Clerk IV - Workforce Devel & Community Educ-FT AFSCME pos

Location
Greenfield, MA
Posted
May 11, 2017
Institution Type
Community College

About Greenfield Community College:
Greenfield Community College is located in the beautiful and historic Pioneer Valley of western Massachusetts, between the foothills of the Berkshire Mountains and the fertile farmland of the Connecticut River watershed. GCC is a public community college serving approximately 6,000 credit and non-credit students. Known for the caring and supportive attitude of the faculty and staff, and for the broad support it enjoys from the surrounding community, the college is fully accredited by the New England Association of Schools and Colleges. In addition to a strong Liberal Arts focus, the College offers a wide variety of innovative and successful programs including Gender and Women's Studies, Fine Arts, Nursing, Renewable Energy, and Outdoor Leadership, as well as varied learning environments, from traditional classrooms, to distance learning, peer tutoring, one-on-one faculty-student advising, workforce development, and learning communities that cater to specific needs and interests. Close to fifty percent of Greenfield Community College students transfer to four-year colleges, and it is Smith College's largest source of community college transfer students. Much of the College has just undergone a multi-million dollar renovation that sets the stage for future developments in learning. Greenfield Community College actively encourages and provides opportunities for leadership and professional development.

Job Description:

Category: Office Support/Central Services
Department: Workforce Development/Community Education
Posted: May 11, '17
Type: Full-time
Ref_No: AFSCME 17-14

GENERAL STATEMENT OF DUTIES:
Under the supervision of the Workforce Development and Community Education Office Operations Supervisor, the Clerk IV is responsible for providing quality customer service and administrative support including but not limited to maintaining files and records; answering telephones; preparing and mailing outgoing correspondence or parcels; preparing forms, files, correspondence, and reports for processing, storage, or forwarding; responding to inquiries; operating standard office machines and equipment including serving as the office Banner® point person; and performing related work as required.
EXAMPLES OF DUTIES:
  • Provides general administrative support for the activities and staff of the Office of Workforce Development & Community Education;
  • Uses Banner® to register students for workshops via phone, online, or in person;
  • Works with the Bursar's office to process financial transactions, including handling cash, checks, credit card, and third party payment information;
  • Provides information to students, prospective students, and instructors, in the office, on the telephone, and via email about the office and the College;
  • Maintains all documentation of processes and procedures related to assigned Banner® related functions, including creation of documentation as needed;
  • Uses Microsoft Excel and Access to perform a variety of tasks;
  • Works as an effective team member in activities, initiatives, and projects that may involve multiple units on campus;
  • Contributes to a positive and welcoming environment in the office by providing excellent customer service;
  • Performs general front desk duties including greeting and welcoming guests and keeping the office tidy and presentable with all necessary materials;
  • Sorts and opens mail;
  • Handles student academic records with confidentiality and within the guidelines of FERPA and College policies;
  • Handles student health record information confidentially and within the guidelines of federal and state laws;
  • Operates office machines such as fax machine, copiers, and scanner;
  • Uses Banner® to provide student enrollment data and information and provides support and training for other staff on Banner® processes and jobs submissions;
  • Works with outside vendors including online education providers;
  • Assists in managing the departmental and facilities calendar;
  • Ensures building's rooms are locked or unlocked as scheduled;
  • Responsible for creating and managing signage for building activity;
  • Assists instructors by creating and printing sign-in sheets, evaluation forms, certifications, and rosters; and
  • Actively participates in weekly department meetings.


Requirements:

