Office Assistant

Foothill-De Anza Community College District Job Posting

The Foothill-De Anza Community College District is currently accepting applications for the classified hourly (40%) position above. The Foothill - De Anza Community College District does not have a remote work policy. All employees are expected to be available to work in person and on-site per the requirement of the department.

Foothill - De Anza Community College District, composed of two colleges and an education center, is one of the top performing districts in both California and the United States, and one of the largest, ranking seventh in size among the state's 72 districts, serving more than 58,500 students per year and with an operating budget of $180M unrestricted general fund. Consistent with its mission, the District has a strong commitment to equity and inclusion and incorporates those values in its policies, procedures, and operations, and in its leadership and service to students and the community. Publicly supported and locally oriented, the District fills an essential role in workforce development, continuing education, and skills preparation to meet the changing demands of the highly diverse surrounding population and business communities. The District's students and more than 2,000 faculty and staff enjoy an unparalleled quality of life in an ideal climate, with physically pristine and fiscally sound campuses that have earned their reputation for academic excellence.

The mission of the Foothill-De Anza Community College District is student success and educational excellence. The district and its colleges provide access to affordable, quality educational programs and services that develop a broadly educated and socially responsible community that supports an equitable and just future for California and the global community. Every member of our district contributes to a dynamic instructional and learning environment that fosters student engagement, equal opportunity, and innovation in meeting the various educational and career goals of our diverse students. Foothill-De Anza is driven by an equity agenda and core values of integrity, inclusion, care for our students' well-being, and sustainability.

Embracing inclusivity and building strong communities, Foothill College serves diverse learners and equips its students with critical thinking skills to address complex societal challenges, to thrive in the global workforce, and to engage in a life of inquiry.

Serves as a liaison for the College to the Bookstore. Manages incoming orders by unloading deliveries, checking packing slips for accuracy, and organizing materials for pickup and distribution. Ability to stand for extended periods and lift boxes weighing up to 10 pounds using proper lifting techniques and equipment, as appropriate. Reasonable accommodations will be provided on a case-by-case basis in accordance with applicable laws and District policy.

Delivers materials, supplies, and equipment to faculty, staff, and campus departments. Operates equipment such as District vehicles, electric carts, and mailroom machines. Picks up and delivers books from De Anza College as needed.

Receives and screens calls and visitors; assists students, faculty, staff, and the public and directs them to appropriate locations and/or staff. Responds to complaints and requests for information; assists in applying policies and procedures in response to inquiries.

Maintains accurate and detailed records, verifies accuracy of information, researches discrepancies and chargebacks, and records findings.

Oversees day-to-day operations of the mailroom by receiving, logging, labeling, sorting, and distributing incoming mail; prepares outgoing mail; ensures mailroom and work areas are maintained in a clean and orderly condition.

Performs other clerical support work as required, which may include but is not limited to 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 related duties as assigned.

Under general supervision, provides a variety of office support for an assigned program, department, or division, which may include word processing, data entry and organization, telephone and counter reception, document processing, mail processing, record keeping, and filing; provides information and assistance to students, faculty, staff, and the general public; and performs related duties as assigned.

Receives general supervision from assigned supervisory and managerial staff. Exercises no supervision of staff.

This is a first working-level class responsible for providing clerical support to an assigned program, department, or division. Incumbents learn the policies, procedures, and methods of the assigned program, department, or division and perform office support duties, including document preparation, record keeping, compiling and organizing information from various sources, screening phone calls and visitors, processing incoming and outgoing mail, and directing questions to the appropriate staff. As experience is gained, assignments become more varied and are performed with greater independence. Work usually fits an established structure or pattern. Exceptions or changes in procedures are explained as they arise. Eventually, positions will attain a level of experience to receive only occasional instruction or assistance as new or unusual situations arise and where they are fully aware of the operating procedures and policies of the work unit. This class is distinguished from the Administrative Assistant I in that the latter performs more advanced customer service, administrative, and office support duties requiring additional training and/or experience and a deeper understanding of programmatic, departmental, or division-specific rules, regulations, policies, and procedures.

Examples of typical functions (illustrative only):

1. Performs a variety of clerical duties in support of program, departmental, or divisional operations, including word processing, data entry and organization, telephone and counter reception, mail processing, record keeping, preparing records, filing, and maintaining office and related supplies.
2. Receives and screens calls and visitors; assists students, faculty, staff, and the public and directs to appropriate locations and/or staff; responds to complaints and requests for information; assists in applying policies and procedures in response to inquiries and complaints from students, faculty, staff, and the public.
3. Oversees day-to-day operations of mailroom by receiving, logging in, labelling, sorting, and distributing incoming mail; prepares outgoing mail; ensures mailroom and work areas are maintained in a clean and orderly condition.
4. Prepares, copies, collates, and distributes a variety of documents; ensures proper filing of copies in departmental or central files.
5. Maintains accurate and detailed records, verifies accuracy of information, researches discrepancies, and records information.
6. Formats and proofreads materials for accuracy, completeness, and compliance with established policies and procedures.
7. Maintains and updates departmental record systems; retrieves information from computer systems and databases as required.
8. Gathers, assembles, updates, and distributes program, department, division, or District specific information, forms, records, and data as requested.
9. Monitors office and other related supplies; prepares, processes, and tracks purchase requisitions for services and materials.
10. Performs various accounting support tasks, including but not limited to 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.
11. Performs other clerical support work as required, which may include but is not limited to maintaining program, department, or division websites, scanning/imaging/indexing documents, scheduling appointments, typing correspondences and materials, etc.
12. Learns and applies emerging technologies and, as necessary, to perform duties in an efficient, organized, and timely manner.
13. Performs related duties as assigned.

Knowledge of:

1. Modern office practices, procedures, technology, and computer equipment and applications, including word processing, database, and spreadsheet applications.
2. Record keeping and filing systems and methods.
3. Basic business arithmetic and bookkeeping.
4. Methods of preparing and processing various records, reports, forms and other documents specific to assigned program, department, or division.
5. English usage, grammar, spelling, vocabulary, and punctuation.
6. Techniques for providing a high level of customer service by effectively dealing with the public, students, and District staff, including individuals of diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation.

Ability to:

1. Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff.
2. Learn the operations, services, policies, procedures and processes of the program, department, or division to which the position is assigned.
3. Perform detailed clerical work accurately.
4. Understand and follow oral and written instructions.
5. Maintain accurate records and files.
6. Maintain confidentiality as required.
7. Produce materials accurately using software at speeds necessary for successful job performance.
8. Learn, apply