Office Assistant II - Passport Acceptance Facility (Part-time)

Job description

Posting Details

Position Information

Posting Number2014776SPosition TitleOffice Assistant II - Passport Acceptance Facility (Part-time)LocationSkyline CollegeDepartmentGlobal Learning SKY (DEPT)Position Number2C0286Percentage of Full Time48%FLSANon-Exempt (accrues overtime)Months per Year12If other, please specifyMin Salary$24,249.60 (part-time annual)Max Salary$30,913.92 (part-time annual)Position TypeClassified Positions Posting Text

Who We Are

The San Mateo County Community District is committed to achieving educational equity for all students. As outlined in the District’s Strategic Plan, “success, equity, and social justice for our students are longstanding goals.” The District’s “Students First” Strategic Plan is focused on “Student Success, Equity and Social Justice.” We provide students with a rich and dynamic learning experience that embraces differences — emphasizing collaboration and engaging students in and out of the classroom, encouraging them to realize their goals, and to become global citizens and socially responsible leaders. When you join our team at San Mateo County Community College District, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, classified staff, administration, students and community partners.

The College and the District

Skyline College is part of the San Mateo County Community College District and is designated as a Hispanic Serving Institution (HSI), enrolling approximately 16,000 students each academic year. Skyline College has a diverse student population that is a reflection of the communities that it serves. Detailed information about the student population, including data related to student success, can be found on Skyline College’s Office of Planning, Research and Institutional Effectiveness (PRIE) website.

Who We Want

We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities and orientations. Therefore, we prioritize applicants who demonstrate they understand the benefits diversity brings to a professional educational community. The successful candidate will be an equity-minded individual committed to collaborating with faculty, classified staff, administration, students and community partners who are also committed to closing equity gaps. The San Mateo County Community College District seeks employees who value mentorship and working in a collegial, collaborative environment, guided by a commitment to helping all students achieve their educational goals.

The Position

Under general supervision, the Office Assistant II performs detailed clerical and operational support for a department or office. Under direction, the Office Assistant II initiates, implements, and coordinates office procedures and timelines in order to provide support for an office or department. Public contact is extensive, and involves college and District staff, faculty, students, vendors, members of the public, other educational institutions, business and community representatives, regulatory agencies, and governmental agencies for the purpose of exchanging policy and procedural information. A moderate degree of independent judgment and creativity are required to resolve many minor and occasional major problems that arise, by selecting from among alternative procedures that are available. Consequences of errors in judgment could be costly in public relations, staff and employee time. The Office Assistant II classification can train and lead the work of volunteers and student assistants as assigned. This position provides support for the U.S. Passport Office at Skyline College, which is part of the Global Learning Programs and Services Division. Successful completion of U.S. Department of State requirements to serve as a Passport Acceptance Agent is required for this Office Assistant II position. Only U.S. citizens or U.S. nationals can qualify to be Passport Acceptance Agents.

Duties and Responsibilities

The duties below are representative of the duties of the classification and are not intended to cover all of the duties performed by the incumbent(s) of any particular position. The omission of specific statements of duties does not exclude them from the position if the scope of work is similar, related, or a logical assignment to this classification.

1. Exchanges information with college staff and others regarding department services, as well as to provide operating policies and procedures

2. Screens calls, visitors, and electronic inquiries to provide policy and procedural information, and takes messages and makes appropriate referrals

3. Sets up and tracks budget expenditures and files

4. Attends meetings and other events to obtain and provide current information

5. Uses a database and a variety of computer software to set up, track, and maintain a wide variety of data and electronic and manual files and to perform data entry and retrieval

6. Composes and prepares correspondence, memoranda, report narratives, forms, publicity materials, and other materials from copy or with general instruction

7. Uses standard software applications to prepare correspondence and reports, agendas and meeting minutes, and spreadsheets

8. Compiles items and materials for meeting agendas

9. Takes and transcribes meeting notes as assigned

10. Sorts and distributes department mail as needed, coordinates bulk mailings, and delivers completed U.S. passport applications to a designated U.S. Postal Service location

11. Performs other related duties for the Global Learning Programs and Services Division as assigned

Minimum Qualifications

• Graduation from high school and college courses in business administration, office administration, or a closely related field OR an equivalent combination of education and experience

• Successful general clerical experience of increasing responsibility

• Demonstrated cultural competence, sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff

• Experience with the organization and maintenance of electronic and manual files and records

• Experience with the use of a variety of computer software to compose and prepare correspondence, forms, reports, presentations, and other written materials

• Demonstrated skill in working as part of a customer service team

• Are a U.S. citizen or U.S. national

• Possession of a valid California Drivers’ License (or the ability to obtain one) and the ability to drive a motor vehicle to off-site or other locations

Knowledge, Skills and Abilities

1. Knowledge of office organizational procedures, including workflow, current office equipment, supplies, file systems, and computer applications

2. Skill in multitasking and workload prioritizing under deadline pressure

3. Skill in use of the Microsoft Office Suite and web-based content management systems

4. Skill in sensitive, respectful and effective communication with people of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds

5. Skill in oral communication, including public speaking

6. Skill in written communication

7. Skill in organizing data, setting up, tracking, and maintaining data in electronic and manual files

8. Ability to work effectively as part of a customer service team

Physical Requirements

This classification requires manual dexterity; pulling, pushing, reaching; moving items of light to moderate weight; use of a keyboard and mouse for extended periods; and ability to operate a motor vehicle and drive to off campus locations in order to perform the essential functions.

