DESCRIPTION Napa Valley College is seeking an Administrative Assistant in Facilities Services/Risk Management. Facilities Services provides maintenance and safe operations of the college's physical properties, custodial services and grounds maintenance. Facilities Services includes facilities reservations, risk management, and environmental health and safety. The incumbent in this position will provide difficult and complex technical, accounting, and administrative support duties; manage office functions; undertake and complete administrative projects. This position reports to the Director, Facilities Services. The responsibilities of this position include, but are not limited to the following: process worker's compensation, property and liability, and student insurance claims; process requests and schedule facilities reservations for the District including organizing event support while supporting the instructional mission of the college; provide ergonomic recommendations as part of the safety credit program; provide additional office support for the department; and perform other duties as assigned. This is a 40 hours per week, 12-months-per-year, classified position. The salary will be appropriate placement on range 21 of the current Classified Salary Schedule. The starting salary range is $3,773 to $4,368/month, with future steps up to $5,059/month. Placement is made based on experience. The college offers a fringe benefit package including medical, dental, vision, disability and life insurance, employee assistance program, and public employee retirement system membership. The district benefit allotment is prorated for less-than-full-time employees. DUTIES AND RESPONSIBILITIES Provide Administrative Support Assist in coordinating and developing functions pertinent to assigned administrator's area of responsibility; act independently to relieve administrator of a variety of tasks and assume responsibility for making lower-level administrative decisions as directed; compose correspondence independently that requires some analysis and synthesis of the situation; take and transcribe minutes from committee and other meetings; take and transcribe dictation; maintain confidentiality; receive mail and identify matters to assigned administrator in order of priority; maintain oversight of office functions; troubleshoot problems as they arise. Monitor and Maintain Program Budgets Provide significant assistance with the annual preparation of categorical and general fund budgets; establish and maintain budget records for special programs; monitor income and expenditures by program; prepare expenditure projections and analysis; provide technical information for any specially-funded program applications; assist with monitoring program compliance requirements; complete financial research in response to inquiries from administrator; assist in the preparation of interim and final special program reports; prepare complex spreadsheets; maintain accurate data files. Compose, Write, and Edit Material Research, compose, edit, type, assemble, and coordinate program correspondence, agendas, reports, handbooks, and various documents; independently design and produce written documents that require moderate syntheses of information from a variety of sources and situations; incorporate that information in a usable format for final use and publication. Compile, Research, and Compute Data and Prepare Reports Research, collect, compile, check, and compute statistical, financial, and other diverse information into special and periodic documents or reports; resolve discrepancies, troubleshoot problems, initiate system corrections; design and produce reports; create and recommend options for problem solving. Act as Office Liaison Serve as liaison between administrator and other district officials; arrange and schedule a variety of visitors, set up appointments, screen visitors and telephone calls and refer to appropriate staff members; receive and attempt to resolve or refer complaints; make travel arrangements. Coordinate Office Functions Oversee local area network, troubleshoot hardware and software problems, make necessary corrections, recommendations, or referrals; train and assign work to subordinate office clerical personnel and student assistants; make arrangements for meetings and notify participants; assist in development and coordination of office or program activities; identify and prioritize conflicting work assignments. General Duties Perform general secretarial and clerical tasks as required; perform customer service tasks related to program activities or program requirements, for example financial transactions, student registration, and general student services; assist students with completing program specific paperwork; perform other duties as assigned. QUALIFICATIONS Minimum Qualifications Knowledge of: Standard office techniques and equipment, including letter and report writing; Principles and practices relating to budget programs and general systems management; Research and report preparation and basic statistics; Advanced office operations, procedures, policies, and precedents; Correct English usage, spelling, vocabulary, and math; Principles of employee training and supervision; Effective interpersonal relations; Reports and information obtained by data processing systems. Ability to: Perform difficult and complex technical and secretarial work with independence and effectiveness; Analyze difficult and/or sensitive situations and adopt an effective course of action; Compose difficult correspondence independently; Synthesize and compile diverse data and prepare reports; Establish and maintain complex filing systems; Apply specific rules, policies, and procedures of the specific office or program to which assigned; Interpret and control multiple budgets and special accounts; Work in campus network and mainframe applications; use in-depth knowledge of word processing, spread sheet, and database programs, electronic mail, and the Internet; troubleshoot local area networks and common