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Clerk IV - Business & Community Services

Employer
Holyoke Community College
Location
Holyoke, MA

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Administrative Jobs
Institutional & Business Affairs, Business & Financial Management, Clerical & Administrative Support, Communications & Marketing
Employment Type
Full Time
Institution Type
Community College
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Job Details

Reports directly to the Coordinator of Kittredge Center (KC). Provides overall clerical and front desk support for the Kittredge Center. Registers students for non-credit classes and workshops via Banner; provides direct customer service to faculty, staff, students and visitors; answers main phone line into Kittredge Center and facilitates the referral to other offices and departments in KC or the college as a whole; assists in the scheduling of the Kittredge Center rooms; and performs other duties as assigned by the Coordinator. An energetic and helpful personality is essential and a professional manner that includes strong direct service skills and follow through.

  • Registers students and customers for classes from phone/text, fax, e-mail, walk-in and via the online shopping cart.
  • Reception duties to include, but not limited to: providing directions, answering questions regarding HCC and Business & Community Services, giving assistance where needed and contributing to a welcoming environment. Also assists with questions and registrations relating to all Business and Community Services programs, including but not limited to MCCTI (Casino Training) and CEC (Cannabis Education Center) as well registrations for our off-site satellite campus locations; Answers telephone calls and provides routine information concerning Division services according to established procedures or transfers calls.
  • Assists in financial data entry (i.e. accounts payable, purchasing, and journal entry).
  • Keeps Business & Community Services program materials up-to-date and neat in the lobby for easy access to students and visitors.
  • Files materials such as correspondence, reports, applications, etc. in accordance with a prescribed classification system.
  • Assists with facility and IT issues for in-house and outside meetings, conferences, trainings, etc.
  • Receives and distributes incoming mail, memoranda, packages, etc. to appropriate individuals within the assigned unit and assists all Division departments with large mailings (i.e. stuffing envelopes).
  • Assists in the training of college work-study students.
  • Checking Kittredge Center room schedule to ensure proper set-up for in-house and outside meetings, conferences, trainings, etc. in a proactive manner.
  • Provides clerical assistance to Community Services & Workforce Development departments.
  • Locates and withdraws information from records by using electronic data display terminals, searching files, etc. in order to respond to inquiries or requests by supervisor.
  • Posts information to logs or records according to prescribed procedures and maintains records according to established procedures in order to ensure accurate and complete information.
  • Operates standard office machines and equipment requiring brief orientation for use such as photocopiers, central console telephone systems, calculators, perforators, folders, shredders, or similar equipment.
  • Schedules or arranges for conferences, meetings, interviews, appointments, or similar activities by reserving required facilities, checking the availability of parties involved and notifying appropriate individuals of dates, times and locations to ensure the availability of facilities and attendance by appropriate individuals.
  • Processes internal and select external room reservation requests for the Kittredge Center.
  • Performs other duties as assigned by the Coordinator and V.P. of Business and Community Services.
    • Qualifications

    REQUIRED:

  • Three years of full-time, or equivalent part-time experience in office work or substitutions for experience as described in State Classification Specifications;
  • Computer proficiency with Microsoft Office programs, such as Word and Excel and other programs as needed;
  • Ability to work in a fast-paced, high-volume office;
  • Excellent communication and organizational skills;
  • Ability to work effectively with a diverse faculty, staff, student body and community members by providing excellent customer service.
    • *A comprehensive list of duties may be found at the Massachusetts Human Resources Division- Classification Specification under the “Clerk Series” series. https://www.mass.edu/forfacstaff/classificationspecs/home.asp


    PREFERRED:
    • Associates Degree or equivalent post-secondary and/or workforce skills training;
    • Banner Student Information System;
    • Guest/Customer Service Gold;
    • Shopping Cart Systems;
    • Touchnet;
    • Crystal Reports;
    • Bilingual (English/Spanish)
    EQUIVALENCY STATEMENT: Applicants who do not meet the qualifications as stated above are encouraged to put in writing precisely how their background and experience have prepared them for the responsibilities of this position.


