Administrative Assistant II

Salary : $27.61 - $39.67 Hourly

Location : San Bernardino, CA

Job Type : Classified - Full-Time

Job Number : 2425-01500

Department : Health Services

Opening Date : 06 / 04 / 2025

Closing Date : 7 / 4 / 2025 11 : 59 PM Pacific

Work Schedule : Monday - Friday 8 : 00 - 5 : 00 p.m.

HR Recruiter : Shawna Gibson

Work Days / Year : 260

Mission Statement : San Bernardino Valley College provides innovative instructional programs and cohesive student services to support the educational goals of a culturally diverse community of learners by engaging in continuous improvement and actively working towards an antiracist culture to foster an environment of meaningful learning and belonging for our students, employees, and the community.

Funding : THIS IS A CATEGORICALLY FUNDED POSITION. CONTINUED EMPLOYMENT IS BASED ON CONTINUED FUNDING.

Job Description

SUMMARY DESCRIPTION

Performs the full range of administrative and secretarial, duties of a complex nature in support of assigned administrative, academic, or student services departments.

DISTINGUISHING CHARACTERSTICS

The Administrative Assistant II classification is distinguished from the Administrative Assistant I classification in that the Administrative Assistant II performs the full range of administrative support and complex secretarial duties independently including travel approvals and reimbursement, hiring paperwork approvals for hourly and temporary employees, acts as a liaison for board items, makes recommendations and applies budget transfers.

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from appropriate supervisor; checks with supervisor regarding non-routine assignments. May provide technical and functional direction to assigned student workers.

REPRESENTATIVE DUTIES

The following duties are typical for this classification.

• Assists assigned administrator in meeting reporting requirements, functional responsibilities, and research objectives; organizes functions and activities promoted by the program area.
• Reviews, updates, and informs the supervisor and others of essential timelines; discusses and reviews calendar of events on a regular basis with assigned administrator to ensures timely coordination of office activities and status of assigned projects; develops schedules related to department activities and services.
• Develops and maintains assigned calendars, schedules, and appointments; coordinates and arranges meetings.
• Collects, researches, compiles, analyzes, verifies, summarizes, records, and evaluates information; prepares and distributes narrative, statistical, and financial data, and provides recommendations, completes reports; verifies and reviews forms and reports for completeness and conformance with established regulations and procedures.
• Oversees projects independently as assigned ensures that work is performed in a timely and accurate manner; uses independent judgment to develop and provide recommendations, suggestions, or information as appropriate.
• Answers phones and responds to questions and requests for information; communicates information in person, via email, or by telephone where knowledge, and interpretation of policies and procedures are necessary.
• Serves as liaison for assigned administrator by relaying messages, answering questions, clarifying information, responding to requests, resolving problems, explaining District, College, Department, or program area policies and procedures, or referring callers to the administrator or others as necessary.
• Oversees the preparation of Board agenda items and supporting documents; ensures Board agenda items are forwarded within District timelines and legal requirements and guidelines; notifies administrator of Board requests for information or action.
• Assists supervisor in the preparation and administration of program budget(s), cost estimates for budget recommendations, justifications for budget items, and allocation of funds, processes, monitors and tracks expenditures, provides budget reports; resolves budget issues and problems; interacts with others regarding deposits; processes budget / expense transfers, and recommends budget revisions; assists with travel approvals and reimbursements for department staff.
• Recommends expenditures for equipment, materials, and supplies and assures their timely ordering, receipt, and storage; schedules maintenance and repairs as needed posts, monitors, and tracks invoices and other expenditures; processes conference and other reimbursements.
• Provides support for supervisor in meetings and committees as assigned; attends meetings and takes notes or records proceedings; prepares and distributes agendas, background materials, and minutes as appropriate.
• Prepares oral and written preliminary responses for assigned supervisor's approval; facilitates communications between assigned supervisor, administrators, students, faculty, staff, other offices, educational institutions, public agencies, and the public.
• Formats, types, proofreads, updates, edits, duplicates, and distributes correspondence, notices, lists, schedules, forms, memoranda, and other materials according to established procedures, policies, and standards.
• Processes information related to staff hiring and payroll processes for assigned area; prepares and / or completes forms, monitors signature process, and tracks approvals for hiring personnel.
• Establishes and maintains a variety of complex, interrelated filing systems including student confidential files; establishes and maintains files for information, records, and reports including those related to budget and cost records; maintains manuals and updated resource materials.
• Receives mail and identifies and refers matters to the administrator in order of priority.
• Performs other duties related to the primary job duties.

The following generally describes the knowledge and ability required to enter the job and / or be learned within a short period of time in order to successfully perform the assigned duties.

CORE COMPETENCIES :

Analyzing and Interpreting Data

Customer Focus

Reading Comprehension

Professional and Technical Expertise

Critical Thinking

Attention to Detail

Using Technology

Team Work / Involving Others

Writing

Adaptability

Innovation

Listening

Valuing Diversity

Qualifications

Education / Training : Equivalent to the completion of high school and fifteen (15) semester units of college coursework.

Experience : Four (4) years of increasingly responsible secretarial experience involving a high level of public contact, and providing secretarial support to management staff.

Desired Education / Experience :

Equivalency Provision : In the absence of fifteen (15) semester units of college level coursework, equivalent to the completion of high school and five (5) years of increasingly responsible secretarial experience involving a high level of public contact and providing secretarial support to management staff is qualifying.

