Administrative Assistant (Counseling Department) - West Valley-Mission Community College District in Saratoga California

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West Valley-Mission Community College District

Saratoga, California

United States


Detailed Job Description

The Department of Counseling is seeking a talented individual to fill the position of Administrative Assistant.

West Valley College, though just minutes from the heart of the Silicon Valley, is in a beautiful park-like setting on 143 wooded acres. Our staff and faculty are among the most qualified in the state and our students appreciate the college for its friendly staff and supportive atmosphere.

Under the direction of the Dean of Student Services or designee, perform a wide variety of complex administrative support duties; process administrative matters not requiring the immediate attention of the Dean or designee; prepare and review a variety of schedules, reports, and summaries.

Applicants who possess the knowledge, skills, and life experiences to address the cultural and educational needs of a culturally diverse student population are encouraged to apply.


53.3% of full time, 20 hours per week, 12 months per year, with anticipated start date of November 18, 2015. Schedule may change to include some evening or weekend hours, as needed. This position is a member of the West Valley-Mission Classified Employees Association (WVMCEA), Office, Technical & Business Services Employee Unit.

Work Location: West Valley College, Saratoga, CA.

We have begun a district-wide classification study of all regular, non-faculty staff positions. A classification study is a process of studying, analyzing, and describing the nature and level of work performed by employees. This classification study will ultimately produce uniform job descriptions for every employee.

The classification study will also include a compensation study that will provide information on what other employers pay employees who are performing similar duties. The District will use this information to ensure that our employees are adequately compensated.

The classification study started in November 2014 and will take approximately 9-12 months to complete. As a result of this study, it is possible for the job description and/or compensation to change in this position opening.

Minimum Qualifications

Any combination equivalent to:
1. Education – Graduation from high school supplemented by college-level course work in business or related field;


2. Experience – Three years of increasingly responsible secretarial experience, including one year of experience as an secretary or office coordinator in an administrative office of a public agency;


3. Demonstrated ability to effectively work with persons of diverse socioeconomic, cultural, disability, and ethnic backgrounds.

Desired Qualifications

  • Experience with website maintenance and content updates.
  • Experience working with complex processes.
  • Ability to track and update multiple databases.

Examples of Duties and Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty of the position satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions required for the position.

  • Perform secretarial duties for assigned administrator, assisting the administrator with a variety of clerical, technical and administrative detail.
  • Develop schedules related to division/department activities and services; maintain calendars and coordinate committee and other meetings; review, update and inform the administrator and others of essential timelines.
  • Facilitate communications between the assigned supervisor, other administrators, students, staff and other offices, educational institutions or public agencies; interact and relay information, questions and decisions regarding administrator’s area of assignment.
  • Perform administrative support duties to assist the administrator in meeting reporting requirements, functional responsibilities and research objectives.
  • Provide staff support to standing and ad hoc committees and other groups as assigned; attend meetings, take notes or record proceedings; prepare and distribute agendas, background materials and minutes as appropriate.
  • Perform office management duties for the administrator’s office; train and provide work direction to assigned student workers and clerical assistants; order supplies and assure proper functioning of office equipment.
  • Format, type, proofread, duplicate and distribute correspondence, lists, forms, memoranda and other materials according to established procedures, policies and standards.
  • Track budget activity and resolve budget issues and problems; process and prepare time sheets for signature; post, monitor and track invoices and other expenditures; process budget/expense transfers; prepare requisitions, check requests, independent contracts and claims for reimbursement of special funds related to assignment.
  • Compose correspondence independently; communicate information in person or by telephone where judgment, knowledge and interpretation of policies and procedures are necessary.
  • Coordinate the flow of activities through the office in relation to priorities and schedules; assure the timely completion of work in accordance with established policies, procedures and standards.
  • Establish complex, interrelated filing systems including confidential files; collect, compile and record narrative, statistical and financial data and other information; research and verify information as requested.
  • Prepare a variety of schedules, reports, lists and summaries using word processing, desktop publishing, spreadsheet and data base management software; maintain logs and other manual records as required; receive mail and identify and refer matters to the administrator in order of priority.
  • Operate office equipment including computer equipment, typewriter, calculator, copier, Dictaphone and facsimile machine.
  • Perform related duties as assigned.

Knowledge and Abilities

Knowledge of:

  • Modern office practices, procedures and equipment, including letter and report writing, financial and statistical record-keeping, receptionist and telephone techniques and etiquette.
  • Basic math.
  • Basic research methods and techniques.
  • Office management techniques.

Ability to:

  • Compile information and write reports, business correspondence, and procedure manuals using correct English usage, grammar, spelling, punctuation and vocabulary.
  • Read, interpret, apply and explain District and department policies, procedures and regulations.
  • Effectively present information in person or on the telephone to students, staff or the public.
  • Use sound judgment in recognizing scope of authority.
  • Exercise good judgment and discretion in analyzing and resolving confidential, difficult and sensitive situations.
  • Communicate effectively orally and in writing using correct English usage, grammar, spelling, punctuation and vocabulary.
  • Learn and work within the policies, functions and requirements of area of assignment.
  • Operate word processing, spreadsheet and data base management software proficiently.
  • Operate computer terminals, microcomputer, copier, calculator and facsimile machine.
  • Operate an electronic keyboard accurately at 60 words per minute.
  • Record and transcribe information accurately at an acceptable rate of speed.
  • Type, format, proofread, duplicate and distribute documents and other written materials.
  • Train and provide work direction to others.
  • Establish and review work priorities.
  • Maintain accurate statistical and financial records.
  • Plan and organize work to meet demanding schedules and multiple timelines.
  • Establish and maintain effective and cooperative working relationships with others.
  • Maintain confidentiality of sensitive information.
  • Relate effectively with people of varied academic, cultural and socio-economic background using tact diplomacy and courtesy.
  • Work effectively with minimal supervision.
  • Perform assigned work with speed and accuracy.

Salary and Benefits

  • Anticipated Hiring Range: $2,161–$2,353 monthly (WVMCEA Salary Schedule, Range 57, Steps A-C).
  • Employer-contributed medical, dental and vision for employee, spouse, and/or dependents (prorated for employees working less than 100% of full-time).
  • Employer-paid long term disability for employee.
  • Voluntary life insurance.
  • 13 paid holidays, plus 1 floating holiday annually; paid non-workdays between Christmas and New Year.
  • 10 days vacation leave accrued annually; rate increases step-wise up to maximum 22 days vacation leave accrued annually. (prorated for employees working less than 100% and 12 months).
  • 12 days sick leave accrued annually (prorated for employees working less than 100% and 12 months).
  • Personal necessity leave and personal business leave.
  • Educational growth incentive program from $35 to $175 monthly.
  • $500 longevity award annually after 10 years of service and $1,000 longevity award annually after 20 years of service.
  • CalPERS retirement.
  • Position is union affiliated with required dues.
West Valley-Mission Community College District is an Equal Opportunity Employer

Keyword Phrases

  • Administrative Assistant (Counseling Department)
  • 2 Silicon Valley locations
  • student-centered learning environment
  • empowering diverse human capital
  • Academic Administration
Employment Type:Administrative Staff
Degree Required: See Job Description
Experience: See Job Description
Level of Job: Other
Salary: See Job Description
Type of School:2 - Year Institution / Technical
Application Requirements: CV/Resume