Grant Accounting/Administrative Assistant: JOB CLOSED

Grant Accounting/Administrative Assistant
Salary: $43,644.00 – $60,336.00 Annually
Job Type: Classified
Job Number: 2016-00353
Location: Districtwide, CA
Department: Districtwide

Closing: 1/29/2017 11:59 PM Pacific

This recruitment is being conducted to establish a list of eligible candidates that will be used to fill current and upcoming vacancies for the duration of the list, not to exceed one year. The immediate vacancy is a 12 month, 100% assignment at the District Administrative Center.

Under the direction of an assigned supervisor, perform a variety of complex administrative, technical, and accounting duties related to the preparation, maintenance and review of financial records, accounts and reports associated with contracts and grants; assure compliance with established district policies and procedures, governmental regulations and other grantor contractual agreements; perform a wide variety of secretarial and administrative duties; relieve the supervisor of a variety of administrative details.

Representative Duties:

  • Monitor and maintain account balances; prepare related reports as assigned; maintain a variety of files; verify data for accuracy, completeness and compliance with established procedures. E
  • Collect and compile difficult and complex statistical and financial data and other narrative information from a variety of sources for inclusion into special and periodic reports; revise schedules, reports, records, and other information as necessary. E
  • Verify, reconcile, balance and adjust accounts. E
  • Prepare invoices, time records, purchase requisitions and similar documents. E
  • Prepare program accounting and statistical reports for submission to supervisors; prepare remittances and reports for various governmental agencies and grantors. E
  • Perform a variety of complex computations; operate computer to input and extract financial data. E
  • Maintain current budget information; monitor budget expenditures; assist in budget preparations; maintain files. E
  • Assist in the preparation of grant applications. E
  • Perform a variety of duties independently in support of functions delegated to assigned supervisor; interpret and apply rules and regulations as appropriate; forward problems to supervisor for resolution. E
  • Perform secretarial and administrative duties for assigned supervisor, relieving the supervisor of a variety of clerical and routine administrative duties. E
  • Maintain a variety of confidential files and records; input and retrieve computerized data in computer systems as required. E
  • Provide information and assistance in person or on the telephone on a variety of department matters; answer routine requests for information in person or by enclosing materials or sending form letters or e-mail communications. E
  • Receive, open and distribute mail; identify and refer matters to the assigned supervisor or staff member in order of priority. E
  • Operate a variety of office machines and equipment including typewriters, computers and copy
  • machines. E
  • Operate a computer to enter and retrieve data, maintain records and generate reports; utilize word processing, spreadsheet, database and other software required by position. E
  • Establish and maintain positive staff and public relations image. E
  • Perform other related duties as assigned.

E = Essential duties.

Minimum Qualifications:
Any combination equivalent to: two years of college-level course work in accounting or related field and two years increasingly responsible technical accounting experience and one year of administrative assistance experience.

Supplemental Information:
This is an examination open to the public and current district employees seeking a promotional opportunity. To ensure consideration, please submit your application materials by January 29, 2017.

The examination process will consist of any of the following components:

A) Evaluation of Training and Experience (T&E) = Qualifying (pass/fail)
B) *Keyboarding Test (@ 35 nwpm) = Qualifying (pass/fail)
C) Structured Interview = 100% weighting on final score

*An original typing/keyboarding certificate issued within the past year will be accepted in lieu of the Keyboarding Test if submitted by the time of testing. You may submit it by uploading it with your application materials or bringing a copy on the scheduled testing day. For a list of acceptable certification agencies please see

Applicants must meet minimum qualifications stated by the filing deadline in order to move forward in the testing process. Those candidates who meet the minimum qualifications will have their application materials reviewed during a Training and Experience Evaluation (T&E). A T&E is an assessment of training and experience that has prepared the candidate for the position. Those with the highest scores on the T&E and who have demonstrated that they meet the keyboarding requirement (35 nwpm) will be invited to the structured interview. The examination process is subject to change as needs dictate. All communication regarding this process will be delivered via email.

Date: Tuesday, February 7, 2017
Location: Ventura County Community College District
255 W. Stanley Avenue, Suite 150
Ventura, CA 93001

Date Range: Monday, February 13, 2017 to Thursday, February 16, 2017
Location: Ventura County Community College District
255 W. Stanley Avenue, Suite 150
Ventura, CA 93001

The above dates are subject to change. Candidates will be notified of any scheduling changes via email.


When completing the application, please make sure you include ALL current and previous employment in the Work Experience section of the application and complete ALL fields, including the name and contact information for your supervisors. Experience that is included in the resume but not in the Work Experience section of the application may not be considered for the purpose of determining whether you meet the minimum qualifications.

When completing the application and the supplemental questionnaire, outline in detail your education, training (such as classes, seminars, workshops), and experience. Please be sure to answer every component of each supplemental question as your responses will be scored and serve as your score on the training and experience (T&E) evaluation. Advancement to the next step of the examination process will be limited to the candidates with the highest T&E scores.

All required documents must be submitted by the applicant. Human Resources Department staff will not upload your documents for you. The VCCCD does not accept letters of recommendation for classified positions. Please do not attempt to attach letters of recommendation to your application.

Upon completion of the examination, the eligibility list will be compiled by combining the final examination score with applicable seniority and veteran’s credits, if any. The candidates will be ranked according to their total score on the eligibility list. Certification will be made from the highest three ranks of the eligibility list. This eligibility list will be used to fill current vacancies for up to one year from the date of the technical interview.

All appointments made from eligibility lists for initial appointment or for promotion shall be probationary for a period of six (6) months or one hundred thirty (130) days of paid service, whichever is longer.

Individuals with disabilities requiring reasonable accommodation in the selection process must inform the Ventura County Community College District Human Resources Department in writing no later than the filing date stated on the announcement. Those applicants needing such accommodations should document this request including an explanation as to the type and extent of accommodation needed to participate in the selection process.

If you have a foreign degree and the institution from which your degree was granted is not recognized as accredited by the Council for Higher Education Accreditation (CHEA) or the U.S. Department of Education, foreign transcript evaluation is required if the foreign degree/coursework is used to meet minimum qualifications. The foreign transcript evaluation must be included with your application materials. To search institutions that are recognized as accredited by CHEA or the U.S. Department of Education, visit or For a list of recognized organizations providing transcript evaluation services, visit


The Ventura County Community College District is committed to the principles of equal employment opportunity. It is the District’s policy to ensure that all qualified applicants for employment and employees have full and equal access to employment opportunities and are not subjected to discrimination in any program or activity of the District on the basis of ethnic group identification, race, color, national origin, religion, age, sex, physical disability, mental disability, ancestry, sexual orientation, language, accent, citizenship status, transgender status, parental status, marital status, economic status, veteran status, medical condition, or on the basis of these perceived characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics.
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