Goverment Jobs
Published
April 15, 2019
Location
California
Category
Job Type

Description

Description

Merged Promotional & Open Competitive
Administrative Assistant II

Applications will ONLY be accepted from Wednesday, May 1 at 8:00 A.M. through Friday, May 3, 2019 at 11:59 P.M.

A one year eligibility list is being established to fill a number of upcoming vacancies for Administrative Assistant II. Positions in this class may include full-time, part-time, permanent and/or temporary positions.

Positions in the Administrative Assistant II class perform advanced vocational, moderately complex secretarial duties and provide paraprofessional administrative support for Academic Deans or administrators working in off-campus facilities or in large, complex functional areas.

Theideal candidatewill possess substantial experience in an administrative support role, strong interpersonal skills and a proven history of providing outstanding customer service to avariety of stakeholders; the ability to accurately perform highly detailed tasks; the abilityto critically think through problems and independently manage competing work assignments in a fast-paced environment; proficiencywith common business applications, such as Microsoft Office Suite;resourcefulness and the ability to adapt to newenvironments and processes; the ability to effectively communicate with others, both orally and in writing; and basic proficiency in reading and math.

Benefits
New full-time classified employees of Santa Monica College are entitled to a number of benefits, including:

  • 17 paid holidays**
  • 12paid vacation days**
  • 12 paid illness days**
  • Fully paidmedical, dental, and vision-care coverage (including eligible dependents)**
  • Membership in the California Public Employee Retirement System (CALPERS)
  • 5% increase in base pay for every 5 years worked with SMC, up to 35 years of service.
  • Waived tuition fees for classes taken at Santa Monica College
  • FREE Big Blue Bus access and monthly incentives for eligible employees through theSustainable Transportation Incentive Program
  • Union Membership, CSEA, Chapter 36

**The number of paid holidays, vacation days, and illness days assumes a 12 month work schedule, and will be prorated for part-time positions. District-provided benefits contributions will also be adjusted for part-time positions.

NOTE: Generally, new employees start at the first step on the salary schedule. A new permanent classified employee may request a higher salary placement (not to exceed the third step) based on recruitment issues and/or additional training and experience which greatly exceeds the minimum requirements.

**The salary range shown above does not include longevity increments. Longevity increments of 5% are granted at the completion of 5, 10, 15, 20, 25, 30 and 35 years of service.

The Selection Process: All qualified applicants will be invited to a Written Exam (pass/fail), which is scheduled forSaturday, May 18, 2019. Only the highest scoring candidates from the Written Exam will be invited to the Technical Project (pass/fail). Candidates who are successful on the Technical Project will be invited to the Qualifications Appraisal Interview (weighted at 100%). Candidates must be successful on the Qualifications Appraisal Interview with a minimum score of 70.00 to be placed on the eligibility list. Santa Monica College reserves the right to modify the stated examination components and weights prior to the administration of any examination.

Personnel Commission Test Retake Policy: The Personnel Commission will allow candidates to retake the written examination for Administrative Assistant only after a period of 3 months.
The written examinations for Administrative Assistant I and Administrative Assistant II are the same. The written examination for Administrative Assistant II is tentatively scheduled for Saturday, May 18, 2019. Candidates who took the written examination for Administrative Assistant I on March 2, 2019 will not be able to retake the written examination for Administrative Assistant II on May 18. However, the scores you earned from your Administrative Assistant I written examination will be applied to your new application for this current recruitment for Administrative Assistant II.

Communication for this exam will be via e-mail. You must check your e-mail on a regular basis to be informed of your status for this exam.

"The Santa Monica Community College District is committed to the principles of equal employment opportunity. All qualified applicants for employment, as well as District employees, shall have full and equal access to employment opportunity. No person shall be subjected to unlawful discrimination in any program or activity of the District. The District's Board Policy 3120 (Equal Employment Opportunity and Nondiscrimination in Employment) may be accessed at:http://bit.ly/smc-hr-bp3120."

"Santa Monica College encourages candidates that are equity-minded to apply. SMC is a minority-serving, Hispanic-serving institution. We actively seek to attract candidates from minority groups that value equity, diversity, and inclusion. Equity, diversity, and inclusion are built into the culture at SMC, and are an essential component of the work that we do. SMC is committed to racial and socioeconomic diversity as it is a reflection of our student population and we strive to hire candidates that share this commitment."

Examples of Duties

Essential Duties:

Performs a variety of secretarial/clerical duties for an instructional, program or functional area; receives, reviews and routes mail; composes, edits, formats and types letters, memorandums, reports, charts, requisitions and emails; proofreads documents; maintains files, records and computerized databases

Greets students, staff and visitors; responds to questions, requests and complaints provides information about services, policies and/procedures

Provides secretarial and administrative support for task force or committees; reproduces meeting agendas and attends meetings, takes minutes; maintains background and historical materials.

