Administrative Clerk 47.5% - Admissions & Records - IN HOUSE ONLY

Coast Community College District


Salary: $20,710.00 - $27,921.00 Annually

Job Type:

Job Number: G-015-23

Location: Huntington Beach, CA

Definition

THIS POSITION IS FOR INTERNAL CCCD CANDIDATES ONLY.
TEMPORARY EMPLOYEES ARE ELIGIBLE TO APPLY.
(EXCLUDING PT FACULTY AND STUDENT ASSISTANTS)EXTERNAL CANDIDATES ARE NOT ELIGIBLE TO APPLY. IF YOU ARE NOT A CURRENT EMPLOYEE WITH CCCD, PLEASE DO NOT APPLY AT THIS TIME. About Golden West CollegeLocated in Huntington Beach, California, Golden West College is a two-year college, serving over 18,000 students on a 122-acre campus. GWC offers over 60 Associate degrees, a strong university transfer program, more than 40 Career and Technical Education certificates, community education, and extensive student support services. Founded in 1966, Golden West College has been widely recognized for its pioneering leadership in designing learning-centered programs and services for its students. For the last two years, Golden West College has been named a "Champion of Higher Education for Excellence in Transfer" by The Campaign for College Opportunity in recognition of its extraordinary work in awarding and implementing the Associate Degree for Transfer (ADT) to help students achieve their educational and professional goals.Golden West College welcomes a diverse pool of candidates and has an unwavering commitment to quality education, equitable outcomes, inclusive practices and racial, ethnic, and socioeconomic diversity. Ideal candidates for all positions at our college share our devotion to educating and improving the lives of our representative student, employee, and community populations. Additionally, GWC is an officially designated Hispanic-Serving Institution (HSI) and has an eligibility designation as an Asian American Native American Pacific Islander-Serving Institution (AANAPISI). GWC engages in regular professional development opportunities and partnerships so we can best serve disproportionately impacted groups. Additionally, the college supports equity minded programs as well as a full calendar of culturally responsive events. More information about GWC can be found at www.goldenwestcollege.edu. Golden West College Employee Demographic Information:Direct Link: GWC Employee-Student Demographics
Summary
Performs routine and/or standardized duties associated with secretarial, receptionist or clerical work and providing general office or program assistance. Duties will vary according to area of assignment, which may include a school site, District office or special program. This position supports the office of Admissions and Records.
Distinguishing Career Features The Administrative Clerk is the first in a career path for clerical and secretarial support. Work is generally focused in these areas: keyboarding/typing and data entry, receptionist, filing and retrieval of information to and from records, attendance and other customer service transactions, and routine reports on established forms.
Essential Duties and Responsibilities

Specific duties may vary among departments and jobs. Incumbents typically perform a substantial portion or all of the following kinds of duties:

Serves as receptionist to a department, school site, or function. Greets visitors, staff or students in person or over the telephone, and provides standard information related to area of assignment. Answers incoming phone lines and routes calls.

Types (keyboards) routine letters, memoranda, reports, work orders, requisitions or other materials from straight copy, rough drafts or verbal instructions.

Maintains records and alphanumeric files of documents processed for ready access. Ensures the timely distribution and receipt of a variety of records and documents.

Reviews, prepares, and enters information from documents into data entry screens to databases that have established formats and limited access.

Assists others to assemble and organize materials for distribution such as, but not limited to, registration packets, schedules, correspondence, and newsletters.

May receive and process private student information. Maintains security and privacy of information processed or received during the course of performing assigned duties.

May assist with setup of programs, workshops, and meetings. This includes assembling files and learning materials.

Receives, sorts and distributes incoming and outgoing mail. Composes routine correspondence.

Serves as a point-of-sale cashier accepting money on account or cash. May learn and assist with end-of-day procedures such as compilation of daily receipts and counts.

Performs other duties as assigned that support the overall objective of the position.

Qualifications and Physical Demands

Knowledge and Skills

• The position requires basic knowledge of secretarial practices, general office procedures, filing, record keeping and receptionist and telephone techniques and etiquette.
• Requires basic knowledge of typical departmental procedures regarding information and document flow.
• Requires sufficient knowledge of and skill at accessing and using personal computer applications such as office productivity suites, business and student data entry formats, and e-mail.
• Requires sufficient math skill to compute sums, percentages, and portions.
• Requires knowledge of English, grammar, spelling, and punctuation to prepare routine correspondence for internal distribution.
• Requires sufficient human relations skill to maintain harmony with peers and customers and portray a positive image of the organization unit and district.

Abilities

Requires the ability to perform the essential responsibilities and functions of the position.

Requires the ability to perform the duties of the position efficiently and effectively, under general supervision.

Requires the ability to learn, understand and apply district rules, regulations and policies.

Requires the ability to operate standard office machines and equipment, including personal computers and keyboards, copiers, printers, etc.

Requires the ability to maintain records and filing systems.

Requires the ability to enter alphanumeric information to data entry screens.

Requires the ability to prioritize workload to meet established deadlines.

Requires the ability to maintain confidentiality of private and sensitive information.

Requires the ability to communicate with peers and other staff or public in a manner reflecting positively on the department and District.

Education and Experience:The position typically requires a High School diploma supplemented by post-secondary course work in general office skills and 1 year of experience in general clerical, data entry, and production keyboarding, or equivalent environment. Or, any combination of education and experience that meets the required equivalent qualifications.Licenses and Certificates:May require a valid driver license.Physical Abilities:The incumbent must be able to function indoors engaged in work of primarily a sedentary nature. Requires near vision to write and to read printed materials and computer screens. Requires hearing and speech for ordinary and telephonic conversation and to hear sound prompts from equipment. Requires ambulatory ability to sit, often for long periods of time, move about campus locations, and to reach work materials. Requires manual and finger dexterity to type/keyboard at an acceptable rate and/or operate mouse and/or otherwise operate a microcomputer and other equipment.
Working Conditions:Work is performed indoors where minimal safety considerations exist.

