Administrative Assistant III - IT Department Canvass Form

Administrative Assistant III - IT Department Canvass Form

Salary: $41.50 - $45.75 per hour
Closing Date:
Job Type: Full-time
Location: Kentfield - In Person, CA

Description


Priority Screening Date: February 10, 2026Open Until Filled

COMMITMENT TO DIVERSITY
College of Marin (COM) is committed to cultivating a proactively supportive, inclusive, and accountable environment where equity, equity-mindedness, anti-racism, and social justice are valued, centered, and practiced. Our mission is to employ qualified administrators, faculty, and staff who are dedicated to student success and committed to an inclusive, anti-racist campus culture that demonstrates sensitivity to and respect for a diverse population. We serve a county population of approximately 250,000 residents.

Based on fall 2025 credit enrollment data, the diversity of students at the College includes greater representation than the county with regards to enrollment with Hispanic/Latinx (37% of enrollment), Asian (7%), Black/African American (3%), white (44%), and multi-racial (7%) students. The high-quality education and training at the College are made possible by our faculty and staff who are committed to excellence. As of fall 2024, College of Marin's workforce includes Hispanic/Latinx (17%), Asian (7%), Black/African American (5%), white (57%), and multi-racial (3%) employees.

College of Marin does not discriminate in employment on the basis of, or perception of, race, ethnic group identification, ancestry, color, religion, age, sex, national origin, sexual orientation, physical disability, mental disability, gender, gender identity, gender expression, marital status, medical condition, pregnancy, genetic information, family and medical care leave, military or veteran status, or prior record of arrest or conviction, and is subject to Title IX of the Education Amendments of 1972, Title VII of the Civil Rights Act of 1964 as amended, Civil Rights Act of 1991, Americans with Disabilities Act of 1990, and Section 504 of the Rehabilitation Act of 1973. In accordance with Executive order 11246 (as amended), the College of Marin is an Equal Opportunity Employer.

POSITION OVERVIEW
Under general supervision, performs a variety of specialized and complex clerical and administrative duties that support the administrator; plans, coordinates and organizes office activities and coordinates flow of communications, correspondence and information for the administrator and department or division; manages assigned administrative projects and small administrative programs; maintains records and drafts reports; processes personnel requisitions and financial and personnel documents and maintains supplies; and performs related duties as assigned.

DISTINGUISHING CHARACTERISTICS
An Administrative Assistant III is the advanced skill level in the Administrative Support series responsible for providing primary specialized and complex administrative support, often at the divisional level or higher. Administrative Assistant III is distinguished from an Executive Assistant in that an incumbent in the latter class provides primary staff support for a member of the Executive Management Team including the Superintendent/President and the Board of Trustees and assists the administrator as a liaison for staff and the outside community.

