ADMINISTRATIVE ASSISTANT l

: Department Human Resources Position Type Non-Exempt Employment Status Full-Time-Staff Salary $14.53 - $22.52 Open Date 02/23/2024 Close Date 03/08/2024 Open Until Filled No Position Summary Information Summary The purpose of this position is to manage the routine administrative functions of the Human Resources Department, assist the HR Department in responding to questions about human resource needs, and communicate with internal and external entities. Minimum Qualifications Three (3) years administrative support related experience. - OR- Associate's degree AND one (1) year administrative support related experience. Required Job Knowledge, Skills, Abilities Proficiency with MS Office applications including Word, Excel, and Outlook. Detail-oriented with a high degree of accuracy maintaining records. Excellent organizational skills. Strong written and verbal communication skills Strong customer service skills. Ability to communicate courteously and effectively with students, faculty, staff, and public. Preferred Qualifications Higher education experience. Experience working within a Human Resources Office. Experience using People Admin and Colleague for employee information and records. Special Instructions to Applicants This is a security-sensitive position. Employment resulting from this advertisement is subject to federal laws that require the verification of identity and the legal right to work in the United States. Employment is contingent upon the successful completion of a criminal background and reference checks. The College reserves the right to cancel or extend all recruitment actions. Del Mar College is an Equal Opportunity employer. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities. The College is committed to diversity in its workforce. Job Duties Job Duty Receive and refer visitors and calls to the appropriate office personnel. Take and distribute messages. Assist employees/applicants with various forms, online application, and procedures. Job Duty Make arrangements for time, location, and participants of meetings as requested by staff. Schedule tentative appointments for HR staff to include making arrangements for time, location, and participants as requested by staff. Create typed draft and final meeting agendas for meetings as required. Prepare information needed for the meeting by attendees as necessary. Make travel arrangements for Director and/or staff as needed. Complete monthly Department P-Card review and submit. Create requisitions. Copy and fax documents as needed. Job Duty Type correspondence, reports, and similar materials form rough drafts in accordance with established guidelines for review by originators; correct grammatical and spelling errors in draft material. Receive, track, and file correspondence, records, and reports; maintain files; dispose of files in accordance with College policies. Assist in collection/preparation/processing of documents for employees or new hires to include background checks and employment eligibility. Create and/or maintain databases; enter employee data into Colleague database and/or SoftDocs, and/or document tracking software. Maintain electronic records by performing pending tasks in the records management system. Audit records/files for completeness and compliance. Job Duty Verify receipt of completed performance appraisal forms. Review forms for proper completion. Send reminder emails of pending appraisals nearing deadlines. Compare active list of full-time employees provided by Payroll with performance appraisals to verify renewal qualification. Job Duty Assist with the preparation/coordination of annual awards ceremony. Job Duty Perform other duties as assigned.

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * Do you have an Associate's degree with one (1) year administrative support related experience OR three (3) years of administrative support experience in an office setting?
  • Yes, I have an Associates' degree AND one (1) year administrative support related experience (must submit Transcript with conferred date)
  • Yes, I have (3) years of administrative support experience in an office setting
  • No, I do not have an Associates' degree or 3 years of administrative support experience in an office setting.

Applicant Documents

• Resume

• Letter of Interest

• Transcripts

• List of Professional References

• Letter(s) of Recommendation