MINIMUM QUALIFICATIONS:
Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office work, or (B) any equivalent combination of the required experience and the substitutions below.
Substitutions:
  • A diploma as evidence of graduation from the commercial or business course of a recognized high school or vocational/technical high school may be substituted for a maximum of one year of the required experience.*
  • A diploma as evidence of graduation from a course other than the commercial or business course of a recognized high school or vocational/technical high school or possession of a Massachusetts high school equivalency certificate may be substituted for a maximum of eight months of the required experience.*
  • A diploma for completion of a one-year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for a maximum of one year of the required experience.*
  • A diploma for completion of a two-year, full-time, or equivalent part-time, program in a recognized non-degree granting business or secretarial school above the high school level may be substituted for a maximum of two years of the required experience.*
*Education toward such a degree or diploma will be prorated on the basis of the proportion of the requirements actually completed; educational substitutions will only be permitted for a maximum of two years of the required experience.
REQUIRED SKILLS, KNOWLEDGE AND APTITUDES:
  • Ability to understand, explain and apply the laws, rules, policies and procedures governing assigned unit activities.
  • Ability to read, write, and comprehend the English language, using proper grammar, punctuation and spelling, word meaning and word usage.
  • Ability to give and follow written and oral instructions in a precise, understandable manner.
  • Ability to assemble items of information in accordance with established procedures and to determine the proper format and procedure for assembling items of information.
  • Ability to work accurately with names, numbers, codes and/or symbols.
  • Knowledge of the types and applications of standard office filing systems and the ability to file material in accordance with standard filing procedures.
  • Ability to maintain accurate records and exercise discretion in handling confidential information.
  • Ability to communicate effectively in oral expression.
  • Ability to establish and maintain harmonious working relationships and deal tactfully with persons from varied ethnic, cultural and/or economic backgrounds.
  • Ability to keyboard at least 40 mailable words per minute.
  • Knowledge of clerical office practices and procedures including office record keeping, office correspondence control, the types and uses of office equipment and supplies, and business letter preparation.
  • Skill in operating general office machines and equipment such as photocopiers, other copying machines, i.e. scanners, console multi line telephone systems, calculators, other adding machines, electric staplers, shredders, or similar equipment.
  • Ability to perform arithmetical computations with speed and accuracy (addition, subtraction, multiplication and division).
  • Ability to operate specialized office machines or equipment.
  • Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controlling work through periodic reviews and/or evaluations; determining subordinates' training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action.
DESIRED QUALIFICATIONS:
  • Knowledge of and ability to use Ellucian Banner® or similar system.
  • Knowledge of and experience working with components of the Microsoft Office Suite, especially Excel, Access, Word, and Outlook.
  • Ability to accurately handle multiple projects at one time.
  • Ability to use critical thinking skills to troubleshoot issues in the office environment.
  • Ability to operate online and computer based systems for recording, managing, and tracking information.
  • Experience working directly in customer service.
  • Demonstrated commitment to promoting and supporting diversity and inclusiveness.
  • Experience working in a college setting.
  • Ability to address questions in a calm and clear manner.


Additional Information:

EQUIVALENCY STATEMENT:
Applicants who do not meet the qualifications as stated above are encouraged to put in writing precisely how their background and experience have prepared them with the equivalent combination of education, training and experience required for the responsibilities of this position.

GRADE AND SALARY: Grade 13. $736.67 per week
Work Schedule: typical hours are 8 a.m. - 4 p.m., M-F; Position hours may vary to support departmental activities and may include evening or Saturday hours. Position is based at the GCC Downtown Center, 270 Main St., Greenfield.
Start date: June 12, 2017
Applications accepted up to and including May 22, 2017.
Applications received after May 22, 2017 MAY be considered until the position is filled.


In order to be considered for this position, you must submit your credentials online. Create a Greenfield Community College account by clicking on the APPLY NOW tab below. You will be able to upload the following documents, which are required for consideration:
  • Resume
  • Cover letter
  • Contact information for 3 professional references
See the FAQs for using our online system. Please contact us if you need assistance applying through this website.
Already have a Greenfield Community College Employment Account? Login to your account to add documents or update your account.
GCC is an Affirmative Action/Equal Opportunity Employer. Women, persons of color, and those from other historically underrepresented communities are strongly encouraged to apply.
ACCREDITED BY THE NEW ENGLAND ASSOCIATION OF SCHOOLS AND COLLEGES


***Greenfield Community College is proud to value diversity in our community of faculty,staff and students and is an Equal Opportunity/Affirmative Action employer.

***THE COMMONWEALTH OF MASSACHUSETTS ACCREDITED BY THE NEW ENGLAND ASSOCIATION OF SCHOOLS AND COLLEGES.

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