hardware and software problems. Other: Demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic background of community college students. Job Expectations: To know and follow safe work practices. To know and follow district policies, procedures, and guidelines. To demonstrate sound judgment. To meet work commitments. To demonstrate effective work habits and attitudes. To understand and maintain confidentiality. To establish and maintain respectful and cooperative work relationships with faculty, staff, students, and the general public. Title 8, USC, Section 1324-A requires verification of eligibility for employment in the United States. Desirable Qualifications Able to multi-task several separate and distinct functions. Experience providing exceptional customer service to a diverse community. Experience with worker's compensation, property and liability claims and mitigation. Experience scheduling and/or coordinating large events. Experience providing ergonomic evaluations in an office setting. APPLICATION PROCEDURE A. Applicants must complete the online application through GovernmentJobs.com. To begin the application process, please visit the Napa Valley College website at www.napavalley.edu/hr and click the "Job Opportunities" link. All elements of the application, including supplemental questions, must be submitted in order for the application to be considered complete. Internal applicants are still required to submit a complete application packet for this position. This includes submission of all required application materials. B. Applicants must attach the following to complete the application process: (.pdf, .doc, .docx, .rtf, .bmp, .gif, .jpe, .jpeg, or .jpg files only) A letter of interest, not to exceed two pages, that addresses how you meet the minimum and desirable qualifications for the position as outlined in this announcement. Current comprehensive resume. It is important that your application reflect all of your relevant education and experience. Please note that your resume does not take the place of completing the "Work Experience" section of the application. Applications will be rejected if no work experience is listed, or if other required application fields are missing or incomplete. It is the applicant's responsibility to ensure that all required application materials are completed and properly uploaded into the system. Only complete applications will be forwarded to the selection committee for further review. An application is only considered complete if all items above are uploaded. All required application materials must be submitted no later than 11:59 p.m. PST on the filing deadline. Please do not submit material not requested. Application materials submitted become the property of Napa Valley College and the Office of Human Resources cannot copy, return, or transfer material to other positions. Any expenses incurred in connection with the initial interview will be the responsibility of the candidate. The college will reimburse certain travel expenses associated with second interviews (if applicable), depending on distance of travel. The District will not accept materials by e-mail, fax, or mail for this position. SPECIAL ACCOMMODATIONS: 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 Human Resources. Napa Valley College, an Equal Employment Opportunity Employer, maintains a drug-free workplace and requires that employees abide by that policy. For more information, contact the Office of Human Resources: (707) 256-7100 jobline@napavalley.edu For technical support, contact NEOGOV at (855) 524-5627. The college offers a fringe benefit package including medical, dental, vision, disability and life insurance, employee assistance program, and public employee retirement system membership. Information pertaining to specific benefit allotments can be found on the Regular Classified Salary Schedule . Visit our Benefits page for more information regarding district-sponsored health benefits and to obtain information about our health benefit providers. For other specific questions related to benefits, contact the Office of Human Resources at (707) 256-7100. 01 Describe your experience in the following areas: a) Managing multiple budgets; b) General office operations; c) Preparing documents, letters, and reports; d) Records and file management; e) Skills in using computer hardware and software, (e.g., word processing, database, spreadsheets, graphic design); f) Collecting and accounting for fees; and g) Providing ergonomic evaluations in an office setting. 02 Describe your experience with insurance, certificates of insurance including processing and evaluating worker's compensation, property and liability, and/or student insurance claims. (Limit your response to 300 words.) 03 Describe your current and previous work experience in interpreting and learning regulations and policies and your specific role in communicating and applying them in the workplace. (Limit your response to 300 words.) 04 Describe any experience you have scheduling and/or supporting events and activities. (Limit your response to 300 words.) 05 Describe your approach to providing quality customer service and explain the practices you found to be most effective with a diverse population. Include in your response an example that demonstrates how you have handled a sensitive situation. (Limit your response to 300 words.) 06 Describe your experience in working with high volumes of public contact and managing multiple priorities. (Limit your response to 300 words.) 07 Describe your experience working with or serving individuals from diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds and what you learned from the experience. Give specific examples. (Limit your response to 300 words.) Required Question Agency Napa Valley College Address 2277 Napa-Vallejo Hwy. Napa, California, 94558. Phone (707) 256-7100 Website http://www.napavalley.edu Apply Your browser does not support the IFRAME feature, which is required by this web page.
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