Senior Administrative Assistant (Finance and Business)
Full Time
Whittier, CA 90601
Posted
Job description
Posting Details
Position Information
Job Number
CON00010P
Position Title
Senior Administrative Assistant (Finance and Business)
Position Type
Classified Confidential
Percentage Employee
100 %
Number of Months Assignment
12
Starting Date
As soon as possible
Current Work Schedule
Monday thru Friday 8:00 a.m.- 4:30 p.m. Days and hours of employment may change depending on District needs.
Salary Range
Range 69 on Confidential Salary Schedule
Salary
$6,803.06 – $8,684.46 monthly – Successful candidate will start at step 1 except in cases where District deems appropriate.
Shift Differential
FLSA
Non-Exempt
Location
Main Campus
Department
Finance and Business (Dept)
Open Date
04/24/2023
Closing Date
05/08/2023
Open Until Filled
About Rio Hondo College
About Río Hondo College
Río Hondo College welcomes and embraces all students in their educational and career pathways. As a Hispanic-Serving Institution (HSI), our College has a student population of 22,000, of which 18,000 are Latinx students. We were the first college in Los Angeles County to provide two years of free tuition to first-time, full-time college students through our Río Promise program. We are proud to acknowledge that many of our students have transferred to high ranked institutions such as Harvard, Stanford, USC and UCLA, UC Berkeley, UC Irvine, Cal State LA, Cal State Long Beach, and Whittier College to name a few.
Strengths
Our caring and dedicated student-centered staff, faculty, and administrators are devoted to the advancement of educational justice, equity, and opportunity for all our students. Our College’s 900 employees, with close to 600 faculty, hold themselves accountable for the academic success of disproportionately impacted student populations. Our entire staff, with unwavering team collaboration, work hard to ensure our students reach their full potential by eliminating gaps in academic outcomes that traditionally hinder students of color.
Río Hondo College is committed to the recruitment of qualified and diverse employees who are dedicated to our students’ success. We recognize that diversity in an academic environment fosters cultural awareness, promotes mutual understanding and respect, and provides suitable role models for our students. We are steadfast in our hiring practices and staff development processes which reinforce the goals of equal opportunity, diversity, and inclusion. Our practices and processes also support the importance of a workforce that reflects the community and the diverse student population we serve.
Río Hondo College employs approximately 55% tenured track faculty of color; 60% part-time faculty of color; 85% classified staff of color; and 50% administrators of color.
Río Hondo College offers 30 associate degrees that guarantee transfer (ADTs) to Cal State Universities, a bachelor’s degree in Automotive Technology, more than 60 certificates, a Pathway to Law School, dual enrollment with K-12 districts, state championship speech & debate team, top-notch athletic teams, student leadership opportunities, travel abroad experiences and more.
In collaboration with the communities in Pico Rivera, Santa Fe Springs, El Monte, South El Monte, Whittier, portions of Norwalk, La Mirada, Downey, La Puente, the City of Industry, Los Nietos and Avocado Heights, Río Hondo College provides an exceptional academic curriculum to meet the unique needs of our region and strengthen our communities.
Basic Function
Under direction, to perform a variety of responsible, confidential, and complex administrative, technical, and secretarial duties for the V.P. of Finance & Business; to plan, organize, and oversee the operations and functions of the assigned office; and to provide information and assistance to administrators, staff, students, and the general public.