Essential Functions

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

• Acts as liaison in coordinating the calendar and matters between the administrator and other divisions, departments, students, community partners and other constituents; represents the admin­istrator and the division over the phone, in person and online; screens and responds to all requests for appointments, services and information; keeps updated on sensitive, important or special-interest issues of the administrator and the District; exercises independent judgment in matters requiring the administrator's attention; works independently and anticipates and resolves conflicts as appropriate.
• Oversees the division's day-to-day operations; performs a variety of specialized and complex clerical and administrative duties to support the administrator; ensures smooth and efficient office operations, and proper and timely completion of projects and activities; plans, coordinates and organizes office programs and activities; coordinates flow of communications and information for the administrator and department or division.
• Serves as the primary assistant to the administrator; initiates and receives telephone calls; takes, retrieves and relays messages as needed; responds to requests, complaints and questions, repre­senting the administrator by phone and written communication; keeps administrator apprised of requests, responses, follow-ups and results; prepares, reviews, revises, edits, formats and proofreads a variety of materi­als; develops, implements and executes special projects and surveys; drafts or prepares various forms and reports on the administrator's behalf; maintains divisional calendars, makes reservations and travel arrangements; schedules and arranges conferences, meetings, work­shops, events and other activities.
• Serves as a liaison and coordinates department or division communications between the adminis­trator and office and other departments, outside agencies, community partners and others regarding division activities; evaluates and exercises independent judgment in resolving issues and conflicts; refers difficult issues to the administrator; provides input to the administrator concerning administra­tive timelines and priorities; assists the administrator coordinate department or division personnel, projects and activities.
• Provides lead-level duties including day-to-day lead work guidance to other divisional staff and student workers; assigns, schedules and monitors work for completeness, accuracy and conformance with College, department and legal/regulatory requirements and standards; provides information, instruction and training on work processes and procedures.
• Interprets and provides technical information and training concerning division and department opera­tions and related processes, standards, require­ments, timelines, laws, rules, regulations, policies and procedures; assists in updating and streamlining operational processes and procedures; trains Districtwide administrative support staff on divisional policies, processes and procedures; may act as a subject-matter expert on divisional software programs and assist in testing and implementing new programs and modules.
• Coordinates divisional administrative processes for hiring, tracking leave and time off, and evaluating faculty, staff, student and independent contractor positions; coordinates contract production for instructors and other contract employees; organizes, maintains and updates confidential, specialized and technical files, documents and records including division personnel records.
• Coordinates and routes for approval full- and part-time staff timecards, employee personnel action forms (ePAF) and other documentation needed for payroll and other departments; ensures accuracy of departmental payroll including conformance to work-hour restrictions; ensures accurate usage of division funding codes and calculates division billing; assists Payroll Department with resolution of payroll issues.
• Oversees budgets for the assigned division; reviews for accuracy or processes electronic requisitions, purchase orders and budget transfers and routes for approval; keeps administrator apprised of budget throughout the year; prepares and processes expense-related forms including travel requests and reimbursements, petty cash and expense reports; may transfer money between accounts follow­ing established policies and procedures.
• Tracks multiple funding sources, researches and assists with managing grants, donations and other funding sources; may participate in grant administration functions including collecting program data and generating performance reports; ensures grant expenses are appropriately categorized.
• Researches, compiles, evaluates and verifies a variety of data and information; computes statistical information and summarizes data for various special projects and reports; processes and evaluates a variety of forms, applications and paperwork; gathers background information needed to prepare administrator for meetings; reviews and responds to Public Records Act requests within prescribed timeline.
• Coordinates the preparation and distribution of a variety of agendas, meeting packet materials and presentation materials with appropriate management and divisional personnel; provides admin­istrative support to Participatory Governance and Divisional Advisory Committee; compiles, proofs and edits materials for use in committee packets; ensures compliance with Brown Act requirements as needed; posts electronic materials to web pages including BoardDocs; takes and prepares meeting minutes; follows up on approved action items; gathers, drafts and submits documents for Board reports; creates agenda items in BoardDocs.
• Inputs and updates a variety of data in an assigned computer system; establishes and maintains automated records and files; initiates queries, develops spreadsheets and generates various computerized lists, reports and documents as required; ensures accuracy of input and output data.
• Monitors inventory levels of office and designated supplies; orders, receives and maintains appro­priate levels of inventory.
• Fosters an environment that embraces equity-minded practices, integrity, trust and respect. Supports, implements and promotes compliance with the District's Diversity and Equal Employment Opportunity Plan in all aspects of employment and education.

OTHER DUTIES

• Attends meetings as assigned.
• Maintains department website content and social media; participates in divisional outreach, in-reach and promotional activities and events.
• Represents the College and/or department on internal and external committees.
• Refers people to other offices, services, campus locations and resources as appropriate.
• Performs related duties as assigned.

Requirements & Desirables

REQUIREMENTS
Education and Experience:

1. Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be graduation from high school or GED equivalent and four years of increasingly responsible administrative experience; or an equivalent combination of training and experience.
2. Demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender, sexual orientation, and ethnic backgrounds of community college students.

Desirable Qualifications:

• An associate or bachelor's degree and experience working in a higher-education setting.
• A valid California driver's license and the ability to maintain insurability under the District's vehicle insurance program or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions.

