Counseling Office Assistant

Job description

Saddleback College


Counseling Office Assistant (one or more positions)

Initial Screening Date    11/26/2018


Pay Range:    115-starting salary at $2501.98 monthly


Classification Benefits:    

The District offers a comprehensive package of insurance benefits to eligible employees, which includes medical and dental insurance, a vision-care plan, life insurance and dependent life coverage, accidental death and dismemberment coverage, and a long-term disability income-protection plan. All premiums are

fully paid by the District. Mandatory retirement incentive is with California Public Employees Retirement System (CalPERS).


PLEASE NOTE: In order to be considered for this opening, you must apply through the District website at


Summary Description:

Under general supervision from assigned supervisory or management staff, performs a variety of specialized office support and clerical duties in support of assigned counseling office activities; screens and assesses student counseling needs and schedules appointments with appropriate counselors; and maintains a variety of records and files and generates a variety of statistics and reports.



This is the journey level class within the Counseling Office Assistant series. Employees within this class are distinguished from the Senior Counseling Office Assistant in that the latter assumes responsibility for coordinating front office activities, serving as the office supervisor during morning hours, managing the scheduling and reporting system, coordinating counselors’ schedules, and serving as the primary contact person for problems and issues related to the automated counseling scheduling and reporting system. Employees at the Counseling Office Assistant level are fully aware of the operating procedures and policies of the work unit.


Knowledge of:    

• Methods and techniques used to respond to students with a variety of counseling requests, both office assistance and support duties applicable to a counseling office.

• Student services available at a community college.

• Confidentiality requirements applicable to office reports and records.

• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.

• Basic principles of business letter writing and basic report preparation.

• Principles and practices used to establish and maintain files and information retrieval systems.

• Principles, practices, and procedures of record keeping.

• Basic principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.

• Basic mathematical concepts.

• Work organization principles and practices.

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


Ability to:    

• Learn and understand the organization and operation of the assigned program area as necessary to assume assigned responsibilities.

• Learn, understand, interpret, and apply general administrative and office policies and procedures.

• Perform a variety of office support and clerical duties and activities of a general and specialized nature in support of the assigned counseling office including screening callers and visitors, scheduling appointments, and maintaining records and information.

• Schedule appointments for a large number of individuals in a high-volume setting.

• Respond appropriately to the needs and requests and inquiries from students, staff, faculty, or the public; effectively present information in person or on the telephone.

• Exercise good judgment and maintain confidentiality regarding critical and sensitive information, records and reports.

• Use sound judgment in recognizing scope of authority.

• Type or enter data at a speed necessary for successful job performance.

• Compile and organize data and information.

• Maintain filing systems.

• Exercise good judgment in maintaining information, records, and reports.

• Plan and organize work to meet schedules and changing deadlines.

• Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.

• Adapt to changing technologies and learn functionality of new equipment and systems.

• Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.

• Work with and exhibit sensitivity to and understanding of the varied racial, ethnic, cultural, sexual orientation, academic, socio-economic, and disabled populations of community college students.

• Communicate clearly and concisely, both orally and in writing.

• Establish and maintain effective working relationships with those contacted in the course of work.


Education and Experience Guidelines:    

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying.



Equivalent to the completion of the twelfth grade supplemented by coursework or on-the-job training in clerical and administrative support practices and procedures.



Two years of general clerical or office experience preferably involving extensive customer service.


License or Certificate:    

A valid California driver’s license and proof of insurability may be required for some positions to drive a District or personal vehicle to attend meetings or pick up/deliver documents or other materials.


To Apply:

Please visit the District’s Employment Opportunities website at for a detailed job description, to learn more about the District and to complete an on-line application.  


NOTICE TO ALL CANDIDATES FOR EMPLOYMENT: The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country.  






Diversity Profile: University



View more

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

Arrow pointing right
Job No:
Posted: 11/9/2018
Application Due: 11/26/2018
Work Type:
Salary: $2501.98 monthly