Physical Demands and Working Environment

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment : Work is performed primarily in a standard office setting with frequent interruptions and distractions; extended periods of time viewing computer monitor; possible exposure to dissatisfied individuals.

Physical : Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to occasionally lift, carry, push, and / or pull light to moderate amounts of weight up to 25 pounds; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Vision : See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents; and to operate assigned equipment.

Hearing : Hear in the normal audio range with or without correction.

Employment Requirements

The person selected for hire will be required to complete the following pre-employment requirements :

Successful completion of all pre-employment requirements is mandatory to be eligible for employment. These requirements are in accordance with the San Bernardino Community College District's

Forecasted Recruitment Timeline (please note that delays may cause adjustments to this timeline) :

FORECASTED RECRUITMENT TIMELINE

From date : To date : Internal HR Screening : 7 / 7 / 25-7 / 18 / 25CSEA Testing7 / 21 / 25-7 / 25 / 251st Level Interviews : 7 / 31 / 25-8 / 8 / 252nd Level Interviews : 8 / 11 / 25-8 / 15 / 25Board Date : 9 / 11 / 2025Projected Hire Date : 9 / 15 / 2025

You have medical, dental and vision plans from which to choose coverage. You may cover yourself, spouse or domestic partner and eligible children. Coverage is effective on the first of the calendar month following your date of hire.

HEALTH CARE

Medical Benefits - You may choose between five medical plans :

Anthem Blue Cross California Care HMO

Anthem Blue Cross PPO

Kaiser Permanente $10 HMO

Kaiser Permanente $30 HMO

Dental Benefits - You may choose between two dental plans :

Delta Dental PPO.

Vision Benefits - Vision coverage is provided through EyeMed (offered at no cost)

CASH IN LIEU BENEFIT

The district offers a taxable $250 monthly stipend to a benefits eligible employee who waives medical coverage under SBCCD's group plan because that employee has other group coverage (e.g., a spouse's plan, parents' plan, or other employer's plan).

LIFE INSURANCE

Term Life and Accidental, Death & Dismemberment (AD&D) Insurance - The district provides a $50,000 basic term life insurance policy and $50,000 of basic accidental death and dismemberment (AD&D) policy. The district pays the full cost of this coverage. Coverage is automatic and effective on the first of the month after your date of hire. Employees are also provided opportunity to enroll in optional term life and AD&D policies for themselves as well as spouse / domestic partner and children.

VOLUNTARY BENEFIT PLANS

The district partners with American Fidelity to administer the district's voluntary benefit plans which include :

Cancer insurance

Accident insurance

Flexible spending accounts

PRE-TAX RETIREMENT SAVINGS PLAN - As a district employee, you have two voluntary retirement savings plans available to you, which allow you to invest pre-tax dollars to supplement your CalPERS Retirement Plan benefit. They are a 403(b) plan or 457(b) plan.

You may participate in one or both of the plans. Each is governed by a different section of the IRS Code resulting in different rules and provisions. SchoolsFirst Federal Credit Union is the districts third party administrators for all retirement savings plans.

RETIREMENT PLANS

CalPERS Retirement Plan - The California Public Employees Retirement System (CalPERS) is a defined benefit retirement plan that provides lifetime benefits based on members' years of service, age, and final compensation. Full-time employees in non-academic positions appointed for at least six months, or part-time employees working at least 50% and appointed for at least one year, are automatically enrolled in the CalPERS retirement plan. Depending on hire and / or membership date, employees are placed in one of two membership categories : Classic or PEPRA. For more information on CalPERS :

Classic Membership Retirement Formula Employee Contribution %

CalPERS member prior to 1 / 1 / 13 2% at age 55 7% of base bay

PEPRA Membership

CalPERS member on or after 1 / 1 / 13 2% at age 62 7% of base pay

CalSTRS Retirement Plan - The California State Teachers Retirement System (CalSTRS) is a defined benefit retirement plan that provides lifetime benefits based on a member's years of service, age and final compensation. Full-time employees appointed to academic positions are automatically enrolled in the CalSTRS retirement plan. Depending on hire and / or membership date, employees are placed in one of two membership categories.

Retirement Formula Employee Contribution %

CalSTRS member prior to 1 / 1 / 13 2% at age 60 10.25% of base bay

CalSTRS member on or after 1 / 1 / 13 2% at age 62 10.205% of base pay

Do you possess a high school diploma or the equivalent supplemented by fifteen (15) semester units of college level course work?

Describe in detail your four (4) years of increasingly responsible secretarial experience involving a high level of public contact, and providing secretarial support to management staff.

Can you please discuss your experience in handling confidential health and student records in compliance with HIPAA, FERPA, or similar privacy regulations?

Could you elaborate on your experience working with basic medical terminology and office procedures in a clinical or counseling setting?

Please describe your experience with strong organizational skills, including planning events, workshops, or outreach activities related to student wellness or health education.

I hereby understand and declare that the statements on this supplemental questionnaire are true and complete to the best of my knowledge. As applicable, I hereby authorize the District and / or designees to contact the references listed to verify the information I have supplied. I hereby release from liability all persons and organizations furnishing such information. I understand that the District reserves the right to validate information received on the supplemental questionnaire and that I will be subject to disqualification and / or termination if any statement in this supplemental questionnaire is found to be untrue or determined to be misleading.

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