Administrative Assistant Jobs

About The Position

Requirements

• A Master’s degree in a related field.
• A Bachelor’s degree in Business Administration, Public Administration, Finance, or a related field from an accredited US institution.
• All required degrees must be earned and conferred by the position start date of January 1, 2027.
• Minimum of six (6) years of experience in senior administrative roles within an educational, business, or public sector environment, including four (4) years in fiscal services or similar positions.
• Knowledge of Planning, organization and direction of College District-wide Business Services operations and activities including fiscal accounting, auxiliary accounts, payroll, risk management, contracts and purchasing.
• Knowledge of Government Accounting, budget, and business functions of a college district.
• Knowledge of Laws related to insurance coverage, employer liability and public liability.
• Knowledge of Risk management, exposure identification and loss control principles, strategies, and techniques.
• Knowledge of Generally accepted government accounting and auditing principles, practices, and procedures.
• Knowledge of Safety, risk management, asset protection and loss control principles, strategies, and techniques.
• Knowledge of General principles, methods, practices, and procedures of purchasing and contract administration.
• Knowledge of General practices and procedures related to information technology, enterprise applications, cybersecurity, and infrastructure and information security.
• Knowledge of Applicable local, State, and federal laws, codes, ordinances, regulations, policies, and procedures.
• Knowledge of College District organization, operations, policies, and objectives.
• Knowledge of Policies and objectives of assigned programs and activities.
• Knowledge of Principles and practices of administration, supervision, and training.
• Knowledge of Principles and practices of participatory governance in a community college setting.
• Knowledge of Advanced theory and application of budgetary planning and control in a college system.
• Knowledge of Oral and written communication skills.
• Knowledge of Interpersonal skills using tact, patience, and courtesy.
• Knowledge of Operation of a computer and assigned software.
• Knowledge of Public relations techniques.
• Ability to Plan, organize, control and direct District-wide Business Services operations and activities including accounting, auxiliary accounts, payroll, purchasing, contracts and risk management.
• Ability to Coordinate and direct personnel, resources, communications, and information to meet College District needs and assure smooth and efficient activities.
• Ability to Review, analyze, process, and determine appropriate response to property and liability claims filed against the District.
• Ability to Supervise and evaluate the performance of assigned personnel.
• Ability to Direct the development and implementation of Business Services plans, projects, programs, services, systems, strategies, goals, and objectives.
• Ability to Provide technical direction in the development and preparation of the general College and other District-wide budgets.
• Ability to Monitor, analyze and modify policies, procedures, and programs to enhance the financial effectiveness and operational efficiency of Business Services operations and activities.
• Ability to Plan, organize, control and direct College accounting operations and activities including the review, evaluation, maintenance and adjustment of funds, budgets, and accounts.
• Ability to Engage effectively in the participatory governance process in a community college setting.
• Ability to Communicate effectively both orally and in writing.
• Ability to Interpret, apply, and explain rules, regulations, policies, and procedures.
• Ability to Establish and maintain cooperative and effective working relationships with others.
• Ability to Operate a computer and assigned office equipment.
• Ability to Analyze situations accurately and adopt an effective course of action.
• Ability to Meet schedules and timelines.
• Ability to Work independently with little direction.
• Ability to Plan and organize work.
• Ability to Direct the preparation and maintenance of a variety of narrative, financial and statistical reports, records, and files related to assigned activities.

Nice To Haves

• Government Accounting
• Government Procurement / Contract Negotiation
• State / Local Government Structure
• Information Technology
• Collective bargaining
• Risk management

Responsibilities

• Oversee the District’s financial health, manage budgets, conduct fiscal analyses, and supervise resource investment to ensure fiscal integrity.
• Direct the preparation and execution of the District tentative and annual budgets, review fiscal reports, and ensure accurate and timely submissions, while ensuring fiscal solvency and accurate projections.
• Plan, coordinate, and supervise budgeting, financial planning, and administrative functions in collaboration with senior staff and stakeholders.
• Analyze legislation affecting community colleges and funding, providing insights and recommendations for financial strategies and lobbying efforts.
• Ensure compliance with regulations and deadlines from outside agencies, including the California Community College Chancellor's Office and others.
• Manage District-wide risk management operations, including insurance and loss prevention.
• Oversee payroll processing to ensure accurate and timely employee compensation and benefits distribution.
• Ensure adequate resources for the College, managing purchasing operations for supplies, services, and equipment.
• Direct College accounting operations, including financial record-keeping, reporting, and auditing functions.
• Monitor and analyze Business Services operations for financial effectiveness and operational efficiency, directing necessary improvements.
• Monitor and analyze Information Technology operations for effectiveness and operational efficiency, directing necessary improvements.
• Create, implement, and update the District’s business continuity plans, technology replacement plan, and cybersecurity plan.
• Ensure compliance with regulations and deadlines from outside agencies, including the California Community College Chancellor's Office and others.
• Coordinate the District’s information technology, enterprise applications, and infrastructure and information securities teams to ensure compliance with environmental and ADA requirements.
• Ensure all software, hardware, and service contracts for information technology services are up to date and in compliance with all application regulations.
• Interpret, implement, and manage board and administrative policies related to District services, ensuring compliance with regulations and best practices in community college administration.
• Research, update, and present changes to Board Policy and Administrative Procedures to the Superintendent/President for preparation for the college policy council and board of trustees meetings.
• Collaborate with Executive Cabinet members to assist the Superintendent/President in developing and executing policies and strategic plans that align with District goals.
• Participate in district-wide governance and budget development committees, chairing those responsible for financial and technology resource allocation.
• Prepare, review, and approve fiscal and legal documents, such as contracts and funding applications.
• Communicate with stakeholders to coordinate activities and resolve issues, managing community relations as needed.
• Maintain a variety of records and reports related to Business Services and Information Technology programs, projects, and financial activity.
• Attend and conduct meetings, prepare Board agenda items, and participate in the collective bargaining process and relevant conferences.
• Serve on the District’s negotiating teams for all union represented constituent groups.

Benefits

• This position will be on an individual contract.
• All administrators are on an employment contract and exempt from overtime and compensatory time accumulation.