Napa, CA

2024-00024

09/25/2024

DESCRIPTION

OPEN UNTIL FILLED

Napa Valley College is seeking an individual with demonstrated administrative skills to join an outstanding team of faculty, staff, and administrators to provide high quality programs and services to our district, our community, and most importantly, our students.  
 
The incumbent in this position will be providing advanced administrative support to the Assistant Superintendent/Vice President; performing technical/clerical functions of the office; performing with a high degree of independence, duties related to planning, organizing, and coordinating operations in the Office of Human Resources, Training & Development; and providing requested information regarding department procedures and functions. This is a confidential position.  
 
This job reports to the Assistant Superintendent/Vice President, Human Resources, Training & Development.
 
This is a full-time, 12-months-per-year, confidential position.  The salary has an appropriate placement on Range 8 of the current Administrative/Confidential salary schedule. Initial salary placement is $5,122/month to $5,648/month, with future steps up to $7,208/month. Placement on the salary schedule is commensurate with experience.  The college offers a fringe benefit package including medical, dental, vision, disability and life insurance, employee assistance program, and retirement system membership.  The assignment includes 20 paid holidays, 22 vacation days, and 12 days sick leave annually.

DUTIES AND RESPONSIBILITIES

Essential Functions:

• Assists in the preparation of bargaining documents (e.g. distribution, agendas, taking negotiations minutes; meeting minutes, attendance tracking, archiving records, etc.) for the purpose of ensuring accuracy and confidentiality in support of negotiations and collective bargaining practices and guidelines.
• Communicates with internal staff, personnel, administration, board members, and external entities (e.g. employment, recruitment, hours of operation, etc.) for the purpose of providing information and assistance to ensure completion of inquiry/request in a timely manner.
• Compiles data from a variety of sources (e.g. work orders, budget reports, specialized reports, etc.) for the purpose of preparing reports and maintaining operations in accordance with administrative guidelines and ensuring timelines are met.
• Composes and prepares correspondence and materials independently (e.g. manuals, publications, handbooks, documents, presentations, agendas, materials for meetings, reports, memos, etc.) for the purpose of providing various complex documents for the district, state and federal agencies within established guidelines.
• Maintains a wide variety of manual and electronic documents files and records (e.g. budget data, employee records, financial records, reports, etc.) for the purpose of providing up-to-date information and historical reference in accordance with established administrative guidelines and legal requirements.
• Monitors account balances and related financial activity for the purpose of ensuring that allocations are accurate and complying with established financial practices.
• Participates in a variety of meetings, trainings, and workshops for the purpose of conveying and/or gathering information required to perform job functions.
• Performs a variety of complex administrative duties (e.g. organize and coordinate office activities, set-up for meetings, maintain calendars, track projects, develops agendas and materials for meetings, etc.) for the purpose of ensuring efficient and accurate operations of department functions and procedures.
• Performs highly complex, technical, and confidential tasks for the Vice President and other Executive Administrators (e.g. communication and correspondence such as court, legal, and investigation documents, personnel issues, labor issues, etc.) for the purpose of ensuring the implementation and integrity of primary technical/confidential processes.
• Researches a wide variety of topics (e.g. policies, current practices, education codes, collective bargaining, etc.) for the purpose of providing information and recommendations to ensure outcomes reflect the appropriate policies and guidelines.
• Responds to inquiries from a variety of sources (e.g. applicants, staff, visitors, federal and state agencies, administrators, etc.) for the purpose of providing information or direction in accordance with policy and guidelines.
• Schedules a wide variety of activities (e.g. appointments, meetings, travel reservations/accommodations, workshops, conferences, etc.) for the purpose of making necessary arrangements for assigned administrator.
• Serves as the initial contact for any complaints, including those related to discrimination and sexual harassment and completes related tasks (e.g. clarify the nature of the complaint, advise faculty and staff of the processes, document all contacts, prepare written records, schedule interviews, etc.) for the purpose of assisting in the resolution of faculty and staff complaints and grievances.
• Serves as the point of contact for the department (e.g. general reception duties such as answering the telephone, greeting visitors, etc.) for the purpose of conveying information regarding employment procedures.
• Supports the preparation of board action items (e.g. personal documents, Board Action items, notice of official action, etc.) for the purpose of ensuring transparency of personnel action in accordance with state regulatory guidelines.
• Trains temporary employees and student workers for the purpose of ensuring clerical functions are performed within guidelines.

