Clerical Assistant III, Student Support Services

Clerical Assistant III

Under the direction of an assigned supervisor, perform a variety of responsible and technical clerical and typing work in support of an assigned District function; provide work direction and guidance to student assistants and other clerical personnel as assigned; performs other related duties as may be assigned. The Clerical Assistant III performs specialized clerical duties or provides sole clerical support for an assigned function. Work involves specialization in a specific functional area. Incumbents are required to exercise independent judgment and may be assigned lead duties.

Representative duties include:

• Planning, scheduling and performing technical clerical duties related to assigned function such as compiling information from a variety of sources and preparing reports and forms as required by District, County, State or federal regulations; communicating with other agencies or departments to provide or obtain a wide variety of information; providing cover for front desk or department counter as assigned providing information and assistance to students, potential students, clients and the general public regarding program services and requirements.
• Receiving and screening phone calls and visitors; reporting phone problems; providing information and directing inquiries and visitors to the proper person or office; providing technical information concerning policies, procedures, rules, regulations and activities of assigned program or office.
• Compiling correspondence either independently or from oral instructions; preparing letters, memos, flyers, brochures, and forms, requesting or providing information; preparing variety of mailings as assigned.
• Preparing, typing, proofreading and duplicating a variety of items including proposals, contracts, purchase orders, reports, agendas, minutes and other documents.
• Coordinating schedules and assisting in communicating to others regarding meetings, appointments, orientations, activities or announcements; scheduling meetings, conferences, and interviews for supervisors and others; assembling, typing and duplicating required background materials.
• Collecting and accounting for fees and other monies received as assigned; monitoring and maintaining office or program budget according to established guidelines; typing requisitions and processing invoices according to established procedures.
• Operating computer equipment to enter and retrieve data, maintaining records and generating reports; utilizing word processing and other software as required by the position.
• Preparing and maintaining detailed and complex logs, timesheets, files, records and software library including software licenses and maintenance agreements; establishing and cross-referencing filing systems as needed; maintaining confidentiality of a variety of sensitive materials and information.
• Assurance timely distribution, receipt, processing and maintenance of a variety of records, reports and other materials; requesting or providing information as necessary to assure completeness, accuracy and conformance to established procedures; conducting research and analysis for assigned specialized projects and preparing reports and recommendations accordingly.
• Training and providing work direction and guidance to student assistants and other clerical personnel as assigned.
• Operating a variety of office machines such as typewriters, computers, printers, calculators, copiers, duplication machine, transcription equipment and other equipment as required.
• Maintaining inventory and ordering supplies, equipment and materials as needed; following up with persons ordering supplies and equipment and following up with vendors.
• Receiving, screening and routing mail.
• Administering standardized group of individual tests, including adaptive tests for disabled students in accordance with college, state, and testing agency requirements; checking in examinees, verifying identification; preparing materials used for testing, distributing, collecting, and maintaining security of testing materials.
• Assisting instructors, students, faculty, students, co-workers with various problems and questions.
• Receiving and verifying accuracy of requisitions, assigning numbers, and distributing Purchase Orders via fax or mail; and determining competitive pricing with vendors.
• Attending meetings, seminars, and conferences for the purpose of enhancing knowledge base and keeping current with matters related to the area of assignment.
• Performing other related duties as may be assigned.

Minimum qualifications include: Any combination equivalent to: graduation from high school including or supplemented by courses in office practices, business, or Management Information Systems (MIS) and two years of experience closely related to the duties and responsibilities of the class.

Knowledge of:

• Modern office practices, procedures and equipment.
• Financial and statistical record-keeping techniques.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Receptionist and telephone techniques.
• Interpersonal skills using tact, patience and courtesy.
• Operation of office machines including computer equipment and applicable software.
• Letter and report writing techniques.

Ability to:

• Plan, schedule and perform a variety of responsible and technical clerical and typing work in support of an assigned District function.
• Provide work direction and guidance to student assistants and other clerical personnel as assigned.
• Add, subtract, multiply and divide quickly and accurately.
• Read, interpret, apply and explain rules, regulations, policies and procedures.
• Meet schedules and time lines.
• Communicate effectively both orally and in writing.
• Establish and maintain cooperative and effective working relationships with others.
• Plan and organize work.
• Maintain records and prepare reports.
• Type at 50 words net per minute from clear copy.
• Understand and follow oral and written directions.
• Operate a variety of office equipment such as a computer, copier, transcription equipment and others as assigned.

Work direction, lead and supervisory responsibilities: Provides work direction to student and hourly workers and other clerical staff as may be assigned no permanent full-time staff to supervise.

Contacts: Co-workers, other departmental staff, security officers, Deans, faculty, students, vendors, other colleges, and the general public

Physical effort: Requires the ability to exert some physical effort, such as walking, standing and light lifting, bending at the waist, kneeling or crouching to retrieve and maintain files Dexterity in the use of fingers, limbs and body in the operation of office equipment. Tasks require extended periods of time at a keyboard.

Working conditions: Normal office environment.