Office Assistant II (Assessment/Counseling) (Grant Funded)

Job description

Office Assistant II (Assessment/Counseling) (Grant Funded)

San Mateo County Community College District

Posting Number: 2014801S
Department: Counseling Services SKY (DEPT)
Location: Skyline College
Position Number: TBD
Percentage of Full Time: 100%
FLSA: Non-Exempt (accrues overtime)
Months per Year: 12
If other, please specify:
Salary Range:
Min Salary: $50,520 (annual)
Max Salary: $64,404 (annual)
Position Type: Classified Positions

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:
This is complex clerical and technical work that involves the scheduling and administering of testing for college placement and campus proctored exams, including various office duties to support the Counseling Center. Under direction, the employee trains and coordinates student test proctors, reviews tests, schedules coverage of the testing lab and the testing and counseling information counters, follows-up with policies and procedures as required. Public contact is extensive, and involves staff, student, faculty, administration, outside agencies, educational institutions, and the general public for the purpose of exchanging procedural information related to college testing. A moderate to high degree of independent judgment is required to apply established policies and procedures to a variety of situations, and to plan and schedule work of student proctors according to the testing needs of the Center during the different testing traffic throughout the calendar year. Consequences of errors in judgment could be costly in employee time, student registration, and public relations.

This is a temporary position funded by SSSP and may be eliminated once the funding has been exhausted.

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 students, faculty, staff, other divisions and departments at the college, other educational institutions, and the general public regarding college placement testing and other assessments and policies and procedures, provides information about testing proctors, schedules, testing sites, and specific test information in small and large groups

2. Screens and hires Federal Work Study Student Assistants, including training and directing the work of student assistants as testing proctors

3. Enters, modifies, and retrieves data using a variety of computer software, sets up and maintains computer records, plans modifications, and executes record keeping procedures and data for reporting

4. Administers tests to small and large groups, reviews answer sheet for completeness, hand-scores paper and pencil exams, converts scoring to placement levels, enters results into student database, audits computer data for accuracy, exchanges information with internal and external staff and vendors regarding problems with administration, printouts, test results, formatting, and other follow-up procedures

5. Proctoring operations; provides proctoring assistance and matriculation processes at the testing center, understands basic group diagnostic testing and follow-up

6. Maintains daily coverage schedule, reviews, corrects, and approves student proctor timesheets

7. Updates, reproduces, and distributes placement guides and course sequences; evaluates test materials in conjunction with staff to determine most effective use, orders new and revised testing materials; provides input in the development of supplemental test materials

8. Verifies testing eligibility of students on a daily basis, contacts students who are not eligible, makes the proper referrals to students for re-testing assistance

9. Enters, modifies, and retrieves online data; compiles statistical and other data for a variety of reports as assigned

10. Composes correspondence, reports, memoranda, public materials, compiles statistical and other data for special and monthly reports

11. Maintains, monitors, and purchases office supplies, testing units, and equipment, accurate filing system, supply inventories, and makes budget transfers as needed

12. Performs a variety of other related duties 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 work experience of increasing responsibility that has included detailed record keeping and directing work of others• 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• Computer experience• Oral and written communication skills• Experience compiling data for statistical and other special reports• Ability to work flexible schedule to meet the Center’s testing needs, including evening and weekend shifts

Physical Requirements:
This classification requires manual dexterity; use of a keyboard, mouse and computer for extended periods of time; pulling, pushing, reaching; and moving items of light to moderate weight in order to perform the essential functions.

Equivalence to Minimum Qualifications:

Knowledge, Skills and Abilities:
Successful experience of increasing responsibility in a testing center or similar environment that has included the following:

1. Extensive proctoring experience in various settings, including administration of computerized testing, administration of paper and pencil testing with detailed proctor instructions, an understanding of the operational needs of a testing center

2. Demonstrated skills in training, scheduling, and directing the work of student assistants

3. Extensive college matriculation process and student services knowledge with demonstrated skills in respectful and sensitive interaction with people from diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds

4. Demonstrated skills in the use of a variety of computer software to schedule, administer, and retrieve test data, compose and prepare a variety of written materials, flyers, website contents, and information for board postings, including research and preparation of reports

5. Demonstrated knowledge of online student database for data entry, modification, and retrieval of student records and files

6. Demonstrated skills in working effectively, efficiently, accurately, and confidently in both computerized and hand-scoring of placement tests and conversion to placement results

7. Ability to interview and recommend candidates for student assistant positions to support proctoring in both the testing center counter and testing lab

8. Ability to work with departments inside and outside the Division to coordinate testing components for campus-wide events, group testing, and individual make-up exam proctoring

9. Experience with and knowledge of the Federal Work Study Program and limitations of student proctors

10. Demonstrated work experience requiring a high level of confidential record keeping

Preferred Qualifications:
• Bilingual in other foreign languages, besides English preferred • Knowledge of diverse adult learning styles and their application to the community college environment

Benefits include paid holidays, vacation and sick leave. The District pays all or a portion of monthly medical plan premiums (depending on the coverage) and pays all of the monthly dental and vision plan premiums for employees and eligible dependents. Additional paid benefits include life insurance, salary continuance insurance, and an Employee Assistance Program. Classified employees participate in the Public Employees’ Retirement System, a defined-benefit retirement plan through the State of California. Optional tax-deferred 403(b) and 457 retirement plans are also available.

Open Date: 08/02/2019
First Review Date: 08/23/2019
Close Date:
Open Until Filled: Yes

Special Instructions Summary:
Required Application Materials All applicants are required to submit: 1. A completed online District application form (go to 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:

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.

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.

To apply, visit:

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Job No:
Posted: 8/5/2019
Application Due: 9/16/2019
Work Type: