Administrative Assistant, Fiscal Services

Ohlone College
Fremont, California
Jan 13, 2023
Feb 12, 2023
Position Type
Employment Type
Organization Type
College / University

Administrative Assistant, Fiscal Services

Ohlone College

Ideal Candidate Statement: The ideal candidate for this position is someone who has excellent organizational skills. Must be proactive and forward thinking. The ideal person is a fast learner with basic math skills. This person is great with technology and is fully competent in Microsoft Office suite. The ideal candidate is someone who has excellent communication and customer services skills. They must be analytical and can problem solve. Someone who has interests in budget and accounting is preferred.
The ideal candidate must embrace the principles of diversity, equity, and inclusion for students, community members, and industry partners. The successful candidate must be committed to the values of the College and lead with integrity.

Ohlone prides itself as a Learning College with the motto of “A World of Cultures United in Learning” and we are looking for staff who embrace diversity in serving students of varied backgrounds and learning styles, highly ethical, trustworthy, credible, loyal and is respectful of diverse views and opinions;

The college has a firm commitment to environmental sustainability and looks to all employees to support this important goal.

Job Description Summary: This is a 12 months, 100% Classified position

DEFINITION Under general supervision, support administrators in routine functions, including but not limited to: calendar and time management, developing communications, administering budgets, and ensuring compliance with various policies and procedures as required.

Essential Duties: ESSENTIAL DUTIES
• Develop communications on behalf of supervising administrators;
• Organize a supervising administrator’s calendar to arrange and confirm meetings, screen requests for appointments, confirm travel plans, make conference arrangements, develop itineraries and other related documents;
• Monitor budgets to assist administrators, review purchase requisitions, review requests to use budgetary funds, reconcile accounts, process invoices for payment, and assist in the development of a budget;
• Process personnel/departmental documentation to ensure compliance with related policies, procedures, prior to forwarding such documents to the supervising manager for approval and enter information into appropriate databases;
• Follow up on various employee assignments on behalf of a supervising manager;
• Conduct time keeping functions to assist a supervising manager in processing time-sheets;
• Organize a variety of events such as, but not limited to, meetings, special events, and trainings;
• Reserve campus spaces for various departmental events, meetings, and functions;
• Screen visitors, telephone calls, and other communications to determine urgency, prioritize, and determine the nature of business;
• Take minutes during meetings as assigned;
• File and maintain relevant documents, records, and reports;
• Demonstrate sensitivity to and respect for the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of the College’s students, faculty, staff, and community;
• Effectively engage and support historically disproportionately impacted groups by addressing issues of equity and improving culturally responsive service-oriented practices.
• Performs related duties as assigned.

Knowledge, Skills, and Abilities: KNOWLEDGE OF
• District policies and procedures related to the assignment;
• Collective bargaining agreements;
• General office software and equipment;
• Enterprise resource planning software;
• Data reporting software;
• Time keeping software and/or practices;
• Event management systems.

• Apply knowledge of District policies and collective bargaining agreements related to the area of responsibility to assist in the development of communications, review personnel actions for compliance, provide information and respond to basic inquiries on behalf of the supervising manager; refer visitors to appropriate area personnel and resources;
• Use enterprise resource planning software to enter data, review budgets, submit purchase requisitions, and process invoices for payment;
• Use time-keeping software and/or practices to track time-sheets and requests for absences and time off;
• Use event management system software to reserve campus spaces as requested;
• Use data reporting software to produce reports as assigned;
• Use general office software and equipment to assist in tasks including, but not limited to: develop meeting agendas; take and transcribe meeting minutes, aggregate data, communicate with District employees and visitors, and coordinate meetings. ABILITY TO
• Ensure effective interactions that exhibit sensitivity and an understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, staff, faculty and District visitors;
• Effectively relieve the administrator of routine administrative duties;
• Effectively prioritize assignments and meet deadlines;
• Take accurate meeting minutes;
• Ensure the accuracy of data that is entered into appropriate databases;
• File documents accurately and maintain appropriate records;
• Communicate effectively, orally and in writing;
• Develop and maintain effective working relationships. 

Education and Experience: MINIMUM QUALIFICATIONS
• Any combination equivalent to a high school diploma and/or 3 years of work experience providing administrative support.
• Must have evidence of responsiveness to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college employees and students, as these factors relate to the need for equity-minded practices.

Preferred Qualifications:

Salary Range:
CSEA Salary Schedule Range # 37$59,616 Annually$65,736 Annually$76,116 Annually

Posting Number:

Close Date:

Foreign Transcripts:
Transcripts issued outside the United States require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the filing deadline.

Benefits Statement:

1. Medical, dental, vision, life insurance, EAP and LTD
2. Membership in Public Employees’ Retirement System Candidates hired on or after January 1, 2013 are subject to restrictions imposed by PEPRA)
3. Contribution to O.A.S.D.I. (Social Security)
4. Paid vacation
5. Paid sick leave
6. Paid holidays and district-paid floating personal days
7. Summer 4/10 schedule (Fridays off)
8. Longevity pay step increase based on your years of service
9. IRS Section 125 Flexible Medical Spending Plan
10. 457(b) Deferred Compensation Plan (employee contributes)
11. 403(b) Tax Shelter Annuity Plan (employee contributes)

Benefits will be prorated for positions less than 100%

Immigration Reform & Control Act of 1986:
Applicants selected for positions will be required to provide identification and employment eligibility as outlined in the federal “Immigration Reform & Control Act of 1986.”

District Statement:
A multi-campus single community college district, Ohlone College is located in the southern portion of the San Francisco Bay in California; serving 12,000 students per year. The District has a main campus in the City of Fremont and a newly constructed campus in the City of Newark. Ohlone College is an ethnically diverse institution that promotes innovation and continuous improvement in departments and divisions. The College is named for the native population living in the area when Mission San Jose was founded. The Fremont campus is located just south of the historical Mission. The Newark Campus is located near Interstate 880 and emphasizes programs in health, environment, and technology.

EEO Statement Summary:
The District is strongly committed to the principles of equal opportunity and to hiring qualified staff who reflect the diversity of our community. The District encourages a diverse pool of applicants and does not discriminate on the basis of sex, race, religious creed, color, national origin, ancestry, age (40 or over), medical condition, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, disability, military and veteran status, pregnancy/childbirth/breastfeeding or related medical condition or any other protected basis in any of its policies, practices, or procedures. The college encourages applications from all qualified applicants.

If you have a disability and are in need of special services, equipment, or facilities in order to apply or interview for this opening, please call the Human Resources office at: (510) 659-6088.

Conditions of Employment: Offers of employment are contingent upon Governing Board approval. Employment with Ohlone Community College is not complete or official until applicants meet all pre-employment requirements. All new employees are required to submit official transcripts, proof of freedom from tuberculosis and proof of vaccination from COVID-19. In addition, you will be required to provide identification and employment eligibility as outlined in the federal “Immigration Reform & Control Act of 1986.” Pre-employment tests and/or medical examinations may be required. Ohlone Community College does not sponsor H1B visas. Employees must sign the Oath or Affirmation of Allegiance and submit fingerprints for CA Department of Justice clearance. Employees must be California residents on their date of hire and for the duration of their employment with Ohlone Community College District.

To apply, visit:

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