a desert oasis adjacent to the beautiful Colorado River and the Palo Verde Valley. Blythe, and the fertile Palo Verde Valley, is primarily a farming and ranching area. Boating, fishing and hunting attract many tourists. The Palo Verde Valley is centrally located between Phoenix and Los Angeles, Las Vegas and the Mexican border. The valley's great climate, with more than 350 days of sunshine and mild winters, attracts thousands of winter visitors every year.

NATURE OF THE POSITION
Under the direction of the assigned administrator, the Administrative Assistant is responsible for providing complex secretarial and administrative support.

Examples of Duties

DUTIES AND RESPONSIBILITIES

1. Organizes, coordinates, and oversees the day-to-day activities of the assigned office to ensure efficient and effective office operations; organizes and coordinates office activities and communications; performs complex duties to assist the Vice President with details.
2. Performs complex and responsible administrative assistant duties with substantial initiative and judgment to attend to issues in the absence of the assigned Vice President.
3. Greets visitors and answers telephones; organizes and establishes filing and record-keeping systems; sorts and prioritizes mail and correspondence for Vice President's personal reply or signature.
4. Serves as a liaison between administrators, faculty, staff, students, the community, and other relevant parties; provides information regarding District programs, policies, procedures, and regulations; responds to difficult, sensitive, and confidential inquiries or requests for information.
5. Coordinates the resolution of problematic issues within assigned area of responsibility, including facilities, maintenance, equipment, and other related items.
6. Trains and directs student workers as assigned; organizes, coordinates, and oversees office workflow; assures completion of clerical assignments in accordance with established timelines and approved procedures.
7. Coordinates and processes various special projects and programs for the Vice President and the division; communicates policies and procedures with faculty, administration and staff; evaluates documents for completeness and accuracy.
8. Screens and directs calls and visitors to appropriate personnel; schedules and confirms appointments and maintains Vice President's calendar; coordinates travel arrangements and accommodations.
9. Enters data, maintains records, and generates reports for assigned area of responsibility.
10. Creates a variety of correspondence, reports, forms, contracts, lists, requisitions, memoranda, letters and other documents from rough draft, verbal instruction, or general notes; proofreads, and prepares a variety of written materials, determining appropriate format and presentation; maintains confidentiality of sensitive materials.
11. Maintains a variety of complex hard copy and/or electronic files and records often involving confidential materials; maintains confidentiality, including, but not limited to, information regarding Governing Board, District, personnel, student, collective bargaining, and controversial matters.
12. Compiles information and data and assists in the preparation of statistical and narrative reports; conducts research as required; inspects documents, forms, records, and other materials for accuracy and completeness; processes forms and documents according to established procedures.
13. Prepares agenda items for division meetings; attends, participates, and takes and transcribes minutes and distributes to appropriate personnel.
14. Assists in the preparation, tracking, and monitoring of assigned budgets; assists division personnel in the development and allocation of budgets and expenditure of funds; inspects and resolves discrepancies in account balances.
15. Plans, coordinates, and organizes specialized programs, events, and/or other related items as assigned.
16. Participates in/on a variety of committees, task forces, boards, meetings, and/or other related groups in order to receive and/or convey information.
17. Participates in shared governance through service on planning and/or operations committees and task forces.
18. Performs other related duties and responsibilities as assigned.

Educational/Experience Qualifications

REQUIRED QUALIFICATIONS

1. Associate's Degree from an accredited institution in business administration or a related field.
2. Five years' experience providing administrative support, including a minimum of two years in an executive office supporting a senior administrator within a large, complex organization.
3. Knowledge of modern executive office management, practices, procedures, and equipment; basic math proficiency; and, basic research techniques.
4. Knowledge of and proficiency in the utilization of standard office productivity software programs (e.g., MS Word, Excel, PowerPoint, Outlook), personal computers, and the internet.
5. Ability to communicate effectively orally and in writing.
6. Type at 50 wpm.
7. Passage of the College's clerical skills tests.
8. Demonstrated sensitivity to and understanding of the diverse academic, social, economic, cultural, disability and ethnic backgrounds of community college students.

PREFERRED QUALIFICATIONS

1. Bachelor's degree from an accredited institution.
2. Ability to speak, read, and write Spanish.

Supplemental Information

PHYSICAL DEMANDS AND WORK ENVIRONMENT

1. The physical demands and work environment are typical of an administrative job in an office environment.
2. The incumbent must be able to perform the essential functions of the job, with or without a reasonable accommodation.

CLASSIFICATION/SALARY

1. This is a 12-month full time classified position. May include evening and weekend duty.
2. Row 10 on the classified salary schedule.
3. The college offers an attractive package of fringe benefits including medical, prescription, dental, vision and life insurance as accorded per CSEA agreement.

APPLICATION PROCESS
Our employment online application process is designed to assist the search committee in evaluating whether or not you possess the required knowledge and skills for the position for which you are applying. Job-related information from all applicants will be evaluated to identify those best qualified. Only the best-qualified applicants will be selected for testing and further consideration. Therefore, the online application must be completed to allow a comprehensive review and evaluation. Failure to complete the online application (and supplemental material, when required) will constitute failure to comply with the selection process and the application will be rejected.

1. To guarantee consideration, a completed application and any other required material listed, must be submitted with the online application by the published closing date.
2. Applications are only accepted for positions currently open for recruitment.
3. Meeting minimum requirements does not guarantee you an interview.
4. Current employees who are applying for a position should be aware that material from their personnel files will not be included as part of the application packet, and they should provide information on past and present employment in the same degree of detail as any other candidate.
5. Applicants wishing to apply for more than one position must submit a separate application and required materials for each position.
6. Legible photocopies of documents will only be accepted.
7. Travel costs related to the interview process will be borne solely by the candidate.
8. Please read the job announcement/description carefully to ensure your background and education meet the requirements of the position.
9. The selection process may also include practical exercise (i.e., training demonstration and/or other written, technical manipulative, or simulation exercises), or skilled testing to evaluate candidates' qualifications.
10. Applicants with foreign transcripts must be evaluated by an Accredited United States Institution, please see the approved organizations listed in the following link: https://www.ctc.ca.gov/docs/default-source/leaflets/cl635.pdf?sfvrsn=bb4f6e6a_6 or the National Association of Credential Evaluation Services link: https://www.naces.org/

REQUIRED DOCUMENTS

• Cover Letter
• Resume
• Diversity Statement
• Copies of Official Transcripts (Must show all work completed and the conferral date of the degree. If hired original transcripts must be submitted)
• Six References (3 Professional and 3 Personal)
• Professional Licenses (If applicable)

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