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Receptionist

Employer
Chabot-Las Positas Community College District
Location
District Office - Pleasanton, 5860 Owens Drive, 3rd Floor, Pleasanton, CA 94588

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support
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Job Details

Job Title:

Receptionist

Position Type:

Classified

Position Code:

1CTV02

FTE:

1.0

Pay Rate (or Annual Salary):

$3,634.83/month

Job Location:

District Office - Pleasanton, 5860 Owens Drive, 3rd Floor, Pleasanton, CA 94588

Department:

Economic Development/Contract Education

Job Summary:

The Chabot-Las Positas Community College District is seeking a Receptionist for the Tri-Valley Career Center (TVCC), which is part of the Economic Development/Contract Education Department located at 5860 Owens Drive, 3rd Floor, Pleasanton, CA 94588.

Under supervision, perform a wide variety of office support and clerical duties and activities of a general nature in support of the assigned area; receive and direct telephone calls and visitors; provide information and assistance to the general public, students, and staff; receive, route, and distribute incoming and outgoing mail; and oversee and operate production copier and other assigned office equipment and machines for assigned area.

Representative Duties:

The following 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.

1. Answer all calls and provide prompt, courteous, and accurate service; screen calls to determine proper destination; make station connections; take messages and relay information promptly.

2. Handle emergency calls and procedures in accordance with established policies and procedures; monitor the emergency radio as necessary.

3. Greet general public, students, and staff at the counter; provide directions and appropriate general information; ensure that the counter is equipped with relevant informational TVCC newsletters, maps of the area, and related items; ensure counter is equipped with paper, pens, staples, and related office supplies.

4. Maintain related calendar of activities and schedules.

5. Receive, sort, distribute, and deliver outgoing, incoming, and interoffice mail.

6. Process outgoing mail; weigh, meter, and affix correct postage for various out-going mail.

7. Accept all postal deliveries including special delivery, insured mail, registered mail, and all mail requiring special handling including flats, parcels, books, and films.

8. Assist and advise staff with mail regulations, preparation, and costs.

9. Maintain various records including those related to postage meter, bulk permit, postage due, business reply, first class pre-sort, and bulk accounts.

10. Set-up and assign mail boxes to staff as needed.

11. Distribute communication materials to staff.

12. Oversee and operate assigned office equipment and machines including a production copier, fax machine, and other assigned office equipment and machines.

13. Order and maintain office supplies including shipping supplies, postal machine supplies, and paper stock for copy and fax machines.

14. Operate, clean, and perform minor adjustments on a variety of equipment including postal machine and copy and fax machines.

15. Assist staff in setting up voice-mail and with phone issues; default voice mail; make display changes; call in phone repairs; test all extensions to ensure that they are operational.

16. Accept paperwork from clients; may date stamp items; place items in staff mailboxes.

17. Assign parking permits for staff as assigned; may give out parking passes to visitors and staff.

18. As assigned, issue copy code to new staff; maintain listing of copier user codes.

19. Assist in auditing bills as assigned including telephone, UPS, Fed Ex, OnTrac, and postage machine bills.

20. Send out class schedules to local libraries and high schools; send out college catalog to colleges in California.

21. Perform other related clerical tasks as assigned; type simple materials including staff listings and memoranda.

22. Maintain necessary files, records and statistics for the mailroom and related equipment.

23. Perform related duties as required.

Minimum Education and Experience:

Any combination of the following would provide a typical way to obtain the required knowledge and abilities.

Education/Training:

Equivalent to the completion of the twelfth grade.

Experience:

Some general clerical or office experience involving public contact.

License or Certificate:

Possession of an appropriate, valid driver’s license.

Minimum Qualifications:

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

1. Office procedures, methods, and equipment including computers and applicable software applications.

2. Basic principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.

3. Mailroom procedures, methods, techniques, and equipment.

4. Postal regulations, laws, procedure, and rates.

5. Specialized terminology and procedures of assigned office.

6. Operating characteristics of postal processing equipment.

7. Principles and procedures of record keeping and filing.

8. Mathematical principles.

9. English usage, spelling, grammar, and punctuation.

10. Inventory methods and practices.

11. Traffic and safety laws, ordinances, regulations, and rules involved in vehicle operation.

12. Occupational hazards and standard safety practices including proper lifting techniques.

Ability to:

1. Perform a variety of receptionist and general office support/clerical duties and activities of a general nature for an assigned office.

2. Understand the organization and operation of the TVCC as necessary to assume assigned responsibilities.

3. Understand, interpret, and apply general administrative and office policies and procedures.

4. Respond tactfully, clearly, concisely, and appropriately to requests and inquiries from students, staff, the general public, press, or other agencies; effectively present information in person or on the telephone to students, staff or the public.

5. Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.

