(Full-time) President's Office Process Specialist

Description of Basic Functions and Responsibilities

OVERVIEW
The Shasta-Tehama-Trinity Joint Community College District (Shasta College) sits at the northern end of the Sacramento Valley, surrounded by mountains to the north, east, and west. The area provides a wide array of outdoor amenities and activities with miles of hiking and biking trails, national parks, two lakes, and the Sacramento River. The main campus is located in the city of Redding, population 90,000. The area is characterized by excellent schools with high graduation rates, low traffic, and low housing prices (Zillow average 393,000 vs. California state average of 770,000).
Shasta College is committed to providing its diverse student population with equitable education outcomes, contributing to the social, cultural, intellectual, and economic development of our communities. The college has been recognized as a leader in developing and implementing innovative education programs to increase student success, including accelerated pathways for high school students to achieve a bachelor's degree and for returning students to complete their Associate and Bachelor's degrees. Shasta College enrolls more than 11,000 students annually and provides educational services to students with a wide range of skills and abilities.
Our ideal candidate is motivated to join a campus community prioritizing the success of our racially and socio-economically diverse staff and student population. Providing equitable outcomes so all members of our community may enjoy safe, healthy, and vibrant educational and employment environments is critical to our success.
Confidential positions in the California Community College system offer a unique opportunity to contribute to the empowerment of our students seeking to improve their lives and communities. Our confidential staff engage with a diverse employee and student populations, facilitating equitable outcomes for all by implementing and supporting our various employment and academic programs. As a confidential staff member at Shasta College, you will join a vibrant community of professionals and educators working together to provide a positive, healthy educational environment where our students experience diverse academic and cultural perspectives. A career in confidential service at Shasta College offers a highly rewarding and enriching employment experience.
DESCRIPTION OF BASIC FUNCTIONS AND RESPONSIBILITIES:The President’s Office & Process Specialist serves as a confidential support person for the President’s Office. This position assists with office operations, including planning, organizing, coordinating, and participating in support activities for the Office of the President.

This position primarily oversees the facilitation of regular review of board policies and administrative procedures by tracking the documents throughout the approval process, preparing documents for cabinet and board approval, acting as an information source by providing information and interpretation of established procedures/policies and collective bargaining language, and maintains the board policy and administrative procedure library.

Employees in this classification receive limited supervision within a broad framework of policies and procedures. Employees in this classification may direct, oversee, coordinate, and review the work of student assistants and other office support staff. This job class requires the use of initiative, organizational and problem-solving skills, and independent judgment in the organization, coordination, and processing of work and information through the assigned office. This class is distinguished from the others in the administrative support series by its Confidential employee designation. This is a senior office professional requiring a thorough knowledge of District policies, procedures, and regulations as applied to specific areas of assignment.
SUPERVISOR: Executive Assistant/PIO to the Superintendent/President or designee
CLASSIFICATION: Range C22 on the current Confidential Salary Schedule, 40 hours per week, 12 months per year. Work assignment hours are 8:00 a.m. - 5:00 p.m., Monday through Friday. This is a confidential position with a default CalPERS retirement.

Typical Duties, Knowledge and Ability

Essential Functions:

Receives, gathers, and prepares information and materials which may be of a technical or confidential nature.May be invited to participate in management caucuses; may be assigned to serve as a District team member for collective bargaining.Researches, calculates, and compiles costs and other information that may be used in collective bargaining.Receives, handles, and processes confidential information ensuring that security and strict rules of confidentiality are maintained.Performs administrative, clerical, and office support functions to assist in the processing and completion of administrative operations of the Superintendent/President’s OfficeAssists with the day-to-day operations of the President’s Office to include screening visitors and telephone callsProvides staff support during functions and events of the Superintendent/President’s Office including board meetingsWorks with the Executive Assistant to the Superintendent/President in maintaining the college’s organizational charts ensuring accurate and up-to-date informationAssists with the oversight of the Superintendent/President’s website ensuring all content is accurate and up to dateAssists with the scheduling and upkeep of the President’s Office Board RoomReceives, reviews, and verifies documents, records, and forms for accuracy, completeness, and conformance to applicable rules, regulations, policies, and procedures.Develops or assists in the development of forms, worksheets, and record-keeping systems for the collection, dissemination, and maintenance of needed information.Keeps computerized records of expenditures maintaining and monitoring office and special programs, budget accounts, records, and running balances, performing necessary arithmetical computations.Establishes and maintains recordkeeping and filing systems; maintains the security of confidential files and documents; maintains the security of personally identifiable information; ensures compliance with the Federal Educational Rights and Privacy Act of 1974Provides input and recommendations regarding office support budget. Orders supplies and processes purchase orders, as neededPrepares a wide variety of materials such as interoffice communications, promotional materials, brochures, requisitions, forms, letters, reports, statistics, specifications, etc. from rough draft or verbal instructions and independently composes correspondence.Assists administrator(s) in developing reports of varying complexity. Coordinates research/data requests, follows up on status, and facilitates timely completion.Compiles and updates a variety of reports and information for government agencies and other entities as requestedMaintains accurate and detailed calendar of events, deadlines, and schedules as they relate to assigned program(s) and services to ensure proper tasks and activities occur as scheduledPlans, coordinates, and executes logistics for functions and events including logistics for network offerings, sourcing venues, finalizing menus and audio/visual needs with venues, and gathering materialsArranges and schedules a variety of meetings; notifying participants, confirming dates and times; reserving meeting sites and preparing needed materialsDevelops professional meeting materials with direction from administrator(s) such as slides and handoutsServes as liaison between assigned office and those divisions/departments reporting to itActs as an information source regarding operational policies, procedures, and requirements; receiving and interviewing callers and providing information where judgment, knowledge, and interpretation of established procedures/policies and collective bargaining language are requiredFacilitates the regular review of board policies and administrative procedures by tracking the documents throughout the approval process and prepares the documents to be submitted for board approvalCollects and researches legal language to be incorporated into board policies and administrative proceduresVerifies consistency of board policies and administrative procedures with the recommended language provided to statewide organizations and/or legal firmsMaintains the board policy and administrative procedure libraryCoordinates the regular posting of participatory governance committees’ agendas, minutes, and reports to the district websiteTracks and facilitates the posting of reports and documentation required for accreditation and regulatory purposes on the district websiteAttends meetings, takes minutes, transcribes, and distributes minutes to appropriate staff/personnel, as needed; follows up on minutes of meetings as requiredReceives, sorts and distributes outgoing and incoming mail, prioritizing and designating appropriate response whenever possible and/or responding to correspondence as directedMakes travel arrangements as assignedMay interview, train, and oversee the work of others in a lead capacityPerforms other related duties similar to the above in scope and function as requiredKnowledge of:
Business English, including proper grammar, punctuation, vocabulary, and spellingWord processing and other computer software applications, including Microsoft Office, Excel, PowerPoint, Outlook, and WordBasic data tracking methods and techniquesAbility to:
Learn the operations, procedures, policies, and requirements of the assigned office and apply them with good judgment in a variety of situationsLearn, interpret, and successfully apply established rules, procedures, and policies with good judgment while independently carrying out a variety of technical and routine administrative proceduresLearn the reporting requirements related to participatory committees and accreditationCompile and maintain the security of confidential informationCommunicate effectively and tactfully orally and in writingIndependently compose routine correspondence and prepare reportsPrioritize, direct, and coordinate workflow among administrative support staff within assigned officeEstablish and maintain cooperative and effective working relationships with diverse individuals and organizations while performing assigned duties.Promote a working environment supporting positive cooperation and shared accountability within the assigned departmentDemonstrate initiative, flexibility, organizational, and interpersonal skills to plan, organize, and coordinate programsManage time and work priorities effectively, and work under pressure successfullyPrioritize and appropriately schedule workload or tasks to meet established deadlinesEstablish and maintain a variety of records and filing systemsCoordinate activities and details and maintain effective schedules of eventsPerform mathematical calculations accuratelyAccurately type at a rate required for successful job performanceOperate standard office equipment.Supervise and train clerical support staff, if neededExperience/Education

Education Required:

• Associate Degree or equivalent combination of experience, training and education.

Experience Required:

• Four years of increasingly responsible administrative and/or program support experience, or equivalent.
• Demonstrated sensitivity to, and understanding of, the diverse academic, socioeconomic, cultural, and ethnic backgrounds of staff and students, as well as staff members and students with physical and/or learning disabilities.

Additional Information

Online Application with Additional Required Materials to be attached to application:Cover letter addressing criteria listed in the position announcementCurrent resumeCollege transcripts, if applicable (unofficial will be accepted at the time of application)Attention Applicants:After application has been submitted, all application materials will be screened.Internal candidates must also submit all required materials to be considered.Candidate evaluations will not be considered.Reference letters from any member of the Hiring Committee or Board Members will not be considered.Interviews will be by invitation only.Interviews may be by Zoom.The District does not reimburse for new hire moving expenses.New Confidential Appointments will be placed at Step 1 on the Administrative/Confidential Salary Schedule and will graduate to the next step on July 1st if the hire date is before February 1st, with subsequent steps annually thereafter to a maximum 21st step.

The Shasta-Tehama-Trinity Joint Community College District ("Shasta College") does not discriminate against any person on the basis of race, color, national origin, sex, religious preference, age, disability (physical and mental), pregnancy (including pregnancy, childbirth, and medical conditions related to pregnancy or childbirth), gender identity, sexual orientation, genetics, military or veteran status or any other characteristic protected by applicable law in admission and access to, or treatment in employment, educational programs or activities at any of its campuses. Shasta College also prohibits harassment on any of these bases, including sexual harassment, as well as sexual assault, domestic violence, dating violence, and stalking.

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