Executive Assistant, Office of the Personnel Commission (Confidential)

What You'll DoUnder general supervision, perform a wide variety of complex confidential administrative and secretarial support duties in support of the Personnel Commission and Human Resources Department requiring considerable independence and discretion to relieve an administrator of a variety of administrative details.Gather and synthesize a variety of statistical and financial data; prepare routine and non-routine administrative reports that require the analysis and interpretation of data; develop, format, and revise technical and statistical charts, graphs, and flowcharts in order to present information.Plan and organize work activities; recommend improvements to workflow, procedures, and the use of equipment and forms; implement improvements as approved; develop, revise, and maintain standardized and master documents.Arrange and coordinate Personnel Commission meetings; prepare and distribute agenda packets and correspondence; attend meetings and take, transcribe, and ensure proper distribution of minutes; ensure compliance with the Brown Act as it relates to agenda distribution activities.Assist in Personnel Commission budget preparation; maintain current budget information; monitor budget expenditures; input and track requisitions.Create, organize, update, and maintain computer-based tracking systems such as databases and statistical spreadsheets used to track, maintain, and present data.Serve as liaison between the office and the general public, staff, and outside groups and agencies; provide general and specialized information and assistance that requires the use of judgment, tact, and sensitivity as well as the interpretation of policies, rules, and procedures; independently resolve complaints and explain programs, policies, and activities related to Personnel Commission and human resources functions.Provide complex administrative support to the Director of Employment Services/Personnel Commission and the Director of Human Resources Operations, relieving the administrators of a variety of clerical, technical, and administrative duties.Manage and maintain the calendar of the Director of Employment Services/Personnel Commission, Director of Human Resources Operations, and other departmental calendars; keep administrators informed of appointments, priorities, and deadlines through multiple channels and in a timely and efficient manner.Proofread, verify, and review a variety of material and reports for accuracy, completeness, and conformance with established standards, regulations, policies, and procedures.Compose a variety of documents and forms including reports, correspondence, memoranda, meeting agendas, legal documents, and other specialized materials from rough draft, dictation, modified standard formats, and brief verbal instructions.Maintain a variety of files and records; maintain confidentiality of records and information, including information regarding Personnel Commission matters.Initiate and answer telephone calls; screen and direct calls and visitors to appropriate personnel; receive, open, and distribute correspondence and email; identify and refer matters in order of priority.Make travel arrangements for Personnel Commissioners, management, and department staff.Monitor and update the district's website to ensure data and information is up-to-date and easy to comprehend.Coordinate district-wide meetings which may include multiple colleges, departments, the public and outside agencies.Provide training, work direction, and guidance to others as assigned.Work collaboratively and professionally with faculty, staff, students, and stakeholders from diverse academic, socioeconomic, cultural, disability, gender identity, and ethnic communities.Demonstrate cultural humility, sensitivity, and equity-mindedness in working with individuals from diverse communities; model inclusive behaviors; and achieve equity in assignment-related outcomes.Perform other duties as assigned.Salary PlacementNew Employees: Generally, new employees are placed on the first step of the appropriate range of the salary schedule.Current Employees: An employee who is promoted will be placed on the salary step of the new range of the appropriate salary schedule that provides a minimum increase comparable to a one-step increase in salary.New and current employees may be eligible for advanced step placement as outlined in Section 290 – SALARY PLAN in the Rules of the Personnel Commission for Classified Employees.QualificationsA bachelor's degree AND two years of clerical or administrative support experience.An associate degree AND three years of clerical or administrative support experience.Graduation from high school or its equivalent AND four years of clerical or administrative support experience.Equal Employment OpportunityThe Ventura County Community College District does not engage in any employment practice that discriminates against any employee or applicant for employment on the basis of ethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, political beliefs, age, gender, sex, religion, transgender, sexual orientation, marital status, veteran status, and/or physical or mental disability.J-18808-Ljbffr