Administrative Assistant II, Workforce and Economic Development at Chaffey College

This position comprehensively supports the Workforce and Economic Department’s (WED) budgetary needs including, but not limited to, grant and contract monitoring, ensuring proper management of budgets, adherence to workplan requirements, and providing expertise in handling state, federal, and private grants and contracts. The candidate will provide robust fiscal support to staff and managers with a strong emphasis on contracts and procurements. The person will serve as a liaison between WED and the district’s purchasing and accounting departments, to coordinate, draft, and resolve contractual and/or budgetary discrepancies related to contracts and purchase orders.

Positions in this classification are assigned some combination of the following duties:

• Compiles information, prepare and process complex documents such as class schedules, college catalog, master dictionary, curriculum guides, and procedure manuals according to established guidelines.
• Assist in the development and preparation of reports, board items, budgets, and grant proposals; verify information and calculations; collect data and provides research assistance for various studies and reports; assist in the monitoring of budget expenditures, research variances and discrepancies, and recommend changes to budget accounts; prepare and process purchase orders and requisitions.
• Prepare, process, or verify personnel documents; assist in the notification and processing of evaluations; and prepare and secure employee timesheets and leave statements.
• May function as office coordinator for a college service area; coordinate work of clerical staff in various component programs; assess hourly staff skill levels and provide or arrange training as needed; coordinates accounting systems of component programs.
• Serve as liaison between supervisor, program, or division, and various groups such as other college staff, students, or community groups.
• Provide technical assistance to other staff in areas such as budget preparation, recordkeeping, editing, computer, and software usages.
• Attend meetings on behalf of supervisor as assigned.
• Monitor progress of assigned projects; maintain complex recordkeeping systems and schedules; assist instructional staff in developing and coordinating class schedules.
• Coordinate specific activities and events of assigned office and arrange for ancillary services. Such activities may include student government elections, program registration, classes, seminars, conferences, and fund-raising events.
• Maintain updated knowledge and records of regulations and requirements applicable to assigned office; monitors transactions, programs, and services to ensure compliance.
• Organize office systems; recommend policies, procedures, and program activities. 
• Maintain calendars, schedule appointments, arrange meetings, make travel arrangements.
• Type, edit, and format a variety of instructional and administrative materials; compose correspondence from general instructions; may take and transcribe dictation and prepare minutes of meetings.
• Use a variety of office equipment including word processor, computer terminal, printer, calculator, and copy machines.
• Sort and distribute mail; answer phones; screen and route calls and visitors; provide information to staff, students, and the public regarding programs and functions of assigned office.
• Maintain a variety of logs, files, and records including files of a supervisory and/or sensitive nature; control the release of sensitive information to authorized personnel.
• May maintain and audit financial records related to assigned office, monitor budgets, and collect and account for money, disburse checks, and assist in budget preparation.
• Provides technical assistance in requisition processing and scheduling classes.
• Performs related duties as assigned.

SPECIAL CONDITIONS
Working hours: Monday - Friday, 7:30am - 4:30pm. Hours may vary according to the assignment.  

APPLICATION PROCESS
Chaffey College utilizes an online electronic application system. The application can be accessed at  https://www.schooljobs.com/careers/chaffey . The application must be completely filled out in detail and clearly show that you meet the qualifications as set forth in the announcement, and you must upload the following documents:

Please do not include any  additional documents only  the documents that   are indicated below. If you upload documents that are not required, your application may be disqualified. Please do not submit letters of recommendation or documents that contain your photograph.
 

CONDITIONS OF EMPLOYMENT
This is a full-time, 12-month, classified bargaining unit position. Starting date: as soon as possible.  Range 18 of the CSEA Salary Schedule, with a starting salary of Step A, $5,030. Excellent benefit package. 

 

Being able and ready to work in-person with Chaffey students, Chaffey employees, or other members of the Chaffey community/Chaffey partners/Chaffey contractors is an essential function of this job.