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Clerical Assistant III

Job description

Antelope Valley College

 

Clerical Assistant III

(Counseling)

Salary:  Range 12, $3,372.60/mo. + benefits

Deadline: June 21, 2018

 

BASIC FUNCTION:

Under the direction of an assigned supervisor, perform a variety of responsible and technical clerical and typing work in support of an assigned District function; provide work direction and guidance to student assistants and other clerical personnel as assigned; performs other related duties as may be assigned.

 

DISTINGUISHING CHARACTERISTICS:

The Clerical Assistant III performs specialized clerical duties or provides sole clerical support for an assigned function. Work involves specialization in a specific functional area. Incumbents are required to exercise independent judgment and may be assigned lead duties. Incumbents in the Clerical Assistant II class provide a variety of clerical support to other clerical or secretarial staff and may perform some assignments independently. Incumbents in the Clerical Assistant I classification perform routine and repetitive general clerical duties requiring no previous experience. Duties are performed with brief instructions and under close supervision.

 

REPRESENTATIVE DUTIES: E = indicates essential duties of the position

• Plans, schedules and performs technical clerical duties related to assigned function such as compiling information from a variety of sources and preparing reports and forms as required by District, County, State or federal regulations; communicates with other agencies or departments to provide or obtain a wide variety of information; provides cover for front desk or department counter as assigned providing information and assistance to students, potential students, clients and the general public regarding program services and requirements (E)

• Receives and screens phone calls and visitors; reports phone problems; provides information and directs inquiries and visitors to the proper person or office; provides technical information concerning policies, procedures, rules, regulations and activities of assigned program or office (E)

• Composes correspondence either independently or from oral instructions; prepares letters, memos, flyers, brochure, and forms, requesting or providing information; prepares variety of mailings as assigned (E)

• Prepares, types, proofreads and duplicates a variety of items including proposals, contracts, purchase orders, reports, agendas, minutes and other documents (E)

• Coordinates schedules and assists in communicating to others regarding meetings, appointments, orientations, activities or announcements; schedule meetings, conferences, and interviews for supervisors and others; assembles, types and duplicates required background materials (E)

• Collects and accounts for fees and other monies received as assigned; monitors and maintains office or program budget according to established guidelines; types requisitions and processes invoices according to established procedures (E)

• Operates computer equipment to enter and retrieve data, maintains records and generates reports; utilizes word processing and other software as required by the position (E)

 

• Prepares and maintains detailed and complex logs, timesheets, files, records and software library including software licenses and maintenance agreements; establishes and cross-references filing systems as needed; maintains confidentiality of a variety of sensitive materials and information (E)

• Assures timely distribution, receipt, processing and maintenance of a variety of records, reports and other materials; requests or provides information as necessary to assure completeness, accuracy and conformance to established procedures; conducts research and analysis for assigned specialized projects and prepares reports and recommendations accordingly (E)

• Trains and provides work direction and guidance to student assistants and other clerical personnel as assigned (E)

• Operates a variety of office machines such as typewriters, computers, printers, calculators, copiers, duplication machine,

transcription equipment and other equipment as required (E)

• Maintains inventory and order supplies, equipment and materials as needed; follows up with persons ordering supplies and

equipment and follows up with vendors (E)

• Receives, screens and routes mail (E)

• Administers standardized group of individual tests, including adaptive tests for disabled students in accordance with college, state,

and testing agency requirements; checks in examinees, verifies identification; prepares materials used for testing, distributes,

collects, and maintains security of testing materials (E)

• Assists instructors, students, faculty, students, co-workers with various problems and questions (E)

• Receives and verifies accuracy of requisitions, assigns numbers, and distributes Purchase Orders via fax or mail; and determines

competitive pricing with vendors (E)

• Attends meetings, seminars, and conferences for the purpose of enhancing knowledge base and keeping current with matters

related to the area of assignment (E)

• Performs other related duties as may be assigned

 

EDUCATION AND EXPERIENCE: Any combination equivalent to: graduation from high school including or supplemented by courses in office practices and two years of experience closely related to the duties and responsibilities of the class.

 

KNOWLEDGE OF:

• Modern office practices, procedures and equipment

• Financial and statistical record-keeping techniques

• Correct English usage, grammar, spelling, punctuation and vocabulary

• Receptionist and telephone techniques

• Interpersonal skills using tact, patience and courtesy

• Operation of office machines including computer equipment and applicable software • Letter and report writing techniques

 

ABILITY TO:

• Plan, schedule and perform a variety of responsible and technical clerical and typing work in support of an assigned District function

• Provide work direction and guidance to student assistants and other clerical personnel as assigned

• Add, subtract, multiply and divide quickly and accurately

• Read, interpret, apply and explain rules, regulations, policies and procedures

• Meet schedules and time lines

• Communicate effectively both orally and in writing

• Establish and maintain cooperative and effective working relationships with others

• Plan and organize work

• Maintain records and prepare reports

• Communicate effectively both orally and in writing

Type at 50 words net per minute from clear copy

• Understand and follow oral and written directions

• Operate a variety of office equipment such as a computer, copier, transcription equipment and others as assigned

 

WORK DIRECTION, LEAD AND SUPERVISORY RESPONSIBILITIES: Provides work direction to student and hourly workers and other clerical staff as may be assigned – no permanent full-time staff to supervise

 

CONTACTS: Co-workers, other departmental staff, security officers, Deans, faculty, students, vendors, other colleges, and the general public

 

PHYSICAL EFFORT:

• Requires the ability to exert some physical effort, such as walking, standing and light lifting, bending at the waist, kneeling or

crouching to retrieve and maintain files

• Dexterity in the use of fingers, limbs and body in the operation of office equipment

• Tasks require extended periods of time at a keyboard

 

WORKING CONDITIONS: Normal office environment.

 

For a complete listing and details of all open positions and how to apply, select the HR & Employment link on the AVC Web site at www.avc.edu or contact the Human Resources Office at (661) 722-6311; Voice/Relay, (661) 722-6300 x. 6360, 3041 West Avenue K, Lancaster, CA 93536.

 

 

 

Diversity Profile: University

 

Learn more on Inside Higher Ed's College Page for University

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Job No:
Posted: 6/12/2018
Application Due: 6/21/2018
Work Type:
Salary: Range 12, $3,372.60/mo. + benefits