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Administrative Assistant, Senior
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![]() Administrative Assistant, Senior HR EMPLOYMENT/CAREERS Initial closing Date: 12/28/23* *This position will become Open Until Filled after the initial Review Date. Any complete applications received while the position is Open Until Filled will be reviewed by the hiring committee only upon committee request. Starting Salary: $6,462.97 (per month) plus benefits; Salary Grade: C1-52 Full Salary Range: $6,462.97 - $8,683.91 (per month) The Foothill-De Anza Community College District is currently accepting applications for the classified position above. The Foothill - De Anza Community College District does not have a remote work policy. All employees are expected to be available to work in person and on-site per the requirement of the department. Foothill - De Anza Community College District Mission Statement: The mission of the Foothill-De Anza Community College District is student success and educational excellence. The district and its colleges provide access to affordable, quality educational programs and services that develop a broadly educated and socially responsible community that supports an equitable and just future for California and the global community. Every member of our district contributes to a dynamic instructional and learning environment that fosters student engagement, equal opportunity, and innovation in meeting the various educational and career goals of our diverse students. Foothill-De Anza is driven by an equity agenda and core values of integrity, inclusion, care for our students' well-being, and sustainability. Foothill College Mission Statement: Believing a well-educated population is essential to sustaining and enhancing a democratic society, Foothill College offers programs and services that empower students to achieve their goals as members of the workforce, as future students, and as global citizens. We work to obtain equity in achievement of student outcomes for all California student populations, and are guided by our core values of honesty, integrity, trust, openness, transparency, forgiveness, and sustainability. These core values are essential to authentic and sustainable institutional equity at Foothill College. Institutional equity is embedded not only in the college's Educational Master Plan and Strategic Vision for Equity but in its planning, hiring and evaluative processes. JOB SUMMARY: This position will handle general office tasks as assigned, including, but not limited to: the point of contact and administrative support for trades, grounds, custodial and warehouse; answer problem calls from college and police staff and input work orders as needed; order uniforms for Foothill and De Anza trades, district grounds and custodial employees; oversees the check-in log and order supplies as needed for the trades, grounds, custodial and warehouses; manage work order system and assign work orders to the trades or managers; oversees work order system and set up/approve new users/staff and work with vendors on issues/problems/changes to the system; communicate with trades and requestors when needed as it relates to work orders; manage open and project purchase orders (PO's); submit and track requisitions to purchasing as well as submitting change orders as needed; receive and process invoices for payment as well as verifying invoices were paid; process agreements (ICA, UPPCA, AFS) for general fund requisitions; process elevator deficiencies to vendors and invoice from the state for the district; prepare and send overtime timesheets to budgeteer and payroll for grounds, custodial and trades employees; and manage district cell phones. DEFINITION Under direction, performs a variety of advanced administrative support duties of considerable complexity requiring a significant level of knowledge of assigned department/division, College/District policies and procedures, and local, state, and federal regulations; provides administrative support to assigned Dean, Director, faculty, and staff, including coordinating multiple calendars, schedules, making travel arrangements, and handling sensitive materials; coordinates development, input, and maintenance of class schedules; composes and prepares complex correspondence, reports, and other documents using considerable judgment in content and style; provides information to students, staff, faculty, a variety of other public and regulatory agencies, community groups, the business community, and the general public; administers complex budgets; coordinates workflow of the office; and performs related duties as assigned. SUPERVISION RECEIVED AND EXERCISED Receives direction from assigned managerial staff. Exercises no supervision of staff. May provide technical and functional direction and training to assigned staff. CLASS CHARACTERISTICS This is the advanced journey-level class in the Administrative Assistant series. Incumbents at this level are capable of performing advanced and complex administrative support duties requiring the use of considerable discretion and independent judgment in performing assigned work and have responsibility for ensuring the efficient and effective functioning of assigned program or operational area. Assignments are given with general guidelines and incumbents are responsible for establishing objectives, timelines, and methods to deliver work products or services. Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements. This class is distinguished from the Executive Assistant classification series in that the latter acts in a higher-level capacity and provides highly responsible and complex professional assistance to a Vice President or Vice Chancellor. Select positions in this classification are designated as "confidential" as this term is used within the Educational Employment Relations Act (EERA), 3540.1(c). “Confidential” positions in this classification assist management personnel with developing collective bargaining proposals and/or have regular access to information which contributes to the development of management's collective bargaining positions and/or labor relations strategies. EXAMPLES OF TYPICAL FUNCTIONS (Illustrative Only)
QUALIFICATIONS Knowledge of:
Ability to:
MINIMUM QUALIFICATIONS:
Licenses and Certifications: None. PHYSICAL DEMANDS Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. Standing in and walking between work areas is frequently required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification frequently bend, stoop, kneel, and reach to perform assigned duties, as well as push and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 10 pounds with the use of proper equipment. Reasonable accommodations will be made for individuals on a case-by-case basis. ENVIRONMENTAL ELEMENTS Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. APPLICATION PACKET:
If any required application materials are omitted, the committee will not review your application. Items not required (including reference letters) will not be accepted. For full-consideration, all application packets must be received by 11:59 pm on the closing date. Please allow yourself ample time to complete your application and resolve any technical difficulties that may arise with your submission. We do not guarantee a response to application questions within 48 hours of the closing date. CONDITIONS OF EMPLOYMENT: Position: Full-Time, Permanent,12 months per year Starting date: As soon as possible upon completion of the search process. Excellent benefits package which includes medical coverage for employee and eligible dependents, dental, vision care, employee assistance program, long term disability, retirement benefits and basic life insurance. For information on our benefits package that includes medical for employees and dependents, visit our web site: http://hr.fhda.edu/benefits/index.html. Persons with disabilities who require reasonable accommodation to complete the application and interviewing process must notify Employment Services no later than the closing date of the announcement. The successful applicant will be required to provide proof of authorization to work in the U.S. All interviewing costs incurred by applicant are the responsibility of the applicant. For more information about our application process contact: Employment Services Foothill-De Anza Community College District 12345 El Monte Road Los Altos Hills, California 94022 Email: employment@fhda.edu http://hr.fhda.edu/ To apply, visit https://fhda.csod.com/ux/ats/careersite/4/home/requisition/1446?c=fhda jeid-7dafb93a9e2c4d4f8152be98e483b0e9 |