Overview

Administrative Support Assistant III – Veterans ServicesMiraCosta CollegeFor full details and to apply, go to of Assignment: Assignment Category: Regular Position Position Details:One regular, part-time, non-benefited position, 12 hours per week, 12 months per year on the Oceanside campus. The work schedule will normally be Monday through Thursday, 4:00 pm – 7:00 pm. The person selected for this position will be subject to assignment to any district facility during any hours of operation.Salary Range: 20Compensation: Starting at $1,520.83 per month (range 20, step 1).Employees must make arrangements for the direct deposit of paychecks into the financial institution of their choice, via electronic fund transfer.Benefits:Membership in a retirement plan; vacation and sick leave, earned on an accrual basis; and District-paid holidays.Position Term in Months: $TermApplication Procedure:In order to be considered for this position, you must submit the following documents directly in the online system and finish applying and receive a confirmation number. Applications received by the first screening date of Wednesday, 1/13/2021, will receive first consideration. Applications will continue to be accepted until the position is filled.1. Application on which you list all relevant experience.2. A current resume or curriculum vitae summarizing your educational background and experience.3. A cover letter addressed to the “Screening and Interview Committee” specifically describing how your experience aligns with the representative duties and desirable qualifications. The screening and interview committee will review application materials for up to three to four weeks following the closing date. Applicants selected for interview will be contacted by phone; those not selected for interview will be notified by e-mail once interview candidates have been scheduled.Offer of employment to the person selected for this position is contingent upon 1) successful completion of a pre-placement physical exam at district expense; 2) submission of a current tuberculosis test clearance; 3) proof of eligibility to work in the United States; 4) fingerprint clearance; and 5) approval by the Board of Trustees.Retired STRS members are not eligible for this position.Basic Function:Under general supervision, perform difficult and responsible administrative and operational support duties; manage assigned administrative projects and small administrative programs; maintain records and draft reports; process payroll, personnel requisitions, purchase orders and maintain supplies; and perform related duties as assigned.Distinguishing Characteristics:An Administrative Support Assistant III is the advanced skill level in the Administrative Support series. Administrative Support Assistant III differs from Administrative Assistant to the Dean in that incumbents in the latter class provide specialized administrative support for a Dean such as budget analysis and grant administration, tracking faculty tenure, loads and reviews and program information.Essential Duties & Responsibilities:The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.1. Provide administrative, logistical and technical support to a department head and professional staff; coordinate and participate in department administrative support operations and programs with a significant degree of independence; perform research for students and professional staff on specific student/department issues, placements, eligibility and articulation information; act as a liaison for the department head with other departments and departmental staff.2. Oversee and participate in student and customer interactions with the department in person, by phone or electronically, provide information regarding other student and customer resources available; schedule students/program participants for counseling appointments, workshops, orientations and special events; answer questions regarding program/department policies, procedures and services including clarification of enrollment requirements, the program application process, registration information and financial aid; respond to escalated questions and complaints over the phone or at a public counter.3. Accept applications, screen and explain program eligibility for new and continuing students/program participants according to district and program guidelines; manage waitlists and send notifications of acceptance/denial; monitor continuing students for adherence to program regulations; advise students of requirements that must be met in order to maintaineligibility; assist students in resolving issues impacting program eligibility.4. Perform advanced administrative support including maintaining student, personnel, payroll and financial records, files and databases; prepare marketing materials, forms and other program documentation; receive and track confidential student and faculty data including immunizations and compliance with federal, state and district regulations, policies and requirements; develop, track, analyze and report administrative processes, metrics anddocuments; research, obtain and analyzes key data and statistics from varying sources for program reports, proposals, in-services, program reviews and other documents.5. Input data and prepare and process purchase requisitions, purchase orders and check requests; verify the accuracy of receipts and invoices, enter account codes, validate sufficiency of budget and process for payment; monitor department budgets; purchase supplies and materials and/or authorize expenditures according to established guidelines; prepare and process expense-related forms including travel requests and reimbursements, petty cash and expense reports.6. Coordinate full and part-time staff payroll; process personnel requisitions; collect and audit documentation supporting staff time logs and ensure conformance to work hour restrictions; compute and categorize pay according to departmental/program billing accounts; ensure accurate usage of funding codes and calculate departmental/program billing; prepare time cards; provide confidential and efficient record keeping; assist the Payroll Department with resolution of payroll issues.7. Using standard office software, compose and/or type memoranda, correspondence, reports, agreements, contracts, presentations, spreadsheets, forms and other documents; draft, proofread and/or edit a variety of materials including marketing materials, press releases, invitations, programs, publications and reports; take, transcribe and distribute meetingminutes.8. Create, develop, maintain and update specialized and custom forms, databases, logs, files, records and reports to support technical work processes in areas of responsibility; design, develop and maintain spreadsheets and databases requiring data interpretation and manipulation; track and maintain federal, state, grantor and district-required data and student outcomes and prepare for submission or reporting.9. Schedule appointments and make meeting arrangements; assist with the development and coordination of departmental special events; assist with setup and cleanup for various meetings and events; contact vendors for food orders, materials, supplies and audio-visual equipment; handle other meeting and event logistics including soliciting volunteers and coordinating student workers.Other Duties:1. Provide backup to other department staff as needed.2. Contact campus police or custodial staff as needed.3. Provide lead-level work direction to other clerical staff and student workers as assigned.4. Update and maintain department-specific website and social media accounts.5. Receive and distribute mail.6. Perform related duties as assigned.Knowledge Of:1. Principles, practices, concepts and techniques used in customer service, public relations and community outreach.2. Modern office practices, procedures and equipment including computers and applicable software programs.3. The district’s student record keeping and general accounting systems, practices and procedures for processing student information and interpreting input and output data.4. District practices and procedures for budgeting, purchasing and maintaining public records.5. Payroll procedures and operations.6. Math and basic accounting techniques.7. Operations, services and activities of a community college district.8. Common student needs, issues and concerns applicable to area of assignment.9. Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation.10. District organization, functions, rules, policies and procedures applicable to assigned areas of responsibility.11. Basic principles and practices of employee supervision.12. District human resources policies and labor contract provisions.13. Safety policies and safe work practices applicable to the work.Ability To:1. Assign and inspect the work of student workers and lower-level staff.2. Organize and oversee the day-to-day operations, maintenance and activities of the department administrative support staff.3. Compose clear, concise and comprehensive analyses, correspondence, reports, studies, agreements, presentations and other written materials from brief instructions.4. Establish priorities and work effectively and independently with many demands on time.5. Analyze situations accurately and adopt effective courses of action.6. Maintain confidentiality of district and student files and records.7. Make calculations/tabulations and accurately process and review fiscal and related documents.8….. click apply for full job detailsTracking

1520.83

1520.83

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