Other Functions:

• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

 JOB REQUIREMENTS

Minimum Qualifications

Skills, Knowledge and Abilities:

SKILLS are required to perform multiple, technical tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include: applying pertinent codes, rules and regulations; operating standard office equipment including pertinent software applications; preparing and maintaining accurate records; following oral directions; communicating in order to synthesize and solve problems; professional writing capabilities; and organizing a variety of meetings and conferences.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and solve practical problems.  Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: accounting/bookkeeping principles; computer skills; concepts of spelling, grammar and punctuation; record keeping principles applicable to accounting; modern office practices, procedures, computer hardware and software; and human resources codes/laws/rules/regulations/policies.

ABILITY is required to schedule activities, meetings, and/or events; gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; analyze data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; setting priorities; working with detailed information/data; problem solving; working independently; performing complex evaluation of records with speed and accuracy; working cooperatively with others; customer service skills; supporting necessary organizational procedures;  and demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic background of community college students.

Responsibility:

Responsibilities include: working under limited supervision using standardized practices and/or methods; leading, guiding, and/or coordinating others; tracking budget expenditures. Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization's services.

Work Environment:

The usual and customary methods of performing the job's functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 60% sitting, 20% walking, and 20% standing.  This job is performed in a generally clean and healthy environment.

Experience:

Job-related experience with increasing levels of responsibility is required.

Education:

Community college and/or vocational school degree from an accredited institution with study in job-related area.

Clearances:

Criminal Background Clearance
Tuberculosis Clearance

Title 8, USC, Section 1324-A requires verification of eligibility for employment in the United States.

• Bachelor’s Degree from an accredited institution; 
• 2 years' experience working in a Human Resources department;
• Demonstrated customer service/clerical experience at a higher education organization;
• Experience with Outlook and computer software including Adobe, Word, Excel, and SharePoint for the purpose of creating, editing, and maintaining a website; and
• Experience in developing and monitoring budgets.
   

APPLICATION PROCEDURE
  
A. Applicants must complete the online application through SchoolJobs.com. All elements of the application, including the education and work experience sections and supplemental questions must be submitted in order for the application to be considered complete. Napa Valley College evaluates candidates based on the information provided in the online application only. Do not attach resumes and cover letters.  
  
Internal applicants are still required to submit a complete online application for this position. This includes the submission of transcripts.  
  
B. Applicants must attach the following to complete the application process:   
Legible copies of transcripts verifying college work, degrees, and conferral dates (official transcripts required on offer of employment). Transcripts without the degrees and conferral dates will be deemed incomplete.  
 
Foreign Transcripts: Napa Valley College requires that individuals who have completed college or university course work at an institution in a country other than the United States must obtain a complete evaluation of foreign transcripts, degrees and other relevant documents. A foreign transcript evaluation is required any time foreign course work is used to meet minimum qualifications and/or salary placement, even if the foreign transcript has previously been accepted by a different college or university in the United States. Foreign transcripts must be evaluated by one of the organizations approved by the State of California, Commission on Teacher Credentialing. Please click here (Download PDF reader) for a list of approved organizations.  
  
 It is important that your application reflect all of your relevant education and experience. Please note that applications will be rejected if no work experience is listed, or if other required application fields are missing or incomplete. Transcripts are the only attachments allowed so we may verify that the minimum education qualification has been met.  
  
All required application materials must be submitted no later than 11:59 p.m. Pacific Time 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, Training & Development 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 the Office of Human Resources, Training & Development.  
  
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, Training & Development:  
  
 2277 Napa-Vallejo Highway  
 Napa, CA 94558  
 (707) 256-7100  
 jobline@napavalley.edu 
  
 For technical support, contact NEOGOV at (855) 524-5627