Conditions of Employment
This is an internal recruitment for a part-time classified, 19 hour per week, 12-month per year position. The normal hours of work are Tuesday 8am - 2pm, Thursday 8am - 5pm with an hour lunch and Friday 12pm - 5pm; all on campus. The effective date of employment will be arranged with the supervisor.

Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment.

The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Coast Community College District policies, procedures, and Title IX. (Reference: BP/AP 5910)

The Coast Community College District celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators, and faculty thrive. Individuals interested in advancing the District's strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

Pay Philosophy
Coast Community College District, through policies, practices, and other benefit programs, delivers a fair and equitable total compensation program that promotes equal employment opportunity, inclusion, and workforce vitality. In general, it is the policy of the District to place new employees at the first step of the salary grade. All movement on the salary schedule will occur July 1 of each year for all classified employees.
Application RequirementsThe deadline to apply is October 10th, 2022. Application materials must be electronically submitted online at http://www.cccd.edu/employment to be considered for employment.

Incomplete applications, application materials submitted by mail, and documents not requested in the job announcement will not be considered. Please note that the district does not return materials submitted in the application process (copies of original supporting documents are acceptable).

A complete application packet includes:

A complete Coast Community College District Online Employment Application.

Responses to Supplemental Questions (please provide clear and detailed responses, as they will be carefully evaluated to determine the most qualified candidate(s) to be invited for an interview; please do not paste your resume, put "see resume" or "N/A", or leave blank).

A Cover Letter highlighting your experiences relevant to this position and addressing the minimum and essential qualifications.

A Current Resume of professional and educational background and experience.

Submit an application online at:
http://www.cccd.edu/employment
Coast Community College District - Human Resources
1370 Adams Avenue, Costa Mesa, CA 92626


Individuals who need reasonable accommodations in accordance with ADA should notify the Human Resources Office for assistance or call 714.438.4716.

Additional Information

Selection Procedure

All online applications received by the application deadline will be screened to determine which applicants meet the minimum qualifications as stated in the job announcement. Please note: Possession of the minimum qualifications does not ensure an interview.

Consideration will also be given to factors in addition to education and experience, including but not limited to professional development, ability to work with others, and commitment to meet student needs.

Applicants who meet the minimum qualifications and who are also deemed to possess the highest committee evaluation will be invited to an interview.

During interviews the search committee will rate the candidate's responses to the interview questions, and any additional testing exercises such as a demonstration/presentation, writing exercises and/or hands-on practical. Based on this rating, a number of candidates will be recommended to move forward and will be invited for a second-level interview.

The hiring manager will conduct reference checks on the final candidate. The district reserves the right to contact the current or most recent employer and to investigate past employment records of applicants selected for interviews.

The hiring manager, in collaboration with the selection committee, will make the final recommendation for employment to the Board of Trustees.

The start date will be determined based on the needs of the campus and the conditions of employment as posted in the job announcement/recruitment.

Applicants who are eliminated from consideration will be notified by email. All applicants are requested to provide an email address in their online application. Candidates should not expect official notification of the status of their candidacy until the Board of Trustees has acted upon the College's recommendation for employment.

The District reserves the right to extend the deadline, re-advertise the position, or delay filling this position based on the needs of the District and the student population we serve.

The SELECTED CANDIDATE is required to complete the following prior to employment:

Provide a Certificate of Tuberculosis Exam for initial appointment (Note: The certificate must be renewed every 4 years as a condition of continuing employment).

Have fingerprints taken by a Live Scan computer at the candidate's expense (Clearance must be received prior to the first day of employment).

Present original documents for proof of eligibility to work in the United States including a Social Security Card; AND

Participate in a new hire onboarding appointment with an Employment Services Representative.

Coast Community College District is an Equal Opportunity Employer
The Coast Community College District is committed to employing qualified administrators/managers, faculty, and staff members who are dedicated to student learning and success. The Board recognizes that diversity in the academic environment fosters awareness, promotes mutual understanding and respect, and provides suitable role models for all students. We are committed to hiring and staff development processes that support the goals of equal opportunity and diversity, and equal consideration for all qualified candidates. The District does not discriminate unlawfully in providing educational or employment opportunities to any person on the basis of race, color, sex, gender identity, gender expression, religion, age, national origin, ancestry, sexual orientation, marital status, medical condition, physical or mental disability, military or veteran status, or genetic information.

The Coast Community College District is a multi-college district that includes Coastline, Community College, Golden West College, and Orange Coast College. The three colleges offer programs in transfer, general education, occupational/technical education, community services, and student support services.



Since its founding in 1947, the Coast Community College District has enjoyed a reputation as one of the leading community college districts in the United States. Governed by a locally elected Board of Trustees, the Coast Community College District plays an important role in the community by responding to the needs of a changing and increasingly diverse population.

Coast Community College District Title IX:
https://www.cccd.edu/employees/hr/title9/Pages/Staff-and-Faculty-Resources.aspx

This direct link 2021 Coast Community College District Annual Security and Fire Safety Report (Download PDF reader) is the 2021 Annual Security and Fire Safety Report for Coast Colleges. The crime statistics for calendar years 2018, 2019, and 2020 were submitted to the U.S. Department of Education as required under the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. A hard copy can be provided from one of the Campus Safety Offices. Please contact any of the Campus Safety Offices for any questions regarding the report.



To apply, please visit https://www.schooljobs.com/careers/cccd/jobs/3730702/administrative-clerk-47-5-admissions-records-in-house-only




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