Office Assistant (Mailroom and Bookstore)

Office Assistant (Mailroom and Bookstore) Salary: $27.17 - $36.12 Hourly Job Type: Classified Hourly Job Number: R05022 Location: Foothill College, CA Department: Finance & Administrative Services Closing: Continuous Responsibilities The incumbent serves as a liaison between the college and the bookstore, managing incoming orders, unloading deliveries, checking packing slips for accuracy, and organizing materials for pickup and distribution. The role also includes delivering materials, supplies, and equipment to faculty, staff, and campus departments, operating equipment such as District vehicles, electric carts, and mailroom machines, and picking up and delivering books from De Anza College as needed. Additional duties include receiving and screening calls and visitors, assisting students, faculty, staff, and the public and directing them to appropriate locations or staff; responding to complaints and requests for information; and applying policies and procedures in response to inquiries. Managing day‑to‑day operations of the mailroom: receiving, logging, labeling, sorting, and distributing incoming mail; preparing outgoing mail; ensuring the mailroom and work areas are maintained in a clean and orderly condition. Performing other clerical support work as required, such as maintaining program, department, or division websites; scanning, imaging, and indexing documents; scheduling appointments; and typing correspondence and materials. Learns and applies emerging technologies, as necessary, to perform duties in an efficient, organized, and timely manner. Performs a variety of clerical duties in support of program, departmental, or divisional operations, including word processing, data entry, organization, telephone and counter reception, mail processing, record keeping, preparing records, filing, and maintaining office supplies. Receives and screens calls and visitors; assists students, faculty, staff, and the public and directs them to appropriate staff; responds to complaints and requests for information; assists in applying policies and procedures in response to inquiries. Oversees day‑to‑day operations of the mailroom by receiving, logging in, labeling, sorting, and distributing incoming mail; preparing outgoing mail; ensuring the mailroom and work areas are clean and orderly. Prepares, copies, collates, and distributes a variety of documents; ensures proper filing of copies in departmental or central files. Maintains accurate and detailed records, verifies accuracy of information, researches discrepancies, and records information. Formats and proofreads materials for accuracy, completeness, and compliance with established policies and procedures. Maintains and updates departmental record systems; retrieves information from computer systems and databases as required. Gathers, assembles, updates, and distributes program, department, division, or District information, forms, records, and data as requested. Monitors office and related supplies; prepares, processes, and tracks purchase requisitions for services and materials. Performs accounting support tasks—including calculating monies due, collecting and receipting monies, processing reimbursements, preparing monthly journal entries for charge‑backs, preparing bank deposits, completing check requests, and processing invoices. Performs other clerical support work as required, such as maintaining websites, scanning/imaging/indexing documents, scheduling appointments, typing correspondence, and materials. Learns and applies emerging technologies and, as necessary, performs duties efficiently and timely. Performs related duties as assigned. Qualifications Knowledge of: Modern office practices, procedures, technology, and computer equipment and applications, including word processing, database, and spreadsheet applications. Record keeping and filing systems and methods. Basic business arithmetic and bookkeeping. Methods of preparing and processing various records, reports, forms and other documents specific to assigned program, department, or division. English usage, grammar, spelling, vocabulary, and punctuation. Techniques for providing a high level of customer service by effectively dealing with the public, students, and District staff in diverse environments. Ability to: Demonstrate understanding of and respect for diverse backgrounds, disabilities, and orientations. Learn operations, services, policies, procedures, and processes of the assigned program, department, or division. Perform detailed clerical work accurately. Understand and follow oral and written instructions. Maintain accurate records and files. Maintain confidentiality as required. Produce materials accurately using software at required speeds. Learn, apply, and explain applicable laws and regulations relevant to the area of responsibility. Perform basic arithmetic computations accurately. Organize work, meet deadlines, and follow up on assignments. Effectively use computer systems, software, and modern business equipment. Use English effectively in both spoken and written communication. Use tact, initiative, prudence, and independent judgment within policy and legal guidelines. Establish and maintain positive working relationships with those contacted in the course of work. Minimum Qualifications: Understanding of and respect for diverse backgrounds, disabilities, and orientations. An equivalent of completion of the twelfth (12th) grade and one (1) year of general clerical or office support experience. Physical Demands Must be able to lift, carry, push, and pull materials up to 10 pounds with proper equipment. Standing, walking, and handling light physical work for extended periods may be required. Reasonable accommodations will be made on a case‑by‑case basis. Environmental Elements Work is performed in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous substances. Conditions of Employment Position: Hourly, Permanent, 40% FTE (18 hours per week), 12 months per year. Scheduling: Monday through Thursday, 10:00 a.m. to 2:00 p.m. for the first two weeks, then Monday through Thursday, 1:00 p.m. to 5:00 p.m. thereafter (may be adjusted based on operational needs). Starting date: As soon as possible upon completion of the search process. #J-18808-Ljbffr