Executive Assistant/Chancellor’s Office (C)-District Administration

  • Other Administrative Postion
  • Oakland, CA
  • March 31, 2023

Peralta Community College District

Peralta Community College District

Executive Assistant/Chancellor’s Office (C)-District Administration

Salary Range: $7,155.97- $ $9,101.46/MONTH. HIRING RANGE: $7,155.97- $7,878.54 /MONTH.

Application Deadline Date: OPEN UNTIL FILLED

Full job description and OFFICIAL application available ONLY at: http://50.73.55.13/counter.php?id=249125

Job Description Summary

*This is a Confidential position. Confidential employees are not represented by Collective Bargaining Agreements.

Under the direction of the Chancellor, performs professional-level work in the analysis, research, and preparation of a variety of reports; monitors district programs and projects in accordance with District, Federal, and State statutes; provides secretarial and administrative support duties to the Chancellor.

Duties & Responsibilities

Any one position may not include all of the duties listed nor do listed examples include all tasks which may be found in positions of this class. To perform this job successfully, an individual must be able to perform each essential duty of the position satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions required for the position.

• Reports to and is directly responsible for administrative support services for the Chancellor.

• Performs a variety of complex, difficult and responsible administrative support duties; takes and transcribes dictation and types a variety of correspondence, memoranda, reports, statistical reports and other materials; may compile statistical, fiscal and financial data and other information for inclusion into special and periodic reports; composes correspondences independently; prepares agendas and meeting materials, and distributes meeting packets.

• Serves as liaison between the Chancellor, management staff, academic and classified staff, students, representatives of community agencies and the general public by relaying messages, answering questions, clarifying information, responding to requests, resolving problems, explaining District policies and procedures or referring callers to the executive or others.

• Maintains Chancellor’s calendar; arranges and schedules a variety of meetings, programs, workshops and conferences as required.

• Prepares the Chancellor’s daily schedule and appropriate back up material for meetings and other activities.

• Makes travel arrangements for the Chancellor; completes appropriate forms for meeting registration and reimbursement requests.

• Prepares requisitions and orders supplies and equipment for the office; assures proper functioning of office equipment.

• Attend meetings and takes and transcribes minutes of various meetings; receives and transcribes dictation from the Chancellor, types from draft material, or compose correspondence from general direction.

• Oversees and maintains the budget activities of the office; monitors expenditures of funds, initiates fund transfers and other procedures necessary to maintain sound day-to-day budget activities.

• Establishes and maintains complex, interrelated administrative and confidential filing systems and records.

• Performs a wide range of advanced clerical duties related to the operation of the office; serves as liaison between an administrator and other district offices; serves in a liaison and/or resource capacity on projects and assignments.

• Screens incoming calls and visitors, referring them to the Chancellor or the Chancellor’s staff, providing information as appropriate, or taking accurate and complete messages. Provides liaison functions between the Office of the Chancellor and staff at all levels, Trustees, and members of the public who contact the office with service complaints.

• Opens, annotates, and routes mail to the Chancellor and the Chancellor’s staff, and drafts responses for the Chancellor as appropriate. Handles highly confidential material—correspondence, personnel files and documents.

• Operates a variety of modern office equipment including personal computers, related software programs, printers, copiers, facsimile machine, calculator, typewriters, computer terminals and mainframe interface systems required to provide responsible administrative support to an executive or district official; order supplies and equipment and assures proper functioning of office equipment.

• Serve as resource to other offices for information, policy and practice orientation, and general file materials.

• In the absence of other staff in the Chancellor’s office, assumes responsibilities of their positions as needed, and may occasionally take minutes of the meetings.

• Performs other related duties as required.

Minimum Qualifications

1. Graduation from an accredited college or university and two years of secretarial and/or technical support experience; including one year at the Senior Secretary or Staff Assistant level; or an equivalent combination of training and/or experience that could likely provide the desired knowledge and abilities to perform the duties of the position.

2. Knowledge of:

• Modern executive office management, practices procedures and equipment.

• Basic arithmetical proficiency.

• Basic research methods and techniques.

3. Ability to:

• Prepare and maintain accurate and complete records and files.

• Interpret and apply a variety of rules, regulations, statutes, policies and procedures relating to

District operations.

• Maintain confidentiality of information and materials.

• Perform a variety of technical support duties related to public education administration.

• Establish and maintain cooperative working relationships with coworkers, other staff, faculty and administrators.

• Type and/or operate an automated keyboard with speed and accuracy to produce word processing, spreadsheets, and database management documents.

• Exercises good judgment and discretion analyzing and resolving confidential, difficult and sensitive situations.

• Communicate effectively both orally and in writing.

• Operate modern office equipment.

• Take dictation in shorthand or speedwriting and transcribes notes accurately.

• Direct, monitor and motivate personnel in performing administrative functions.

4. Knowledge of and proficiency in the operation and use of personal computers utilizing word processing, spreadsheets and database management software programs (e.g., MS Office Suite, MS Word, MS Excel, MS Access and MS PowerPoint, etc.) and the Internet browser, websites and email.

5. Ability to type accurately from clear copy. A word processing and/or spreadsheet skills assessment may be given.

6. Ability to work in a collaborative environment and function as a member of the Chancellor’s Team.

7. Applicant must have demonstrated cultural competency, sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college staff, faculty, and student

Desirable Qualifications

• A thorough understanding of administrative practices.

Environmental Demands

To apply for this job please visit peraltaccd.peopleadmin.com.