Administrative Clerk

Job description

Coastline Community College


Administrative Clerk

Job# C-006-19

Salary: $36,364.00 - $49,026.00 Annually

Deadline: 07/19/18


Full job description and OFFICIAL application available ONLY at:




Performs routine and/or standardized duties associated with secretarial, receptionist or clerical work and provides general office or program assistance.  Duties will vary according to area of assignment, which may include a school site, District office or special program.


Distinguishing Career Features 

The Administrative Clerk is the first in a career path for clerical and secretarial support. Work is generally focused in these areas: keyboarding/typing and data entry, receptionist, filing and retrieval of information to and from records, attendance and other customer service transactions, and routine reports on established forms.  The Senior Administrative Clerk requires a developed knowledge of the terminology and procedures used at a school site or academic department, the ability to locate and extract information from student and business databases, the ability to review, record, monitor, and troubleshoot more difficult transactions, and assist with projects of limited scope.


Essential Duties and Responsibilities

Specific duties may vary among departments and jobs.  Incumbents typically perform a substantial portion or all of the following kinds of duties:

• Serves as a receptionist to a department or program.  Greets visitors, staff or students in person or over the telephone, and provides standard information related to area of assignment. Answers incoming phone lines and routes calls.

• Types (keyboards) routine letters, memoranda, reports, work orders, requisitions or other materials from straight copy, rough drafts or verbal instructions. 

• Maintains records and alphanumeric files of documents processed for ready access.  Ensures the timely distribution and receipt of a variety of records and documents.  

• Reviews, prepares, and enters information from documents into data entry screens to databases that have established formats and limited access.  

• Assists others to assemble and organize materials for distribution such as, but not limited to, registration packets, schedules, correspondence, and newsletters. 

• May receive and process private student information.  Maintains security and privacy of information processed or received during the course of performing assigned duties. 

• Assists with setup for programs, workshops, and meetings.  This includes assembling files and learning materials. 

• Receives, sorts and distributes incoming and outgoing mail.  Composes routine correspondence. 

• Administration of industry certification exams. 

• Performs other duties as assigned that support the overall objective of the position. 


Qualifications and Physical Demands

Knowledge and Skills

• The position requires basic knowledge of secretarial practices, general office procedures, filing, record keeping, and receptionist and telephone techniques and etiquette. 

• Requires basic knowledge of typical departmental procedures regarding information and document flow.

• Requires sufficient knowledge of and skill for accessing and using personal computer applications such as office productivity suites, business and student data entry formats, and e-mail. 

• Requires sufficient math skill to compute sums, percents, and portions. 

• Requires knowledge of English, grammar, spelling, and punctuation to prepare routine correspondence for internal distribution. 

• Requires sufficient human relations skill to maintain harmony with peers and customers and portray a positive image of the organization unit and district.



• Requires the ability to perform the duties of the position efficiently and effectively, under general supervision. 

• Requires the ability to learn, understand and apply district rules, regulations and policies. 

• Requires the ability to operate standard office machines and equipment, including personal computers and keyboards, copiers, printers, etc. 

• Requires the ability to maintain records and filing systems. 

• Requires the ability to enter alphanumeric information to data entry screens. 

• Requires the ability to prioritize workload to meet established deadlines.


Physical Abilities

• The incumbent must be able to function indoors, engaged in work of primarily a sedentary nature. 

• Requires near vision to write and to read printed materials and computer screens. 

• Requires hearing and speech for ordinary and telephonic conversation and to hear sound prompts from equipment. 

• Requires ambulatory ability to sit, often for long periods of time, move about campus locations, and to reach work materials.

• Requires manual and finger dexterity to type/keyboard at an acceptable rate and/or operate mouse and/or otherwise operate a microcomputer and other equipment.


Education and Experience

The position typically requires a High School diploma supplemented by post-secondary course work in general office skills and 1 year of experience in general clerical, data entry, and production keyboarding, or equivalent environment. Or, any combination of education and experience that would meet the required qualifications.


Licenses and Certificates

May require a valid driver license.


Coast Community College District is an Equal Opportunity Employer





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Job No:
Posted: 7/10/2018
Application Due: 7/19/2018
Work Type:
Salary: $36,364.00 - $49,026.00 Annually