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General Description/Summary

POSITION SUMMARY
Under the general direction of the Superintendent/President and the Executive Assistant, the Administrative Assistant performs a variety of technical and complex administrative support duties. The Administrative Assistant serves as a confidential assistant to the Superintendent/President and, as such, must maintain a high level of professionalism and confidentiality of private and sensitive information including information related to the District's employer-employee relations. The Administrative Assistant handles multiple tasks simultaneously in a high-volume workload and fast-paced environment. This is a confidential position.

NOTE: Interviews for this position will be held in January 2026. Campus will be closed December 23, 2025 - January 1, 2026.

Minimum Qualifications/Education and Experience
- An associate degree, or the completion of at least sixty (60) college-level semester units, and four years of administrative assistant experience; or, in the absence of an associate degree, or the completion of at least sixty (60) college-level semester units, six (6) years of administrative assistant experience.
- Demonstrates sensitivity to, understanding of, and ability to work with the diverse academic, socioeconomic, ethnic, religious, disability, gender, gender identity, sexual orientation, immigrant status and cultural backgrounds of community college students, faculty, and staff; and successfully fosters and supports an inclusive educational and work environment.

Preferred Qualifications
- Possession of an associate degree, or higher, in any discipline from an accredited institution.
- Two years of experience working at an educational institution.
- Previous experience supporting a senior executive or C-suite professional.
- Demonstrated ability to work collaboratively across departments and with diverse teams, including faculty, staff, students, and external stakeholders.

Essential Duties and Responsibilities
- Performs administrative tasks for the Superintendent/President including office reception, maintaining calendars, scheduling appointments, distributing incoming and outgoing mail, transmitting phone messages, maintaining confidential records, maintaining an accurate filing system, composing outgoing correspondence, interpreting policies procedures to staff, students, and community members.
- Receives, handles, and stores confidential information pertaining to the Superintendent/President's office, including information related to the District's employer-employee relations. Maintains a professional, high level of confidentiality of private and sensitive information.
- Makes hotel, conference, and travel reservations as directed.
- Arranges meetings and coordinates hospitality as needed.
- Coordinates events involving the Superintendent/President's Office with other departments and outside vendors.
- Performs technical and complex administrative support involving the use of independent judgment and an in-depth understanding of the functions and procedures of the office with a working understanding of functions and procedures of campus divisions.
- Responds to inquiries and conveys technical and/or other information about programs and services provided by the organizational unit and the college. Interprets and conveys policies and procedures. Applies professional judgement when referring extremely difficult or sensitive matters to the appropriate administrator.
- Organizes, balances, prioritizes, and performs administrative support duties, anticipating business and academic calendars and cycles. Establishes and works within timelines for projects, activities, and required submissions.
- Coordinates the administrative aspects of projects and events, integrating them with ongoing work routines.
- Provides administrative support to special processes such as, but not limited to, cross-functional committees, advisory boards, and special interest group meetings. Prepares forms, revisions, and final documents to support proceedings.
- Takes notes and transcribes proceedings, as required. Types (keyboard) from rough drafts or verbal instructions a variety of materials such as, but not limited to, letters, memoranda, reports and statistical data. Independently composes original correspondence and forms on routine matters.
- Coordinates, prepares, and distributes agendas in accordance with the Brown Act regulations; attends meetings, takes, and prepares minutes related to grievances or shared governance committees.
- Prepares board agenda items, agreements, and contracts as directed. Prepares agreements and contracts for services as needed. Processes contract documents for approval and distributes executed contracts.
- Maintains and initiates the update of board policies and administrative procedures, coordinates the development of new and revised board polices and administrative procedures, and maintains the official record of board policies and administrative procedures.
- Performs special projects as directed.
- Assists the Superintendent/President with development of the office's budget proposals; maintains communications with work sections on status and information needs. Maintains approved budgets, transaction records, and audit trails, including those for capital outlay, special projects, and grant-funded activities.
- Assists the Executive Assistant in preparing for board meetings. Serves as the substitute Executive Assistant when needed.
- Reconciles expenditures and initiates budget allocation changes and reassignments of funds to and from various accounts. Coordinates with the Accounting Department staff to assure ensure compliance. Prepares requisitions and claims for reimbursement.
- Prepares periodic analytical reports such as researching and estimating revenue and expense projections for current and anticipated administrative commitments. Prepares financial reports for state and local agency requirements.
- Trains, assigns, prioritizes, and reviews work of other staff, students, and temporary help.
- May maintain the office's website.
- Maintains and files correspondence.
- Orders and maintains office supplies.
- Maintains positive working relationships with other departments on campus.
- Creates an atmosphere of inclusiveness, collegiality, and supports the goals of participatory governance.
- Ensures compliance with local, state, and federal regulations.
- Performs other duties as assigned that support the overall objective of the position and the District's mission and philosophy.

