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EXECUTIVE ADMINISTRATIVE ASSISTANT, HUMAN RESOURCES

Victor Valley College


Location:
Victorville, CA
Date:
03/03/2017
Job Code:
1672779
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Job Details



EXECUTIVE ADMINISTRATIVE ASSISTANT, HUMAN RESOURCES

Victor Valley College


Opening Date/Time: Tue. 02/28/17 12:00 AM Pacific Time

Closing Date/Time: Thu. 03/30/17 11:59 PM Pacific Time

Salary: $55,020.00 - $75,984.00 Annually

Job Type: Full-time

Department: Human Resources

FLSA: Non-exempt position, eligible for overtime compensation

Basic Functions:
**FIRST DATE OF REVIEW IS SCHEDULED FOR MARCH 30, 2017**

Under the direction of the Director of Human Resources, and in collaboration with faculty and staff, coordinate the development, implementation, internal and external promotion (i.e. information sharing) of various program and activities within the office of Human Resources; provide complex and responsible administrative coordination and support to assist with the administration of various programs and activities of the District, including, but not limited to collective bargaining, claims against the district, and other legal and confidential matters; perform research and assist with or direct the efforts of various special projects as assigned; train, assign, lead, or supervise and evaluate the work of assigned clerical personnel


Representative Duties:
Oversee and coordinate the development, review, and production of Human Resources publications and materials, including, but not limited to collective bargaining agreements, board policies and procedures, and other district communications. E

Coordinate the administration of the various programs and activities within Human Resources; provide complex and responsible administrative coordination and support to assist with the administration of various programs and activities of the District; perform duties requiring specialized or extensive knowledge of Human Resources. E

Conduct research, interpret information, and provide recommendations to the Director of Human Resources including, but not limited to legal proceedings, Education Code, labor law, collective bargaining agreements, other confidential matters, and development of district policies and procedures. E

Perform research and assist with or direct the efforts of various special projects as assigned; communicate with district, county, state or public officials to exchange or gather information; compile, arrange and present information in written and oral form to assist with management decision making; communicate policies and procedures with faculty, administration and staff. E

Train, assign, lead, or supervise and evaluate the work of assigned clerical personnel; complete or provide input into performance evaluations; participate in selecting student workers as requested; assure completion of clerical assignments in accordance with established time lines and approved procedures. E

Serve as liaison for legal entities providing services on campus; serve as liaison for faculty, staff, students, and community members, attempting to resolve various legal, Human Resources issues. E

Develop strategies to communicate information about Victor Valley College Human Resources programs and serve as a campus resource assisting in the interpretation of policies and procedures of Human Resources and the district, collective bargaining agreements, and other district-wide communications. E

Respond to phone calls and written correspondence on behalf of the Director of Human Resources; attend meetings and conferences to represent the administrator and to convey the administrator's perspectives, opinions and findings. E

Coordinate communications and activities with other District departments and personnel, students, educational institutions, vendors, outside organizations and the public. E

Provide information and answer questions from students, District personnel and the general public regarding District programs, policies, procedures and regulations; relay information, messages and directives from the administrator. E

Compose, type and prepare Board actions in accordance with established formats and timelines; compile and organize appropriate background materials. E

Operate a computer terminal, microcomputer and peripheral equipment to enter data, maintain records and generate reports; utilize fax machine, fax, and word processing, spreadsheet and other software as required by the position. E

Type a variety of regular and confidential reports, correspondence, memoranda and other documents; format, proofread and prepare materials on a computer or typewriter. E

Transcribe lengthy, complex, confidential meetings; operate transcription equipment to transcribe dictation of letters and memoranda, including material of a confidential nature; prepare agendas, correspondence and memoranda independently or from oral instructions. E

Maintain a variety of complex files and records often involving confidential materials; maintain confidentiality of information including information regarding Board, District, personnel, student, collective bargaining or controversial matters, including, but not limited to, sexual harassment and discrimination claims and lawsuits. E

Compile information and data for reports and assist in the preparation of statistical and narrative reports; inspect documents, forms, records and other materials for accuracy and completeness; process forms and documents according to established procedures. E

Prepare agenda items for Division meetings; attend meetings and take and transcribe minutes and distribute to appropriate personnel. E

Assist with budget preparation and monitor assigned budgets and capital outlays

Perform related duties as assigned


Requirements:
EDUCATION AND EXPERIENCE:
Any combination equivalent to: associate's degree and five (5) years increasingly responsible experience in human resources administration or legal matters

