Office Supervisor, Student Life

Location
Bakersfield
Posted
Jun 03, 2021
Employment Type
Full Time
Institution Type
Community College


Office Supervisor, Student Life

Kern Community College District


Position Number: 03341

Posting Date: 05/27/2021

Position Closing Date:

Initial Screening Date: 06/10/2021

Open Until Filled: Yes

Position Type: Classified

Rate:

Work Week: 40 hours per week, 12 month position

Minimum Salary: 3,522.16 per month

Maximum Salary: 4,976.72 per month

Benefits:
Our competitive benefits package includes medical, dental, and vision insurance; life insurance coverage; long-term disability insurance, and an employee assistance program (EAP).

In addition, employees have the option to purchase:
  • Flex 125
  • AFLAC Policy
  • Supplemental voluntary life insurance
  • 403b Tax Shelter Annuity

All coverages begin on the first day of the month following the hire date. Employees are covered under the California Public Employees Retirement System (CalPERS) and are vested 100% after five years of full time service.


College/Site: Bakersfield College

Location: BC-Main Campus

Basic Function:
Under the direction of an assigned supervisor, organize and direct the secretarial, clerical and functional operations within an assigned department or office; perform a wide variety of responsible and complex administrative, secretarial and clerical duties for a department or office.

REPRESENTATIVE DUTIES:
  • Recommend and assist in the implementation of goals and objectives; establish schedules and methods for secretarial and clerical support; implement policies and procedures.
  • Plan, prioritize, assign and review the work of secretarial and clerical staff.
  • Evaluate operations and activities of assigned function; recommend improvements and modifications; prepare various reports on operations and activities; recommend improvements in
    work flow, procedures and the use of office equipment.
  • Prepare and revise various operating procedures, rules, and regulations upon request; develop and revise forms and report formats, as well as report preparation procedures.
  • Participate in budget preparation and administration; prepare cost estimates for budget recommendations; submit justifications for budget items; monitor and control expenditures and budget accounts.
  • Participate and assist in the administration of the office to which assigned; research, compile, analyze and summarize data for special projects, programs and various comprehensive reports; prepare or direct the preparation of annual, quarterly or administrative reports; prepare minutes of meetings; direct the ordering and storage of supplies.
  • Screen office and telephone callers; respond to complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities; receive and route mail.
  • Type and proofread a wide variety of reports, letters, memoranda and statistical charts; type from rough draft, verbal instructions or transcribing machine recordings; independently compose correspondence related to assigned responsibilities.
  • Assist in coordinating activities among departments or offices; coordinate the flow of paperwork between departments and offices.
  • Process paperwork for personnel actions including new hires, terminations and promotions; coordinate the recruitment process with the personnel office; monitor performance evaluation dates and provide appropriate forms to staff.
  • Maintain calendars of department or office activities, meetings and various events; coordinate activities with other departments, offices, students, the public and outside agencies.
  • Organize and maintain computer disk storage and filing; organize and maintain complex technical filing systems.
  • Reconcile the cash registers for both sale point and the bookstore; prepare deposits and submit to appropriate office; bill various companies and track billings to assure receipt and payment.
  • Participate in the selection of staff; provide and coordinate staff training.
  • Attend staff and campus committee meetings as necessary; take minutes of meetings attended and transcribe as assigned.
  • Prepare, proofread and update class schedules as needed.
  • Exercise functional and technical supervision over clerical staff.
  • Perform related duties as assigned.


Education and Experience:
Any combination equivalent to: graduation from high school supplemented by training in secretarial or office administration and five years of increasingly responsible secretarial experience.

Note: Degrees and credits must be from accredited institutions (Title V Section 53406). Any degree from a country other than the United States, including Canada and Great Britain, must be evaluated by an evaluation service.

Note: The screening of candidates will be conducted by a screening committee. The screening committee reserves the right to limit the number of interviews granted. Meeting the minimum qualifications for a position does not assure the applicant of an interview.


Knowledge and Abilities:
KNOWLEDGE OF:
  • Principles of training and providing work direction.
  • Basic principles and practices of fiscal, statistical and administrative research and report preparation.
  • Modern office procedures, methods and computer equipment.
  • Business letter writing and report preparation.
  • Department or office policies and procedures.
  • Procedures of financial record-keeping and reporting.
  • Basic budgeting procedures and techniques.
  • Correct English usage, spelling, grammar and punctuation.
  • Basic math.

ABILITY TO:
  • Organize and direct the work and staff of a clerical support unit.
  • Perform responsible and difficult secretarial work involving the use of independent judgment and personal initiative.
  • Understand the organization and operation of the district and of outside agencies as necessary to assume assigned responsibilities.
  • Provide work direction and guidance to assigned staff.
  • Interpret and apply administrative and departmental policies and procedures.
  • Independently prepare correspondence and memoranda.
  • Research, compile, analyze, interpret and prepare a variety of fiscal, statistical and administrative reports.
  • Compile data and maintain complex records and prepare reports.
  • Operate a computer and related peripheral equipment.
  • Communicate effectively both orally and in writing.
  • Establish and maintain cooperative and effective working relationships with others


Salary Grade: 40.0

Special Instructions to Applicants:
First Review of Applications:
Complete application packets will be accepted until the position is filled; but those received by 5:00 p.m. (Pacific Standard Time) on June 10, 2021 are assured consideration. The College reserves the right to extend time limits or reinitiate the recruitment/selection process at any point.

Completed application packet must include:
  • Completed Online Application for Employment form
  • Current resume
  • Letter of interest (Cover Letter)
  • Copy of legible transcripts, if applicable
  • List of six (6) professional references - Listed on application form

It is the applicant’s responsibility to redact (or remove) any personal information from all documents prior to uploading. This includes Social Security Numbers, Date of Birth, and any photos of the applicant.

Foreign Degree: Applicants with foreign degrees from colleges or universities outside of the United States must have their coursework evaluated by a professional association that is a member of the National Association of Credential Evaluation Services (NACES) or Academic Credentials Evaluation Institute, INC. (ACEI). A copy of the evaluation must be submitted with your on-line application.

Applicants who require reasonable accommodation to participate in the selection process should contact Human Resources to make the necessary arrangements.
EEO Plan 2018-2021

Note: The District is strongly committed to achieving staff diversity and the principles of equal employment opportunity. The District encourages a diverse pool of applicants and does not discriminate on the basis of national origin, religion, age, gender, gender identity, gender expression, race or ethnicity, color, medical condition, genetic information, ancestry, sexual orientation, marital status, physical or mental disability, pregnancy, or because he/she is perceived to have one or more of the foregoing characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics or any other characteristic protected by federal, state or local law, in any of its policies, procedures or practices.
Discrimination Free Work Environment

The District does not provide sponsorship for authorization to work in the United States. Work authorization should be established at the time of application submission.


All applicants must apply online at https://careers.kccd.edu/postings/15257. Emails will not be accepted.

As an Equal Employment Opportunity Employer, the Kern Community College District encourages candidates with diverse backgrounds to apply.





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