Knowledge, Skills and Abilities
- Requires knowledge of budget management practices, travel, rules, regulations, laws, and policies and procedures governing the District.
- Requires the knowledge and skill to function in a highly confidential and professional environment.
- Requires the ability to perform technical, complex, and responsible administrative support tasks and assist with administrative duties.
- Requires the ability to interpret, apply and explain rules, regulations, policies and procedures.
- Requires the ability to use independent judgment and organizational skills to simultaneously manage and prioritize multiple tasks and meet schedules and deadlines performed under pressure, and adapt to effective course of action.
- Requires the ability to complete work with many interruptions and pressures.
- Requires the ability to make arrangements for meetings, workshops, and travel/conferences.
- Requires in-depth knowledge of office practices, procedures and equipment, including filing systems, receptionist and telephone techniques, and letter and report writing.
- Requires a working knowledge of personal computer-based software programs and office applications that support this level of work, including but not limited to word processing, spreadsheets, presentation graphics, applicable software applications, data entry into custom databases, and the use of enterprise resource planning (ERP) software to generate reports and requisitions.
- Requires the advanced skills to independently compose and edit a variety of correspondence and documents.
- Requires sufficient knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence.
- Requires the ability to understand and follow oral and written directions.
- Requires the ability to accurately take and transcribe notes and/or meeting minutes. Must be able to learn, interpret, explain and apply knowledge of District and department organization, operations, programs, functions, policies, procedures, and unique terminology used in the organization.
- Requires the ability to prepare spreadsheets, graphs and charts, and enter, import, and export data to and from databases.
- Requires the ability to communicate with faculty, students, staff, and the public utilizing patience, compassion and courtesy, and in a manner that reflects positively on the administrator's office and the District.
- Requires the ability to work effectively in a shared governance environment and work cooperatively with others.
- Requires the ability to foster and support an inclusive and welcoming work and educational environment.


Department Superintendent/President's Office
Job Category Supervisor/Confidential
Assignment Full-Time
Percentage of Time 100%
Months per Year 12 months
Work Days per Week M-F
Work Schedule per Day Monday through Friday, 8:00 a.m. to 5:00 p.m.; however, this is an exempt confidential position and may require some weekend, holiday, and non-conventional working hours in addition to the regular working hours of a college environment.
Work ShiftDays
Bargaining Unit Unrepresented

Citrus College Diversity Statement
CITRUS COLLEGE IS AN EQUAL OPPORTUNITY EMPLOYER

It is the policy of Citrus College to not discriminate against and to encourage a diversity of applicants based on national origin, religion, age, sex or gender, race, color, medical condition, ancestry, sexual orientation, marital status, physical or mental disability, use of family and medical care leave, genetic information, military or veteran status, gender identity, gender expression, or because they are perceived to have one or more of the preceding characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics.

SPECIAL INSTRUCTIONS TO APPLICANTS:

Applications are considered legal documents, and as such, all areas of the application must be completed, or your application packet will be considered incomplete and will not be moved forward. While it may be appropriate in some areas of your application to use "NA" (not applicable), do not use terms such as "see resume" or "see attached". When listing your work experience, please specify the beginning and end dates for each job you held and describe your experience.

Applicants are responsible for ensuring that all required documents, and those additional documents you choose to include, are attached BEFORE clicking the "Finished Attaching Documents" button and confirming. It is advisable to attach "Optional" documents first, and then "Required" documents once you are ready to click on the "Finished Attaching Documents" button and confirming.

Application and Supplemental Questionnaire must be complete. A resume will not substitute for a fully completed employment application and supplemental questionnaire. Incomplete applications will be rejected. When listing your work experience, please specify the beginning and end dates for each job you held and describe your experience.

Additional documents CANNOT be added to your electronic application packet once you click on "Finished Attaching Documents" and receive your confirmation number; so, please be sure you have all documents you will upload handy and in an electronic format. THE APPLICANT TRACKING SYSTEM WILL NOT ACCEPT DOCUMENTS LARGER THAN 2MB. IF YOUR DOCUMENTS DO NOT UPLOAD, PLEASE RESIZE/COMPRESS THE FILE. If you do not have all your documents handy at the time you are applying for the position, we advise you to click on "Finish Attaching Documents Later". Be sure, however, to finish attaching your documents BEFORE the close or first consideration date for the position. Please remember, you will NOT be able to attach additional documents after you have selected "Finished Attaching Documents" and have received a confirmation number, and you will not be able to apply for a position after the position has closed.

About Transcripts

- Candidates must upload copies of all transcripts (need not be official at the time of application) which prove sufficient for verifying minimum qualifications for this position.
- Official transcripts will be required at the time of the job offer.
- Transcripts must be from the awarding institution and must show that the degree has been awarded (or conferred) and the year.
- Degree(s) must be earned (or conferred) from accredited institution(s) or an equivalent foreign institution by the first consideration date for this position.
- All degrees must be verifiable on a legible transcript by the indicated first consideration date for this position.
- Foreign transcripts must be transcribed in English AND evaluated for U.S. equivalency by a bona fide U.S. evaluation service.

Selection Process

- A selection committee will review application packages of those candidates who have met the minimum qualifications for this position and will select a limited number of qualified candidates for an interview.
- Each candidate may be asked to deliver a presentation on a topic of the selection committee's choice. The candidate will be informed of the topic when an interview appointment is scheduled.
- Each candidate may be asked to complete a writing prompt just prior to the interview.
- Travel costs must be borne by the applicant.
- Final candidates for faculty, management, and supervisor/confidential positions may be interviewed by the Superintendent/President.
- If selected as a finalist, the candidate permits the District to contact current and former employer(s) to investigate employment history.

Quick Link https://employment.citruscollege.edu/postings/1443









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