Representative Duties
a.) Interpret District regulations, policies, and procedures; make decisions involving independent judgment and requiring specialized knowledge of District practices, programs, and operations; analyze situations and make appropriate decisions without immediate supervision. E
b.) Collect and compile material for review and analysis; provide recommendations for changes in programs, policies, or procedures to improve efficiency and cost effectiveness of operations; coordinate consultation, information exchange, and necessary clearances and/or approvals. E
c.) Participate and assist in the administration of the assigned office; supervise, organize, and manage administrative support activities associated with the office; recommend organizational or procedural changes affecting support activities; recommend improvements in work flow, procedures, and use of equipment and forms. E
d.) Relieve Administrator of a variety of administrative details; independently respond to routine letters and general correspondence; compose and prepare letters, memoranda, and reports pertaining to standard policies. E
e.) Assist in the preparation, coordination, and monitoring of assigned budgets including compiling annual budget requests, recommending expenditure requests for designated accounts, and monitoring approved budget accounts. E
f.) Serve as a primary resource and information source regarding District program policies, procedures, objectives, and operational functions; receive and interview office visitors and telephone callers; answer questions and provide information where judgment, knowledge and interpretations are utilized, especially in the proper handling of confidential information or files; resolve complaints; refer callers to appropriate sources as necessary. E
g.) Coordinate classified employee negotiations; schedule negotiations; take and transcribe minutes; maintain files for history; type final contracts; distribute to employees. E
h.) Coordinate faculty and classified employment grievances; schedule investigative interviews with employees and witnesses; schedule and coordinate employee arbitrations; monitor timelines, ensuring deadline dates are met. E
i.) Coordinate and assist in the planning of campus and management retreats, including scheduling of facilities and other logistics. E
j.) Attend President’s cabinet meetings and take notes in absence of President’s staff. E
k.) Organize the flow of communication through the assigned office in an efficient and effective manner with District staff, students, the general public, businesses, and other agencies. E
l.) Collect, compile, and analyze information from various sources on a variety of specialized topics related to programs in assigned area; write reports which present and interpret data, identify alternatives and make and justify recommendations. E
m.) Direct, coordinate and review the work plan for assigned staff; meet with staff to identify and resolve problems; assign work activities and projects; monitor work flow; review and evaluate work products, methods and procedures. E
n.) Assist in a variety of District and program operations; coordinate, supervise, monitor, and participate in special projects, assignments and activities as assigned; maintain control files on matters in progress and expedite their completion; serve on committees as assigned. E
o.) Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative; perform varied and responsible duties to assist in the processing and completion of administrative operations for assigned staff. E
p.) Initiate and maintain a variety of files and records for information related to the assigned District programs including financial, budget, operational, and administrative records; maintain and update resource materials. E
q.) Promote equal opportunity and student and gender equity to effectively serve the District’s diverse community. E
r.) Operate modern office machines and equipment including word processors, typewriters, printers, copiers, scanners, calculators, radio, and FAX machines; routinely use a full range of word processing and spreadsheet computer software applications. E
s.) Order, receive, inventory, store, and distribute supplies, forms, and related items; contact vendors and suppliers as needed; maintain related records. E
t.) Attend and participate in staff meetings and related activities; attend workshops, conferences, and classes to increase professional knowledge. E
u.) Perform other related duties and responsibilities as assigned.
The Americans with Disabilities Act (ADA) requires us to identify the essential (E) of the job duties/functions of the position. We have indicated those duties with an E on the job description.