    Full-Time, AFSCME Unit Position

    Bi-Weekly salary: $1,563.48. Grade 13, plus a comprehensive State benefits package.

    Hours: 37.5 hours/week

    Funding Source: State

    **Please Note:Candidates for employment should be aware that all Holyoke Community College students, faculty, and staff must be fully vaccinated by January, 2022. Accordingly, initial employment is dependent upon receipt and verification of full vaccination status records; details of how to fulfill vaccine record verification requirements will be provided during the hire and onboarding process.

    - All candidates must have legal authorization to work in the United States. HCC is not sponsoring H1B Visa.
    - Pre-Employment Background check, including Criminal History will be conducted for all positions.

    Holyoke Community College is committed to excellence and opportunity through diversity in education and employment. Holyoke Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, creed, religion, color, gender, sexual orientation, age, disability, genetic information, maternity leave, and national origin, in its education programs or employment.


    Organization

    Working at Holyoke Community College

    Since its founding in 1946, Holyoke Community College has focused on inspiring futures through education and training, access, and engagement. The goal is simple-exceptional preparation for personal and professional success through education for all learners.

    HCC's highly-qualified, committed faculty and staff engage learners through innovative, relevant instruction and comprehensive student support services, ensuring that our students are well prepared for their next step in life-whether to transfer to a four-year institution, to advance in a career, to build skills, or simply to enhance their quality of life.

    HCC faculty and staff support students in discovering their academic abilities and career aptitudes for the future they choose. We think they'll find that HCC provides the best start for attaining their goals, for one of the best dollar values in education today.

    Enrollment

    Located in Western Massachusetts' scenic Pioneer Valley, HCC draws students from more than 70 cities and towns throughout the region and from beyond. As a gateway to quality, accessible education and career advancement, more than 100,000 students have come through the doors seeking to realize their dreams and aspirations. HCC boasts the largest enrollment and awards the highest number of associate degrees and certificates among Western Massachusetts community colleges. At the college's 65th commencement in May 2012,a total of 1,000 students received approximately 1,026 associate degrees and certificates. Graduates ranged in age from 18-80, and came from 70 Massachusetts towns, as well as Connecticut, New Hampshire, Vermont, and from as far away as Florida, Michigan, Missouri and South Carolina. Our international grads included citizens of Israel, Malawi, Peru and South Korea.

    Programs

    HCC offers more than 100 associate degree and certificate options, as well as adult basic education/GED programs, education and training for business and industry, and noncredit community service personal and professional enrichment courses. To accommodate students' busy lives, HCC offers day, twilight, evening, weekend, and online classes. Academic programs, in a variety of disciplines, are designed for immediate career entry or for transfer to four-year institutions. Plus, for those seeking additional intellectual challenge in their coursework, HCC is known for its exceptional learning communities (team-taught interdisciplinary courses organized around a common theme) and its Commonwealth Honors program, among other programs and services.

    Transfer

    HCC has the highest transfer rate of any community college statewide, holding articulation agreements with more than 27 colleges and universities. Many students attend HCC with the intention of transferring to a four-year college or university. And many do so after graduating-often with generous and even full scholarships-to public and private four-year colleges and universities across the country. Locally, HCC is the largest feeder institution for Westfield State College and UMASS Amherst.

    Immediate career entry

    HCC offers short-term certificates and training for students whose goal is immediate career entry. HCC's Career Center provides additional assistance in helping students obtain employment in the region's many workplaces.

    A vibrant community resource

    Throughout the year, HCC is home to numerous recreational and cultural activities and events that are open to the community. View an art exhibit at the Taber Art Gallery, catch a live performance at the Leslie Phillips Theater, enjoy the college's annual Jazz Festival, or come watch one of HCC's competitive varsity athletic games. HCC has the largest disc golf course in Western Massachusetts, and it's free and open to the public.

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