Administrative Assistant III, Capital Projects & President's Office

Santa Rosa College Santa Rosa, CA
Description Benefits Supplemental Questions

Filing Deadline: Monday, July 9, 2018

It is the candidate's responsibility to be sure that ALL required materials are submitted by 5:00 p.m.. on the filing deadline.


* Salary Range: $4,396- $5,347 per month (2018/2019 Classified Salary Schedule) with the maximum salary placement at $4,850 per month (placement within this range based on experience as documented in application materials).

* Fringe Benefits: The District offers a competitive health & benefits package for employees and eligible dependents (benefits are pro-rated for part-time employees).

* Leave/Holiday Time: Full-time classified members earn 8 hours of sick leave and start off accruing 8 hours of vacation for each month worked (accrual rate increases after third year of employment and rates are pro-rated for part-time employees). Employees are also compensated for holidays recognized by the District (14 holidays/year, pro-rated for part-time employees).


Santa Rosa Junior College is seeking a qualified individual with demonstrated clerical and customer service skills to join an outstanding team of faculty and staff to provide high quality services to our district, our community, and most importantly to our students. Under general supervision, perform administrative duties requiring initiative, independence, and confidentiality in more than one of the areas of office management, fiscal management, customer relations or other specialized services; may serve as the lead worker for other classified staff within the department(s) or area(s); supervise and organize the work of student employees and short term, non-continuing personnel; and perform related work as required.

This is a categorically-funded (Measure H), full-time (12 months) position. This position will provide support to the Senior Director, Capitol Projects, to the President's Office, and Board of Trustees. This position is funded by Measure H. Generally, the work hours will be between 8:00 a.m. and 5:00 p.m. Monday through Friday. Candidates must have scheduling flexibility to meet the changing needs of the department. Appointments are contingent upon funding and Board approval.


The Administrative Assistant III classification coordinates campus, departmental or area administrative tasks of a highly complex nature; provides administrative and clerical support to assigned supervisor(s); initiates and recommends changes in procedures as required; provides technical assistance to others; and coordinates complex projects. Typically, this classification will support a relatively large and complex area(s)/department(s).


The Administrative Assistant III is distinguished from the Administrative Assistant II in performing administrative/clerical support duties for a large complex area/department or multiple programs or departments. This classification substantially contributes to the budget development process and may monitor several budgets. Also, employees may be responsible for the coordination of a large office and are expected to have advanced knowledge of District policies, procedures and programs. They are expected to be able to resolve complex problems and make independent decisions. The technology skills expected in this classification include advanced abilities in standard software applications and may require incumbents to learn or possess the ability to design an area web site. This classification is expected to have a District perspective.


The Capital Projects department oversees utilization of the Measure H taxpayer-approved bond monies. The President's Office oversees all areas of the college, providing leadership to all component areas, which are overseen by individual vice presidents. The Board of Trustees includes seven elected officials and one student trustee. The Board is the ultimate decision-making body that has responsibility for the entire District.

Examples of Duties:


Examples of key duties are interpreted as being descriptive and not restrictive in nature. Incumbents routinely perform approximately 80% of the duties below.

* Assists students, staff and the public and refers to appropriate area/department if needed.

* Coordinates complex administrative tasks within assigned department or area; initiates changes in procedures and trains others.

* Interprets and explains District policies and procedures.

* Composes and keyboards reports, correspondence, memos, forms, agendas, faculty evaluations, meeting minutes, directories, and tables; proofreads documents for accuracy, completeness, and conformity to established formats; creates complex original draft correspondence; designs and creates brochures, forms, flyers and other marketing and information materials.

* Manages calendars and scheduling for supervisors as assigned.

* Primary administrative support to the President including scheduling appointments, planning events, and making travel arrangements for the President and the Board.

* Provides backup support in the creation/distribution of Board and other meeting agendas

* Coordinates activities for a variety of programs, meetings, conferences and District-wide events or projects; attends meetings, takes notes and prepares minutes.

* Compiles, maintains and assists in developing budgets; maintains detailed spreadsheets and databases of department(s') or area(s') expenditures; monitors multiple program/activity budgets; prepares purchase requisitions and budget transfers electronically; provides budget assistance, such as account coding information, to faculty and staff.

* Develops and maintains complex spreadsheets and databases.

* Maintains various statistical records for department(s) or area(s); maintains complex general and confidential files.

* Designs, develops, modifies and updates a website; coordinates with appropriate areas/departments to implement a web site.

* Provides specialized administrative support for assigned area(s)/department(s).

* Works closely with students, staff, faculty and the public to implement goals and objectives of assigned department(s) or areas; resolves conflicts and ensures efficient operation of department or area assigned.

* May supervise and organize the work of student employees and short-term, non-continuing employees.

* May serve as lead worker to other classified staff in the area.

