Administrative Assistant II
Santa Monica College - Santa Monica, CA

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Merged Promotional & Open Competitive

Applications will only be accepted Wednesday, March 27 through Friday, March 29, 2013

An eligibility list is being established to fill one vacancy with the Community Relations department and the Superintendent/President's Office. This position is scheduled to work 12 months per year and 40 hours per week. The work schedule is Monday through Friday from 8:00 A.M. to 5:00 P.M. This list will also be utilized to fill any vacancies that occur during the one year life of the Eligibility List, which may include full/part-time permanent and temporary positions.

Positions in the Administrative Assistant II classification typically report to Academic Deans, or administrators working in off-campus facilities or in large, complex functional areas.

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.

This list may also be utilized to fill positions that require the employee to be bilingual. Per Education Code 88096, appointments may be made from other than the three applicants on the eligibility list when the ability to speak, read, or write a language in addition to English is a requirement of the position to be filled.

Selection Process
All qualified applicants will be invited to participate in the Written Test (pass/fail) to be administered during the the second or third week of April. Approximately the top 20 candidates with the highest scores from the Written Test will be invited to the Technical Project (pass/fail) which will be administered in the last week of April. Approximately the top 10 candidates with the highest scores from the Technical Project will be invited to the Qualifications Appraisal Interview (100%) which will be administered during early May.

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 weight prior to the administration of any examination.

In compliance with the Immigration Reform and Control Act of 1986, Santa Monica College requires that all new employees provide documentation to establish both work authorization and identity.

Examples of 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 the same kind, level or amount as required in the minimum qualifications may be substituted on a year-for-year basis.

Licensure and/or Certification:
None

Supplemental Information:

MERIT SYSTEM: Santa 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 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 of participants in an examination. If you do not want your current employer contacted, indicate "NO," in the experience entry for your current employer. 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 PROCEDURE: Examinations 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 e-mailed or 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 LIST: Candidates 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. Eligible's names will 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, and who meet any required BFOQ. It is the candidate's responsibility to notify the Personnel Commission office of any e-mail address, street 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 REQUIREMENTS: All offers of employment are conditional, based upon successful completion of: 1) Fingerprinting/Conviction Clearance: State law requires that all employees be fingerprinted to check for, or verify, conviction records. All candidates with a conviction record for any offense, other than minor traffic violations, must file a Conviction Record Statement in the Personnel Commission Office. 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-9Form and present supporting documents establishing proof of identity and employment eligibility as outlined in the Immigration Reform and Control Act.
PROBATION PERIOD: Permanent Classified Employees, other than management, law enforcement, and confidential personnel, become permanent upon successful completion of six months (130 days) of work.
SALARY AND BENEFITS: Beginning Salary: Based upon training and experience that is directly related to their classification that exceed the minimum qualifications, new permanent Classified Employees may request higher salary placement. The maximum initial placement is on Step 3 of the salary schedule. Advanced salary placement must be request at the time of hire 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.
CSEA UNION MEMBERSHIP: New 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 the CSEA/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.

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