b.) Collect and compile material for review and analysis; provide recommendations for changes in programs, policies, or procedures to improve efficiency and cost effectiveness of operations; coordinate consultation, information exchange, and necessary clearances and/or approvals. E
c.) Participate and assist in the administration of the assigned office; supervise, organize, and manage administrative support activities associated with the office; recommend organizational or procedural changes affecting support activities; recommend improvements in work flow, procedures, and use of equipment and forms. E
d.) Relieve Administrator of a variety of administrative details; independently respond to routine letters and general correspondence; compose and prepare letters, memoranda, and reports pertaining to standard policies. E
e.) Assist in the preparation, coordination, and monitoring of assigned budgets including compiling annual budget requests, recommending expenditure requests for designated accounts, and monitoring approved budget accounts. E
f.) Serve as a primary resource and information source regarding District program policies, procedures, objectives, and operational functions; receive and interview office visitors and telephone callers; answer questions and provide information where judgment, knowledge and interpretations are utilized, especially in the proper handling of confidential information or files; resolve complaints; refer callers to appropriate sources as necessary. E
g.) Coordinate classified employee negotiations; schedule negotiations; take and transcribe minutes; maintain files for history; type final contracts; distribute to employees. E
h.) Coordinate faculty and classified employment grievances; schedule investigative interviews with employees and witnesses; schedule and coordinate employee arbitrations; monitor timelines, ensuring deadline dates are met. E
i.) Coordinate and assist in the planning of campus and management retreats, including scheduling of facilities and other logistics. E
j.) Attend President’s cabinet meetings and take notes in absence of President’s staff. E
k.) Organize the flow of communication through the assigned office in an efficient and effective manner with District staff, students, the general public, businesses, and other agencies. E
l.) Collect, compile, and analyze information from various sources on a variety of specialized topics related to programs in assigned area; write reports which present and interpret data, identify alternatives and make and justify recommendations. E
m.) Direct, coordinate and review the work plan for assigned staff; meet with staff to identify and resolve problems; assign work activities and projects; monitor work flow; review and evaluate work products, methods and procedures. E
n.) Assist in a variety of District and program operations; coordinate, supervise, monitor, and participate in special projects, assignments and activities as assigned; maintain control files on matters in progress and expedite their completion; serve on committees as assigned. E
o.) Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative; perform varied and responsible duties to assist in the processing and completion of administrative operations for assigned staff. E
p.) Initiate and maintain a variety of files and records for information related to the assigned District programs including financial, budget, operational, and administrative records; maintain and update resource materials. E
q.) Promote equal opportunity and student and gender equity to effectively serve the District’s diverse community. E
r.) Operate modern office machines and equipment including word processors, typewriters, printers, copiers, scanners, calculators, radio, and FAX machines; routinely use a full range of word processing and spreadsheet computer software applications. E
s.) Order, receive, inventory, store, and distribute supplies, forms, and related items; contact vendors and suppliers as needed; maintain related records. E
t.) Attend and participate in staff meetings and related activities; attend workshops, conferences, and classes to increase professional knowledge. E
u.) Perform other related duties and responsibilities as assigned.
The Americans with Disabilities Act (ADA) requires us to identify the essential (E) of the job duties/functions of the position. We have indicated those duties with an E on the job description.
Knowledge and Abilities
Knowledge of:
- Office management principles.
- District policies and procedures.
- Principles and practices of budget development and administration.
- Principles and practices of fiscal, statistical, and administrative data collection and report preparation.
- Principles of supervision and training.
- Pertinent Federal, State, and local laws, codes, and regulations including California Education Code and Brown Act.
- Organizational and management practices as applied to the analysis and evaluation of programs, policies and operational needs.
- Modern office procedures, methods, and equipment including computer equipment and applicable software programs.
- English usage, spelling, vocabulary, grammar, and punctuation.
- Principles and practices of business letter writing.
- Principles and procedures of record keeping.
- Principles and techniques used in dealing with the public.
- Word processing methods, techniques, and programs including spreadsheet and database applications.
- Procedures used in minute taking and preparation.
- Mathematical principles.
- Safe driving principles and practices.
Skill to:
- Operate modern office equipment including computer equipment and software.
- Type at a speed of 55 words per minute and enter data at a speed necessary for successful job performance.
- Take and transcribe minutes.
- Operate a motor vehicle safely.
Ability to:
- Interpret and apply pertinent Federal, State, and local laws, codes, and regulations including administrative and District policies and procedures.
- Research, compile, analyze, interpret and prepare a variety of fiscal, statistical and administrative reports.
- Compile, tabulate, and analyze data and information and prepare summaries and reports.
- Develop operating procedures to implement programs and policies.
- Read, understand, apply, and explain technical policies and procedural requirements.
- Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative.
- Work under limited supervision within a broad framework of standard policies and procedures.
- Understand the organization and operation of the District and of outside agencies as necessary to assume assigned responsibilities.
- Respond to questions from the public and District personnel regarding policies and procedures for the assigned area.