Minimum Qualifications:


Perform difficult, complex and specialized administrative work with accuracy and speed; type or keyboard with accuracy and efficiency from clear copy or handwritten notes; take and transcribe minutes/memos with speed and accuracy; analyze situations accurately and take appropriate action; identify problems and recommend solutions; compose correspondence and accurate reports with minimum guidance and direction; communicate effectively in English; follow and give oral and written directions; perform mathematical calculations with accuracy; develop and maintain statistical records; work independently with a minimum of supervision; interpret, apply and initiate District policies and procedures; maintain cooperative working relationships; interact with the public in a helpful, courteous and friendly manner; demonstrate sensitivity to, and respect for, a diverse population.

Preferred: Type or keyboard at a minimum of 60 words per minute.


Modern office methods and practices including filing, proofreading, formatting, report writing, advanced bookkeeping and fiscal management; proper English usage, spelling, vocabulary, and grammar; current office equipment, technology and standard computer software such as Microsoft Excel, Outlook, PowerPoint, Word, Adobe InDesign and Dreamweaver and internet navigation and web site maintenance programs; tasks associated with planning of programs, events and projects; proper reception and telephone etiquette.


Candidates/incumbents must meet the minimum qualifications as detailed below, or file for equivalency. Equivalency decisions are made on the basis of a combination of education and experience that would likely provide the required knowledge and abilities. If requesting consideration on the basis of equivalency, an Equivalency Application is required at the time of interest in a position (equivalency decisions are made by Human Resources, in coordination with the department where the vacancy exists, if needed.)


Associate's degree.

Preferred: Completion of an administrative assistant certificate (or equivalent coursework).


A minimum of three years of increasingly responsible administrative support, or office management experience.

Supplemental Information:


In order to be given consideration for this position, applicants must submit the following documents by the filing deadline:

* A completed Santa Rosa Junior College Employment Application and responses to Agency-wide Questions. Please provide contact information (phone number and email address) for three professional references.

* If applicable, completed Equivalency Form and supporting documents:

* A brief cover letter explaining your interest in the position, including how you meet the requirements and are qualified to perform the duties as listed in the "Key Duties and Responsibilities" section of this job announcement.

* Current Resume.

* Copies of transcripts of all college level course work, including confirmation of degrees (unofficial copies acceptable (both sides), but official transcripts must be submitted prior to hiring). If transcripts are from an institution outside of the United States, applicants must provide a formal evaluation of their foreign degree(s) at the time of application. Contact the Human Resources Department for more information.


Following the filing deadline, applications which are complete for screening will be reviewed by a screening committee. Approximately 2-3 weeks later, Human Resources will notify you whether or not you have been selected for interview. Those applicants most suitably qualified for the position/pool will be invited to interview with a Screening Committee. The Screening Committee may include representatives from the Faculty, the Administration, the Classified Staff, the Associated Students, and the Board of Trustees.

If you are in need of special services or facilities due to a disability in order to apply or interview for this opening, please contact the Human Resources Department.


PHYSICAL ADDRESS: 1988 Armory Drive

MAILING ADDRESS: 1501 Mendocino Avenue, Santa Rosa, CA 95401

PHONE: (707) 527-4954

FAX: (707) 527-4967


The office is located in the Button Building on the Santa Rosa campus. All documents included in your online employment application become the property of the District. Your employment application for this opening will not automatically be considered for future openings. New employment application(s) must be submitted for each opening.

CONDITIONS OF EMPLOYMENT (Prior to beginning employment):

* In accordance with Federal Law all employees must provide proof of eligibility to work in the United States;

* Must be fingerprinted and have background clearance (at applicant's expense); and

* Must take a TB test (once hired and every four years thereafter).

Campus Security Policy and Campus Crime Statistics Act (Jeanne Clery Disclosure)

Sonoma County Junior College District's annual security report includes statistics for the previous three years concerning reported crimes that occurred on campus; in certain off-campus buildings or property owned or controlled by Sonoma County Junior College District; and on public property within, or immediately adjacent to and accessible from, the campus. The report also includes institutional policies concerning campus security, such as policies concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. You can read or obtain a full copy of this report by going to Paper copies of the full report are available upon request by contacting Police Department Records at (707) 527-4963 or by coming to the Sonoma County Junior College District Police Department located at 2032 Armory Drive, Pedroncelli Center, Santa Rosa Campus.

Equal Employment Opportunity

SRJC attracts and retains the most qualified faculty and staff from diverse backgrounds. This is achieved through an inclusive recruitment strategy and a rigorous, thorough hiring process that begins with the fair and consistent evaluation of each application for minimum qualifications and demonstrated skills specific to each position/assignment. Because the ability to serve students from broad cultural heritages, socioeconomic backgrounds and genders is a key commitment of the District mission, SRJC actively encourages applications from candidates who recognize the value that diversity brings to a professional educational community.

The Sonoma County Junior College District does not discriminate on the basis of race, religious creed, color, national origin, ancestry, ethnic group identification, physical disability, mental disability, medical condition, genetic condition, marital status, sex, gender, gender identity, gender expression, genetic information or sexual orientation in any of its policies, procedures or practices; nor does the District discriminate against any employees or applicants for employment on the basis of their age. This non-discrimination policy covers admission, access and treatment in District programs and activities--including but not limited to academic admissions, financial aid, educational services and athletics--and application for District employment.

The Sonoma County Junior College District is an Equal Opportunity Employer.