Administrative Support Assistant I Counseling

Job description

Administrative Support Assistant I Counseling
MiraCosta College

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Type of Assignment: Full Time
Assignment Category: Regular Position

Position Details:
One regular, full-time position, 40 hours per week, 12 months per year, on the Oceanside campus. The work schedule will be Monday through Friday, 8:00 am - 4:30 pm. The person selected for this position will be subject to assignment to any district facility during any hours of operation.

Salary Range: 9
Compensation: Starting at $3,689.44 per month (range 09, step 1).

Employees must make arrangements for the direct deposit of paychecks into the financial institution of their choice, via electronic fund transfer.

A full benefits package which includes employer-paid medical, dental, and vision plans for employee and dependents; $100,000 employee life insurance; other optional coverages; and membership in the California Public Employees’ Retirement System (CalPERS).

Position Term in Months: $Term

Application Procedure:
In order to be considered for this position, you must submit the following documents directly in the online system and finish applying and receive a confirmation number by 11:59 PM on the closing date:

1. Application on which you list all relevant experience.

2. A current resume or curriculum vitae summarizing your educational background and experience.

3. A cover letter addressed to the “Screening and Interview Committee” specifically describing how your experience aligns with the representative duties and desirable qualifications.

4. A separate document with a statement regarding your commitment to diversity and a demonstrated understanding of equitable practices. Attach this to the “Other Document” link.

The screening and interview committee will review application materials for up to four weeks following the closing date. Applicants selected for interview will be contacted by phone; those not selected for interview will be notified by e-mail once interview candidates have been scheduled.

Offer of employment to the person selected for this position is contingent upon 1) successful completion of a pre-placement physical exam at district expense; 2) submission of a current tuberculosis test clearance; 3) proof of eligibility to work in the United States; 4) fingerprint clearance; and 5) approval by the Board of Trustees.

Retired STRS members are not eligible for this position.

Basic Function:
Under general supervision, demonstrate a commitment to serving students in both on-ground and online modalities while, in a clear and concise manner, accurately provide and explain information to students, prospective students, and community members regarding departmental services, policies, and procedures. Possess an understanding of, and engage in equitable practices that improve student access to services. Schedule online and on-ground appointments/meetings and assist with events; act as first point of contact for functional area; perform a variety of routine clerical and administrative support functions requiring a general knowledge of the terminology, procedures, and practices applicable to the functional area; create and maintain physical and electronic filing systems, and perform records management duties; and perform related duties as assigned.

Distinguishing Characteristics:
An Administrative Support Assistant I is distinguished from an Administrative Support Assistant II in that an incumbent in the latter class has more specialized knowledge of the functional area, maintains a variety of databases and systems, and processes financials and payroll for the assigned functional area.

Essential Duties & Responsibilities:
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

1. Greet, direct and provide general information to students, faculty and staff; provide technical assistance and information to students, faculty and staff in person, over the phone and via email; provide information regarding department programs, services, policies, procedures and requirements; schedule appointments for department services through electronic systems.

2. Using standard office software, compose and/or type memoranda, correspondence, reports, agreements, contracts, marketing materials, presentations, spreadsheets, forms and other documents; respond to routine phone calls, correspondence and email inquiries regarding a variety of department matters.

3. Maintain physical and electronic records, filing systems and requests including records for tracking work orders, and student, medical, employment, personnel and financial records; archive files following defined processes and procedures.

4. Create, develop, maintain, and update specialized and custom forms, databases, logs, files, records and reports to support technical work processes in areas of responsibility; design, develop and maintain spreadsheets requiring data interpretation and manipulation; track and maintain data and student outcomes and prepare for reporting.

5. Schedule appointments and make meeting arrangements; assist with setup and cleanup for various meetings and events; contact vendors for food orders, marketing materials, supplies and audio-visual equipment; handle other meeting and event logistics including soliciting volunteers and coordinating student workers.

Other Duties:
1. Provide backup to other department staff as needed.

2. Contact campus police or custodial staff as needed.

3. Schedule facility use and room assignments by internal and external users and maintain facility-use calendar; submit appropriate work requests; prepare invoices for external groups as required.

4. Provide work direction to student workers and temporary staff as assigned.

5. Perform related duties as assigned.

Knowledge Of:
1. Principles, practices, concepts and techniques used in customer service, public relations and community outreach.

2. Office administration practices and procedures.

3. The district’s recordkeeping and general accounting systems, practices and procedures for processing information and interpreting input and output data.

4. Math and basic accounting techniques.

5. Operations, services and activities of a community college district.

6. Common student needs, issues and concerns applicable to area of assignment.

7. Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation.

8. District organization, functions, rules, policies and procedures applicable to assigned areas of responsibility.

9. Safety policies and safe work practices applicable to the work.

Ability To:
1. Compose clear, concise and comprehensive analyses, correspondence, reports, studies, agreements, presentations and other written materials from brief instructions.

2. Establish priorities and work effectively and independently with many demands on time.

3. Analyze situations accurately and adopt effective courses of action.

4. Maintain confidentiality of district and student files and records.

5. Communicate effectively, both orally and in writing.

6. Understand and follow written and oral instructions.

7. Operate a computer and standard business software.

8. Demonstrate sensitivity to and understanding of diverse academic, socioeconomic, cultural, ethnic, and disability issues.

9. Establish and maintain effective working relationships with all those encountered in the course of work.

Education & Experience:
Graduation from high school or GED equivalent, and one year of clerical support experience; or an equivalent combination of training and experience.

Desirable Qualifications:
1. Previous experience in a Student Services setting.

2. Previous experience working with computer systems and applications related to counseling functions such as SARS, PeopleSoft, and web-based software.

Licenses & Other Requirements:
A valid California driver’s license and the ability to maintain insurability under the district’s vehicle insurance program.

Physical Effort:
The physical efforts described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Primarily sedentary with intermittent standing, walking, bending and stooping; occasional light lifting and carrying of objects weighing up to 25 pounds; ability to travel to various locations on and off campus as needed to conduct district business.

Emotional Effort:
Ability to develop and maintain effective working relationships involving interactions and communications personally, by phone and in writing with a variety of individuals and/or groups from diverse backgrounds on a regular, ongoing basis; ability to work effectively under pressure on a variety of tasks concurrently while meeting established deadlines and changing priorities.

Working Conditions:
Primarily business office environment; subject to frequent public contact and interruption; intermittent exposure to individuals acting in a disagreeable fashion; occasional evening, weekend and/or holiday hours are required on an as-needed basis.

Posting Number: S20/21040P
Human Resources Contact Information: [email protected] or 760.795.6854
Job Close Date: 4/16/2021
Open Until Filled:
First Screening Date:

About MiraCosta College
MiraCosta College is one of California's 115 public community colleges. The district operates two campus sites and two centers, and offers a robust online education program. Situated between San Diego and Los Angeles, MiraCosta College benefits from multicultural influences and cultural opportunities. Both students and staff enjoy a friendly atmosphere and the feeling that we are all here to help one another. MiraCosta College is an Equal Opportunity Employer with a commitment to diversity, equity, and inclusion. For more details, please visit our website at

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Job No:
Posted: 4/1/2021
Application Due: 4/1/2033
Work Type: Full Time