KNOWLEDGE, SKILLS & ABILITIES
Knowledge of:

• Division services, goals, objectives, policies, procedures and practices.
• District organizational structure, services and programs.
• Principles, practices and techniques used in customer service.
• Basic public relations and community outreach practices and techniques.
• The role and responsibilities of the Board of Trustees and advisory committees including provisions of the Brown Act and the Public Records Act.
• District student recordkeeping practices and procedures for processing student information and inter­preting input and output data.
• District payroll and general accounting systems operations, practices and procedures.
• District policies, procedures and rules regarding budgeting, purchasing, and travel/training and expense reporting.
• Applicable sections of the California Education Code and federal, state and local laws, rules and regulations.
• Basic research methods and statistical analysis techniques.
• Safety policies and safe work practices applicable to the work being performed.

Skills and Abilities to:

• Perform a variety of specialized and complex secretarial and administrative assistant duties to relieve the administrator of administrative and clerical details.
• Schedule and maintain a variety of calendars; track and meet deadlines.
• Plan, coordinate and organize office activities and coordinate the flow of communications, correspon­dence and information for the administrator.
• Prepare and maintain complex and confidential records and reports.
• Understand and be sensitive to and respectful of the diverse academic, socio-economic, ethnic, cultural, disability, religious background and sexual orientation of community college students, faculty and staff.
• Effectively communicate, listen, understand and be sensitive to issues and concerns.
• Research and collect accurate and relevant data from multiple sources.
• Prepare clear, concise and comprehensive spreadsheets, correspondence, reports and other written materials.
• Understand, interpret, explain and apply applicable rules, regulations, policies and procedures, laws, codes and ordinances.
• Understand and follow written and oral instructions.
• Operate a computer and use standard business software.
• Establish and maintain cooperative and effective working relationships with others.

CONDITIONS OF EMPLOYMENT
Prior to employment, the selected candidate will be required to complete the following:

1. In accordance with Federal Law all employees must provide proof of eligibility to work in the United States.
2. Criminal Justice/Fingerprint Clearance.
3. California Education Code, Section 87408.6 requires persons employed by a community college in an academic or classified position to submit to a TB risk assessment developed by CDPH and CTCA and, if risk factors are present, an examination to determine that he or she is free of infectious TB; initially upon hire and every four years thereafter.
4. DISASTER SERVICE WORKERS: All Marin Community College District (MCCD) employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the MCCD requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency. For more information, please see the MCCD Emergency Operations Plan.
5. Candidates applying for positions with the Marin Community College District may be disqualified from consideration should their conviction history not meet the standards established under the California Education Code.

REQUIRED APPLICATION MATERIALS
The following documents must be attached to your application in order to render it complete. Use the Attachment Type indicated in parentheses when making your attachments.

1. Cover Letter (cover letter) describing your interest in the position, including how you meet the minimum requirements and are qualified to perform the essential functions as listed in this job posting. In your response include how you apply equity-minded and inclusive practices in administrative, customer service, or office support roles.
2. Resume (resume)

Supplemental & Salary Information

PHYSICAL AND MENTAL DEMANDS
The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Physical Demands: While performing the duties of this class, employees are regularly required to communicate with others in person, over the phone and electronically; sit and/or stand for extended periods; move about the office and campus; operate a computer and other office productivity machinery; and perform repetitive move­ments of hands or wrists. The employee is frequently required to lift up to 10 pounds. Specific vision abilities required by this job include the ability to observe details at close range.

Mental Demands: While performing the duties of this class, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve problems; observe and interpret situations; use math and mathematical reasoning; observe and interpret people and situations; learn and apply new information and skills; perform highly detailed work; work on multiple, concurrent tasks with frequent interruptions and under intensive deadlines.

WORKING ENVIRONMENT

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this class. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
• Employees work under typical office conditions subject to frequent public contact and interruption and to intermittent exposure to individuals acting in a disagreeable fashion.
• The employee may be required to travel to locations other than assigned work site, and occasional evening, holiday and/or weekend work may be required in accordance with the collective bargaining agreement.

WORK SCHEDULE
Campus: Kentfield
Full-time Equivalent: 1.0 - Full-time
Months per Year: 12
Work Days/Hours:
Monday - Friday
7.5 Hours per Day
37.5 Hours per Week.

CLASSIFICATION & RETIREMENT PLAN
Employees in classifications represented by the California School Employees' Association (CSEA) Chapter 196 and are required to comply fully with the CSEA/Marin Community College District (MCCD) Collective Bargaining Agreement. General information regarding rights and responsibilities under the Agreement can be found in the Collective Bargaining Agreements section of our Human Resources site. CSEA employees are also members of the California Public Employees Retirement System (CalPERS), to which the member contributes up to 8% of their reportable compensation on a monthly basis.

SALARY INFORMATION
FLSA Status: Non-exempt
Salary Grade: CSEA 190
Full Salary Range: $41.50 - $50.44 per hour
Starting Salary Range: $41.50 - $45.75 per hour (Step 1 to 3). Normal entering step is Step 1.

Please refer to the Salary Schedule (Download PDF reader) for detailed information.

SELECTION PROCESS

• Please be sure to review the Required Application Documents section below to ensure that you are attaching everything required. Incomplete applications will not be accepted.
• All application materials must be received by the Priority Screening Date to be considered during the initial screening.
• Applications received after the priority date may be considered thereafter at the discretion of the College until the position is filled.
• The initial screening will begin after the priority date, and applicants will be notified of their status, either way, thereafter. Applicants selected for interview will be contacted separately to schedule an interview appointment with the screening committee.
• This position performs its duties on both the Kentfield and Indian Valley (Novato) campuses, so if not already residing within the Bay Area, the successful candidate must be willing to relocate.
• Regrettably, College of Marin is not able to offer reimbursement for travel or relocation at this time.

THE BENEFITS OF EMPLOYMENT WITH COLLEGE OF MARIN
CSEA Full-time Employees:
Medical Insurance: The District offers six plan options through Kaiser and Blue Shield. Effective 10/01/2025, the District's contributions for medical insurance coverage are as follows:

• Employee-only: $1,700/month
• Employee plus one dependent: $2,400/month
• Employee plus two or more dependents: $2,900/month

Dental and Vision Insurance - Delta Dental and VSP vision plans for employee and dependents, with no cost to employees
Vacation Leave - 90 hours of accrual annually, with additional accrual after 3, 10, and 14 years of service.
Paid Holidays - 17 paid holidays annually, which includes a paid winter holiday break at the end of December.
Sick Leave - 7.5 hours per month, 90 hours per year
Retirement through CalPERS - MCCD contributes 27.05% of employee's creditable earnings to CalPERS on a monthly basis (2024/2025). Vested after five (5) years. Mandatory employee contribution for 2024/2025 is 7% - 8%, depending on original date of membership and prior membership status.
Life Insurance - $50,000, with the option to purchase additional voluntary life insurance for the Lesser of 5x base annual salary or $500,000
Additional Retirement Savings Plans - Employees are also eligible to participate in a voluntary, tax-advantaged 403(b) or 457(b) retirement savings plan.
Short-Term Disability & Long-Term Disability (employee paid), Flexible Spending Accounts (FSA's), pet insurance, Employee Assistance Program (EAP)

Additional Benefits (at no cost to employee):

• 24/7 Helpline through the Employee Assistance Program (All members)
• 24/7 Physician Access through MD Live (Blue Shield members).
• Expert Medical Opinions through Teladoc (All members).
• Generic Medications through Costco (Blue Shield members).
• Enhanced Cancer Benefit through Contigo Health (Blue Shield members).
• Hip, Knee, and Spine Surgical Benefit through Carrum Health (Blue Shield members).
• Personal Health Coaching through Vida Health (Blue Shield members).
• Physical Therapy for Back and Joint Pain (Blue Shield members).
• Discounts for Gym memberships, Hearing Aids and LASIK Eye Surgery (Blue Shield members).
• ClassPass Kaiser Permanente has teamed up with fitness industry leader ClassPass to make it easier for employees to exercise from the comfort of their homes. (Kaiser members).

For more information regarding MCCD's comprehensive benefit plans, please see our Marin Community College District 2025/2026 Employee Benefit Guide (Download PDF reader)


To apply: https://www.schooljobs.com/careers/collegeofmarin/jobs/5179934/administrative-assistant-iii-it-department?pagetype=promotionalJobs






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