Posting Details

Position Information

Link to job brochure: Classification Title Office Assistant Job Category: Classified Staff Job Open Date: 06/19/2019 Job Close Date: 07/10/2019 Initial Screening Date Position ID: P0015219; P0015220 Job Open ID: REQ8148 Position Title: Office Assistant (one or more positions) Location 10-Irvine Valley College Department Financial Aid (IVC-026-083) Term: 12 Months/Year Salary Schedule Link: Click here for current Salary Schedules Pay Basis: Monthly Pay Range: 113; Starting salary $3,285.00 per month % of Range: 100 Hours per week: 40 Work Schedule Mon.-Thur. 9:00am-6:00pm and Fri. 8:00am-5:00pm; Please note the District will observe an alternative 4/10 work schedule from May 31, 2019-August 9, 2019, with exceptions. Receives Benefits: Yes 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).

Position-Specific Benefits: Additional Position Information: Permanent link to posting http://jobs.socccd.edu/postings/9996 Additional Information

Summary Description:

Under supervision from assigned supervisory or management staff, performs a variety of office support, clerical, and routine secretarial duties of a general or specialized nature in support of the function to which assigned; provides word processing and data entry support; maintains a variety of files and records; and provides information and assistance to students, faculty, staff, and the general public. May receive technical training and work direction from an academic bargaining unit program supervisor, an executive assistant, or an administrative assistant.

Distinguishing Characteristics:

This is a journey level clerical classification. Positions at this level are not expected to function with the same amount of program knowledge or skill level as positions allocated to the Administrative Assistant level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and/or fits an established structure or pattern. Exceptions or changes in procedures are explained as they arise.

Representative Duties:

The duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. Please see Job Duties for details.

Knowledge of:

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 basic fiscal, statistical, and administrative 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.
Learn the methods and standards used in processing College paperwork.
Perform a variety of office support and clerical duties and activities of a general and specialized nature for an assigned office.
Respond to requests and inquiries from students, staff, or the public; effectively present information in person or on the telephone to students, staff or the public.
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.

Education/Training:

Equivalent to the completion of the twelfth grade.

Experience:

Two years of general clerical experience preferably involving extensive public contact.

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.

Conditions of Employment:

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Work Environment:

Work is performed primarily in a standard office setting. Duties are typically performed at a desk or computer terminal; subject to noise from office equipment operation; frequent interruptions and contact in person and on the telephone with students, academic and classified staff, and others. At least minimal environmental controls are in place to assure health and comfort.

Physical Demands:

Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate to exchange information; and may occasionally travel to other offices or locations to attend meetings or to pick up or deliver materials. Vision: See in the normal visual range with or without correction. Hearing: Hear in the normal audio range with or without correction.

Additional Position Information:

METHOD OF APPLICATION:

Interested applicants must complete the online application, apply for the position, and attach the specified optional documents.

To be considered, each section on the application must contain the requested information (do not state “SEE RESUME” or leave blank). Included on the application, applicants must provide (on the application) at least three (3) professional references, preferably from current supervisors, previous supervisors (from the past five years), colleagues or coworkers who can address professional competency and appropriate practical skills, or other professional references. The Office of Human Resources (OHR) may request additional references.

All submitted materials become the property of the South Orange County Community College District (SOCCCD), will not be returned, will not be copied, and will be considered for this position only. Any supporting documents submitted must reference the Job Opening ID numbers and may be attached online, faxed to 949-340-8007, mailed via U.S. Mail under separate cover, or hand delivered to the District offices.

Additional Classification Information: Position Specific Benefits: Job Duties

Job Duties

Duties and Responsibilities

Serve as receptionist for assigned area; receive office and telephone callers; provide material and information in response to requests for information related to assigned area of responsibility; convey telephone messages; refer callers to appropriate staff for further assistance as needed.

Job Duties

Duties and Responsibilities

Verify and review materials, applications, records, files, and reports for completeness and conformance with established regulations and procedures; apply applicable policies and procedures in determining completeness of applications, records, files, and reports; collect and process appropriate information.

Job Duties

Duties and Responsibilities

Type, word process, and proofread a variety of documents and forms including general correspondence, agendas, reports, and memoranda from rough draft, recordings, or verbal instruction; disseminate information as appropriate.

Job Duties

Duties and Responsibilities

Maintain accurate and up-to-date files and records for assigned areas; develop and monitor various logs, accounts, and files for current and accurate information; verify accuracy of information, researching discrepancies and recording information; organize and maintain filing systems.

Job Duties

Duties and Responsibilities

Access student files on computer terminal; input corrections such as status, address, and course changes.

Job Duties

Duties and Responsibilities

Perform a variety of routine clerical accounting duties and responsibilities involved in financial record keeping and reporting for assigned area; maintains a variety of accounting records, logs, and files; compile information and data for statistical and financial reports; check and tabulate data.

Job Duties

Duties and Responsibilities

Receive, sort, and distribute incoming and outgoing correspondence.

Job Duties

Duties and Responsibilities

Present program information to students and faculty; assist in preparing program materials; receive, sort, and deliver materials.

Job Duties

Duties and Responsibilities

May prepare a variety of documents for publications and marketing pieces including brochures, flyers, event programs, and related materials.

Job Duties

Duties and Responsibilities

Maintain office supplies and inventories; order, receive, and maintain office supplies and equipment; prepare and deliver requisitions, purchase orders, and work order forms.

Job Duties

Duties and Responsibilities

Maintain calendar of activities, meetings, and various events for assigned staff; coordinates activities with others.

Job Duties

Duties and Responsibilities

Schedule and prepare for a variety of meetings; prepare and distribute agendas; make arrangements for facility usage; attend meetings related to assigned division; take and prepare minutes as assigned; disseminate information as appropriate.

Job Duties

Duties and Responsibilities

Utilize various computer applications and software packages; maintain and generate reports from a database or network system.

Job Duties

Duties and Responsibilities

Operate office equipment including computer equipment, typewriter, calculator, copier, and facsimile machine.

Job Duties

Duties and Responsibilities

Perform related duties as required.

Documents Needed for Applying Required Documents

Optional Documents

1. Resume / CV
2. Cover Letter

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Have you obtained education equivalent to the completion of the twelfth grade?
   • yes
   • no
2. * Does your experience include at least two years of general clerical experience?
   • yes
   • no
3. * Describe your experience providing customer service and assistance to internal and external customers.

   (Open Ended Question)