6. Adapt to changing technologies and learn functionality of new equipment and systems.

7. Sort, process, and distribute large quantities of mail/materials quickly and accurately.

8. Type or enter data at a speed necessary for successful job performance.

9. Operate and perform minor maintenance on mailing and other office machines and equipment.

10. Compile and organize data and information.

11. Maintain records and accounts.

12. Work independently in the absence of supervision.

13. Plan and organize work to meet changing priorities and deadlines.

14. Meet critical deadlines while working with frequent interruptions.

15. Understand and follow oral and written instructions.

16. Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.

17. Communicate clearly and concisely, both orally and in writing.

18. Establish and maintain effective working relationships with those contacted in the course of work.

19. 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.

Job Work Schedule:

40 hours/week, Monday – Friday, 8:00 a.m. – 5:00 p.m., hours may vary depending on department needs, occasional evening and weekends required as needed, 12 months/year.

Physical Demands and Working Environment:

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.

Environment:

Work is performed primarily in a standard office setting with some travel to deliver mail; subject to noise from office equipment operation; exposure to dust and inclement weather conditions.

Physical:

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 moderate to heavy amounts of weight; to operate office and mailroom equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; operate a motor vehicle; and to verbally communicate to exchange information.

EEO Statement:

It is the policy of this District to provide equal opportunity in all areas of
employment practices and to assure that there shall be no discrimination against
any person on the basis of sex, ancestry, age, marital status, race, religious
creed, mental disability, medical condition (including HIV and AIDS), color,
national origin, physical disability, family or sexual preference status and other
similar factors in compliance with Title IX, Sections 503 and 504 of the
Rehabilitation Act, other federal and state non-discrimination regulations, and its
own statements of philosophy of objectives. The District encourages the filing of
applications by both sexes, ethnic minorities, and the disabled.

Posting Number:

AS439P

Open Date:

08/25/2021

Close Date:

09/29/2021

Open Until Filled:

No

Notification to Applicants:

The Chabot-Las Positas Community College District reserves the right to close or not fill any advertised position

Instructions for Personal Qualifications Statement:

The purpose of the personal qualifications statement is for you to provide information on how your education and experience relate to the requirements and duties of the position. There is no form to complete. Applicants are requested to provide their personal qualifications statement by uploading a document, the same way as you do for your cover letter.

Organization

Working at Chabot-Las Positas Community College District

Chabot and Las Positas Colleges both aim to provide an educational foundation for transfer to the four-year college/university, career and technical education (CTE) certificates, and life-long learning opportunities. The combined student population of more than 29,000 students includes those from throughout the Bay Area, and Central Valley, as well as from other states and more than 40 foreign countries.

• Educational Excellence forms the foundation of our district and governs the planning, implementation, and evaluation of everything we do

• Curriculum Relevancy ensures that our students benefit from the latest and most innovative curriculum available; this requires constant, active improvement

• Community Collaboration with local business, government, educational institutions, civic organizations, community groups, science, and industry partners results in a team effort to provide educational opportunities that best serve our students and our community

• The Chabot-Las Positas Community College District (CLPCCD) celebrates more than 50 years of educating the San Francisco East Bay

• CLPCCD adds approximately $508.9 million in annual income to its East Bay service area

Chabot College has delivered education opportunity to our communities through excellent transfer, degree, career technical and lifelong learning programs. Chabot is the birthplace of model support services such as the Puente, Daraja, and Early Childhood Mentor-Teacher Programs. Ours is a story of student success and a democratic commitment to equal access to excellence in education for all.

Puente Project

A highly-acclaimed program founded at Chabot College in 1981 which explores the Mexican American/Latino experience and has served thousands of California students. Community colleges with Puente programs transfer 44 percent more Latino students to the University of California than colleges without Puente.

DARAJA Project

Offers academic support services and a curriculum focused on African-American literature, history, and issues. Daraja students do better in school and transfer to four-year universities at a higher rate.

Las Positas’ rich course offerings prepare students for degree and certificate completion, transfer to a four-year university, basic skills for success in college, and job retraining. Students are also able to study in career programs designed by the faculty and the community to meet local workforce demands.

Engineering Tech Partnership

Lawrence Livermore National Laboratory (LLNL), Alameda County Workforce Investment Board (WIB) and Las Positas College (LPC) established a 24-month academic program to provide a technical education and hands-on training for veterans. The new Engineering Technology Program at Las Positas is designed to help veterans develop the skills and training needed for engineering technician careers and establishes a pipeline of qualified candidates for LLNL and other Bay Area employers such as NASA and Sandia and Lawrence Berkeley national laboratories.

Viticulture and Business Program

The college’s award-winning Viticulture and Winery Technology Program partners with the historic and thriving Livermore Valley wine industry. The Business Program, the college’s most popular major, provides training for area businesses, including an industry-specific Retail Management Program, and sponsors a Business and Entrepreneurship Speaker Series.

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