Maintains calendars; arranges meetings; sets appointments; coordinates facilities usage

Maintains records of budget expenditures and inventories in various accounts; develops, revises and compiles budget information; initiates purchase order; processes invoices for payment; generates funds transfer requests

Makes travel arrangements including air and hotel reservations; completes conference registration forms; types expense reports

Generates work orders for maintenance, grounds, custodial or telecommunications services

Compiles data to prepare statistical reports and surveys

Orders, stores, and maintains inventories department office supplies; orders equipment, places service calls/work orders for equipment maintenance

Records time and prepares timesheets for authorization and submits to Payroll department

Interviews, selects, train and provides work direction for students, temporary workers

May update and maintain District-wide materials, such as catalogs, class schedules or final exam schedule

May assist with the writing and editing of reports, grant proposals, press releases and articles for college newsletters

May maintain and monitor student progress files

May verify requests of student's academic requirements, processes pre-application documents for State Board licenses, contact Boards and notifies students of examination dates.

May distribute, collect, and tabulate instructor evaluations

May maintain and update department or functional service area web site and bulletin boards

Performs other related duties as requested or assigned

Examples of essential duties are descriptive and not restrictive in nature and are generally listed in descending order of importance.

Minimum Qualifications

Education Requirement:
Associates degree in Liberal Arts, Business Administration, Communications, Computer Information Systems, Secretarial Clerical Studies, or a closely related field.

Experience Requirement:
Two (2) years of full time, paid, progressively responsible secretarial and/or administrative experience providing administrative support to an administrator or management level supervisor.

Education/Experience Equivalency:
Experience and/or education of thesame kind, level or amountas required in the minimum qualifications may be substituted on a year-for-year basis.

Supplemental Information

MERIT SYSTEMSanta Monica College is a Merit System employer committed to the following principles: 1) Hiring and promoting employees on the basis of ability through competitive selection; 2) Fair compensation on the basis of like pay for like work; 3) Retaining employees on the basis of performance; 4) Training for high quality performance; 5) Assuring fair treatment of employees without illegal discrimination; 6) Protecting employees against political coercion; and 7) Providing for due process in the event of disciplinary action

APPLICATION PROCEDURE:Official SMC application forms and related materials must be fully and correctly completed for each examination. A separate application must be submitted for each position. Resumes may be submitted for any position, but will not be accepted in lieu of a District application. The Personnel Commission may obtain confidential employment references from current and previous employers after you complete an "Authorization to Release Information" form at the Final Selection Interview. Within approximately two weeks after the closing date, applicants will be notified regarding the status of their application. Applicants requiring special application, testing, or interview arrangements due to a disability, should notify the Personnel Commission office at the time of application submission. The District does not return materials submitted.

SELECTION PROCEDUREExaminations may consist of a written or performance test, an evaluation of training and experience, an oral examination or interview, or other tests determined by the Personnel Commission office. Additional credit is added in entry-level examinations to the composite passing score of qualified veterans for war service (5 points) and disabled veterans (10 points) upon presentation of proof of veteran status at the time of application. Requests for reconsideration of questions contained in written examinations must be made in writing on the day the test is administered. Applicants selected for an oral interview will be notified in writing of the time and place of the interview. Interviews are conducted by a Qualification Appraisal Interview Panel. Travel costs related to the examination/ interview will be borne by the applicant. Final test results are mailed within approximately 15 days after the examination/interview. Requests to review scores must be made during the five day review period following notification results.

ELIGIBILITY LISTCandidates who attain a passing score on each part of the examination will be placed in rank order on the Eligibility List. The Eligibility List is available for review by exam candidates for a five-day review period following notification. Unless otherwise indicated, Eligibility Lists are established for a period of one year.Eligibile'snames will generally remain on the List until they are hired, decline three interview opportunities, or make themselves unavailable. Unless otherwise stated on the Job Bulletin, when a Promotional and Open-Competitive List is established, the Promotional List will be used first. Final selection will be made from the appropriate Re-employment or Transfer List, if any, and from the top three ranks of Eligibles that are "ready and willing" to accept the vacant position. It is the candidate's responsibility to notify the Personnel Commission office of any address and/or phone number changes. Eligibles will be certified only for the locations and shifts they indicated on the availability statement completed at the interview. An Eligible may change their availability by notifying the Personnel Commission office.