- Work cooperatively with other departments, divisions, District officials, and outside agencies.
- Analyze situations carefully and adopt effective courses of action.
- Maintain sensitive and confidential labor relations data and information.
- Independently prepare correspondence and memoranda.
- Perform mathematical computations quickly and accurately.
- Plan and organize work to meet schedules and timelines.
- Communicate clearly and concisely, both orally and in writing.
- Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.
Education and Experience
EXPERIENCE:
- Three years of increasingly responsible administrative secretarial support experience.
TRAINING:
- A Bachelor’s degree is required.
- Demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students.
Equivalencies
N/A
Foreign Degrees
Any degree from a country other than the United States, including Canada and Great Britain, must be evaluated by an Evaluation Service prior to the closing date. Certification must be attached with copies of transcripts.
License Certificates/Credentials
Possession of, or ability to obtain, an appropriate, valid driver’s license.
Desired Qualifications
Experience in a Finance and Business office is highly desirable.
Distinguishable Characteristics
N/A
Working Conditions
Essential duties require the following physical skills and work environment: Ability to work in a standard office environment including ability to sit, stand, walk, kneel, crouch, stoop, squat, twist, and lift 20 lbs.; ability to travel to different sites and locations.
Position Description
Applications are currently being accepted for Senior Administrative Assistant (Confidential). Hours are Monday-Friday, 8:00 a.m. to 4:30 p.m. This is a Full-Time 100%, 12 month position.
Application Procedure
Applications must be submitted by
11:59 p.m. PT on the closing date.
Applicants must submit a complete online application that includes the items listed.
Applicants must submit a complete online application that includes the items listed.
- Rio Hondo College online application (which includes supplemental questions)
- Résumé/Curriculum Vitae
- Complete transcripts of all college/university studies, including degree earned (copies will be accepted). NOTE: Transcripts from multiple colleges/universities may need to be scanned as one document, then uploaded.
- Transcripts must include degree awarded and confer date (please circle conferral date on transcripts). Transcripts without this information and online applications without transcripts will be disqualified.
PAPER APPLICATIONS AND APPLICATION MATERIALS SENT VIA MAIL , FAX , OR EMAIL WILL NOT BE ACCEPTED .
NOTE THAT ALL CORRESPONDENCE , INCLUDING INTERVIEW INVITATIONS , WILL BE SENT VIA EMAIL .
Special Instructions to Applicants
Additional Information
- The Immigration Reform and Control Act requires the District obtain documentation from every individual who is employed which verifies identity and authorizes his/her right to work in the United States.
- Successful candidate is responsible for verifying all prior work experience and providing all academic transcripts for purposes of salary placement.
- As a condition of employment, the selected applicant must provide a set of fingerprints (at the applicant’s expense) taken by an official LiveScan agency.
- Provide a Certificate of Tuberculosis Exam for initial employment (The certificate must be renewed every 4 years as a condition of continuing employment).
- For positions requiring a valid California driver’s license, proof of insurability is required.
- Applicants who are protected under the Americans with Disabilities Act and require accommodations for completing the application process, testing (if required for position), or the interview, please notify the Human Resources Office.
- A copy of this announcement will be provided in Braille to visually impaired applicants upon request.
Commitment to Diversity
All applicants must have demonstrated cultural competency and sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students and staff.
Cancel RTF Policy
WE RESERVE THE RIGHT TO RE-OPEN, RE-ADVERTISE, DELAY OR CANCEL FILLING THIS POSITION.
THIS RECRUITMENT MAY BE USED TO FILL FUTURE VACANCIES.
EEO Statement
Rio Hondo College is committed to employing qualified administrators, faculty and staff members who are dedicated to student success. The Board recognizes that diversity in the academic environment fosters cultural awareness, promotes mutual understanding and respect, and provides suitable role models for all students. The Board is committed to hiring and staff development processes that support the goals of equal opportunity and diversity, and provide equal consideration for all qualified candidates.
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