Desired Qualifications: Paralegal experience
WORKING CONDITIONS:
Office environment
Position requires sitting and viewing a computer monitor for extended periods of time, hand and
digit dexterity to operate a typewriter and computer keyboard, reaching, bending at the waist, and hearing and speaking to communicate and provide information to others
Incumbents may be exposed to abusive and hostile individuals



Knowledge and Abilities:
KNOWLEDGE OF:
Organization, policies and procedures of Human Resources

Collective bargaining agreements for part-time and full-time faculty and classified employees; management employees' handbook

Board policies and procedures

Specialized or extensive policies, procedures, objectives, and requirements of assigned programs and activities

Principles of supervision and training

Administrative analysis and report writing techniques

Budget preparation and monitoring and control methods and procedures

District organization, operations, policies and objectives

Automated equipment and advanced operating procedures of word processing and spreadsheet software applications

Applicable sections of state Education Code and other applicable laws, including the Privacy Act, state and federal laws, codes, and regulations concerning Human Resource administration, Equal Opportunity Employment, and labor law

Modern office practices, procedures and equipment

Correct English usage, grammar, spelling, punctuation and vocabulary

Oral and written communication skills

Interpersonal skills using tact, patience and courtesy

Telephone techniques and etiquette

ABILITY TO:
Communicate effectively, both orally and in writing

Provide complex and responsible administrative coordination and support to assist with the administration of various programs and activities of the District

Perform research, provide recommendations, and assist with or direct the efforts of various special Human Resources projects

Train, assign, supervise and evaluate the work of assigned clerical personnel

Interpret, apply and explain rules, regulations, policies and procedures

Develop and conduct oral and written presentations

Compose and produce letters, reports and other correspondence

Operate a computer terminal and microcomputer to enter data, maintain records and generate reports

Operate a variety of office equipment such as typewriter, transcription machine, calculator, copier and facsimile machine

Transcribe dictation of letters and memoranda, including material of a confidential nature; accurately transcribe lengthy, complex, confidential meetings

Type at 70 words net per minute from clear copy

Work independently with little direction

Establish and maintain cooperative and effective working relationships with others, including those from diverse academic, socioeconomic, cultural, ethnic and disability backgrounds

Meet schedules and time lines

Work confidentially with discretion

Analyze situations accurately and adopt an effective course of action

Make decisions in procedural matters without immediate supervision

Complete work with many interruptions

Operate a computer terminal, typewriter, calculator, copier and transcription equipment

Maintain a variety of records including statistical and financial data

APPLICATION PROCEDURES:
Appointment to this position is subject to availability of funds. *Salary Schedule subject to change.*

To be considered a candidate for this position, all materials required should be received in the Victor Valley College Office of Human Resources by the First Review Date. Application materials may be accepted after this date, however, if a file is not complete by the First Review Date, the application may not be considered by the Screening Committee

It is the applicant's responsibility to ensure that all requested materials are received. All materials included in the application packet become District property and will not be returned

All information qualifying an applicant for the position must be included on the Victor Valley College employment application. To assist the District in determining whether an applicant meets the minimum requirements, descriptions of an applicant's present and past job duties should include details pertinent to the position for which he/she is applying

Applicants may be notified by email during any phase of this recruitment regarding status
If it is unclear whether an applicant meets the minimum qualifications for the position from the application, that applicant will be disqualified

It is not unusual for the District to receive hundreds of applications for a position. For this reason, it is advantageous to make the application as easy to review as possible

Candidates wishing to apply for more than one position must apply for each position separately

A complete file consists of all of the following:
1. Completed electronic Victor Valley College employment application
2. Letter expressing interest in the position
3. Current resume
4. Copies of transcripts showing college degrees and coursework NOTE: Degrees must be from an accredited institution. It is the responsibility of candidates to include U.S. evaluations of non-U.S. transcripts with their application
5. Three (3) current letters of recommendation from persons having firsthand knowledge of the applicant's professional qualifications, character, etc

Victor Valley College is an Equal Opportunity Employer. Victor Valley College prohibits sexual harassment and assures that all employees will enjoy equal opportunity regardless of race, color, religion, marital status, sex, sexual orientation, national origin, age, disability, or status as a veteran. Employment acceptance or rejection shall be based on job-related qualifications

To Apply http://agency.governmentjobs.com/vvc/





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