Preferred QualificationsBenefits

Benefits include paid holidays, vacation and sick leave. Optional tax-deferred flexible benefit 403(b) and 457 plans are available. Classified employees participate in the Public Employees’ Retirement System, a defined-benefit retirement plan through the State of California.

Posting Detail Information

Open Date06/03/2019First Review Date07/02/2019Close DateOpen Until FilledYesSpecial Instructions Summary

Required Application Materials
All applicants are required to submit:

1. A completed online District application form (go to https://jobs.smccd.edu to complete the application and to apply for this position).

2. A resume that details all relevant education, training, and other work experience.

3. A cover letter of no more than 3 pages that addresses the applicant’s cultural competence, sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff as well as the applicant’s qualifications as they relate to the requirements, knowledge, skills, and abilities listed in this announcement.

Candidates for interview will be selected from among those who most closely meet the requirements and knowledge, skills and abilities. Meeting the minimum qualifications does not guarantee an interview. As part of the interview process, candidates may be asked to demonstrate job-related knowledge and skills.

For questions related to this posting, please contact:

SMCCCD Office of Human Resources
3401 CSM Drive, San Mateo, CA 94402
Tel.: (650) 574-6555
Fax:(650) 574-6574
Web Page: www.smccd.edu/hr

Conditions of Employment

Prior to employment, the selected candidate will be required to complete the following:

1. Submit official transcripts (applies to all faculty or educational administrative positions)
2. Submit verifications of prior employment
3. Satisfactory references
4. Successfully being cleared for employment through the background checking process

In addition to background checks, the District may review publicly available information about a candidate on the Internet. If a candidate is aware of incorrect or inaccurate information that is available on the Internet, the candidate is welcome to address such an issue with the Office of Human Resources.
.

5. Present original documents for proof of eligibility to work in the United States
6. Approval of your employment by the SMCCCD Board of Trustees
7. Provide a certificate of Tuberculosis exam for initial employment.
8. Have fingerprints taken by a Live Scan computer (Clearance must be received prior to first day of employment). Please note that the California Education Code requires, in part, that community college districts shall not employ or retain in employment persons in public school service who have been convicted of certain felonies, a misdemeanor drug charge (including alcohol offenses) or misdemeanor moral turpitude (sexual offense) crime. However, consideration may be given to those whose drug convictions occurred more than five years ago. A conviction for other crimes may not necessarily disqualify you from the job for which you may be applying.

EEO Statement

The San Mateo County Community College District is an Equal Opportunity Employer that seeks to employ individuals who represent the rich diversity of cultures, language groups, and abilities of its surrounding communities.

Accomodations

Applicants who have disabilities may request that special accommodations be made in order to complete the selection process. Accommodation request forms and a copy of the Americans with Disabilities Act applicant procedures are available in the Office of Human Resources.

Annual Security Report

San Mateo County Community College District’s (SMCCCD) 2018 Annual Security Report (ASR), required by the Clery Act, includes statistics for the previous three years concerning reported crimes that occurred on campus; in certain off-campus buildings owned or controlled by SMCCCD; and on public property within, or immediately adjacent to and accessible from SMCCCD. Our 2018 Annual Security Report also outlines various campus safety and security policies, such as those concerning crime reporting, prevention and response to sexual and gender violence, alcohol and drug use, crime prevention, emergency response and evacuation procedures, and other matters. The 2018 Annual Security Report is now available. The Annual Security Report also includes important tips to help every member of the community remain safe and avoid becoming a victim of crime. You can obtain a copy of this report by contacting the Department of Public Safety at the District Office or any of the three Campuses (650) 738-7000.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you hear about this employment opportunity?
    • District Employee
    • District Employment Site
    • CCC Registry
    • HigherEdJobs.com
    • Chronicle of Higher Education
    • ACCCA
    • HERC
    • EdJoin.com
    • Indeed.com
    • Other
    • LinkedIn
    • Facebook or Twitter
  2. * Do you possess a combination of education and experience equivalent to graduation from high school and college courses in business administration, office administration, or a closely related field?
    • Yes
    • No
  3. * Do you have successful general clerical experience of increasing responsibility?
    • Yes
    • No
  4. * Can you demonstrate cultural competence, a sensitivity to and an understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff?
    • Yes
    • No
  5. * Do you have experience with the organization and maintenance of electronic and manual files and records?
    • Yes
    • No
  6. * Do you have experience with the use of a variety of computer software to compose and prepare correspondence, forms, reports, presentations, and other written materials?
    • Yes
    • No
  7. * Can you demonstrate skill in working as part of a customer service team?
    • Yes
    • No
  8. * Are you a U.S. citizen or U.S. national?
    • Yes
    • No
  9. * Do you possess a valid California Driver’s License (or the ability to obtain one) and the ability to drive a motor vehicle to off-site locations?
    • Yes
    • No
Applicant DocumentsRequired Documents
  1. Cover Letter
  2. Resume/Curriculum Vitae
Optional Documents
  1. Other Document 1
  2. Other Document 2
  3. Other Document 3

 

 

 

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Posted: 6/12/2019
Application Due: 8/8/2019
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