ADDITIONAL REQUIREMENTSAll offers of employment are conditional, based upon the successful completion of: 1) Fingerprinting/Conviction Clearance: State law requires that all employees be fingerprinted to check for, or verify, conviction records. Costs for fingerprinting will be borne by the applicant. All candidates with a conviction record for any offense, other than minor traffic violations, must file a Conviction Record Statement with their application. Conviction records will be fully investigated. A record of conviction will not automatically disqualify an applicant, but failure to list all convictions may result in disqualification or dismissal; 2) TB Test: All persons selected must successfully pass a tuberculin skin test or chest x-ray; 3) Eligibility to Work: Upon hire, each new employee must complete an I-9 Form and present supporting documents establishing proof of identity and employment eligibility as outlined in the Immigration Reform and Control Act.

PROBATION PERIODPermanent Classified Employees, other than management, law enforcement and confidential personnel, become permanent upon successful completion of six months (130 days) of work.

SALARY AND BENEFITSBeginning Salary: Generally, new employees start at step A on the salary schedule. If there is a limited candidate pool, a new permanent Classified Employee may request a higher salary placement based on his/her training and experience that greatly exceeds the minimum qualifications. The maximum initial placement is on Step 3 of the salary schedule. Advanced salary placement must be requested at the time of offer and is subject to verification of qualifying training and experience. Vacation and Sick Leave: Regular non-management employees receive vacation and sick leave at the rate of one day per month each. Vacation is increased after 4, 8 and 12 years of employment to a maximum of 22 days per year. Longevity increments of 5% are granted at the completion of 5, 10, 15, 20, 25 and 30 years of service. Holidays: Employees receive 17 paid holidays per year. Benefits: Permanent full-time employees receive fully-paid medical, dental, and vision-care coverage. Benefits for permanent part-time employees are prorated according to the number of hours worked per week.

CSEAUNION MEMBERSHIPNew permanent Classified Employees are required to either join the California School Employees Association (CSEA), Chapter 36 or pay a service fee as provided for in theCSEA/District contract. New employees requesting a religious exemption are required to pay an equal amount to an approved charitable organization in lieu of a service fee.

Santa Monica College offers a comprehensive benefits package including vacation, holiday, and sick leave as well as medical, dental, vision, and life insurance for permanent positions. Permanent full-time positions of 35 hours or more receive fully paid District benefits. Permanent position assignments of 20 to 34 hours per week receive a pro-rated benefits package as outlined in CSEA Chapter 36 Bargaining Agreement.

Temporary positions and permanent position assignments of less than 20 hours per week do not have a benefits package.

For more information visit the following link: click here

01
1.The following supplemental questions will be used to assist us in screening your application. You are required to answer each of the following questions truthfully and completely. This questionnaire will initially be used to determine if you meet the minimum qualifications for this job. In addition, this process is designed to further evaluate your qualifications beyond the minimum requirements. Each question has a pre-set point system. You are awarded points based on the quantity and quality of your relevant job qualifications. Only the highest scoring candidates will move forward to the next step in the hiring process. It is imperative that your responses to the questionnaire provide a true and accurate reflection of your background. Additionally, your answers MUST be supported by the information you have entered in your general application. Responses which cannot be substantiated by information contained in your application will be deemed invalid. Falsification, exaggeration, and misrepresentation will result in your disqualification. Do you agree to answer the following questions truthfully and completely AND understand that falsification or overstatement of your qualifications is grounds for disqualification of your application?

  • Yes
  • No
02
The education requirement for Administrative Assistant II is an Associate's degree in Liberal Arts, Business Administration, Communications, Computer Information Systems, Secretarial Clerical Studies, or a closely related field. Please indicate your highest level of education. This is a required question, do not state, "See Resume".

    03
    The work experience requirement for Administrative Assistant II requires a minimum of two years work experience providing administrative support to an administrator or management level supervisor. In the space below please provide the name and title of the highest level manager that you provided direct administrative support to. In your response, also please describe your work responsibilities that make you qualified for the position of Administrative Assistant II. This is a required question, do not state, "See Resume".

      04
      The Written Exam for Administrative Assistant II is tentatively scheduled for Saturday, May 18, 2019 at Santa Monica College (location to be determined). Please note, we do not provide online or off-site testing. Make up exams are administered ONLY if a candidate has a verifiable reason. Do you understand this statement?

      • Yes
      • No
      05
      The Personnel Commission Test Retake Policy is as follows: The Personnel Commission will allow candidates to retake the written examination for Administrative Assistant only after a period of 3 months. The written examinations for Administrative Assistant I and Administrative Assistant II are the same. The written examination for Administrative Assistant II is tentatively scheduled for Saturday, May 18, 2019. Candidates who took the written examination for Administrative Assistant I on March 2, 2019 will not be able to retake the written examination for Administrative Assistant II on May 18. However, the scores you earned from your Administrative Assistant I written examination will be applied to this current recruitment for Administrative Assistant II. Do you understand this statement?

      • Yes
      • No
      • N/A, I did not take the AAI Exam on March 2, 2019.

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