Administrative Clerk -Substitute

Temporary Substitute Clerical Position

Under general supervision, performs a wide variety of general clerical and office support duties in accordance with clearly-defined procedures and protocols; prepares and proofreads documents; greets visitors and explains general departmental policies, procedures and requirements; maintains information in manual and electronic systems; performs routine financial clerical duties and other related duties as assigned.

Works under the direct supervision of the department manager. Does not directly or indirectly supervise other employees but may provide work direction to student workers and/or temporary employees.

This is a temporary substitute position on an as needed basis. Schedule will vary as needed for coverage.

Examples Of Duties

The following duties and responsibilities are typical of those performed by employees in this classification.

• Performs clerical and office support duties related to the administration of departmental programs and activities.
• Prepares a wide variety of forms and documents manually or using office equipment.
• Greets and assists employees, students, and/or the public in person, on the phone, on the computer or through other means of communication; takes and transmits messages or, if appropriate, refers inquiries to other individuals or offices; schedules appointments; accepts applications for programs or services; sorts and distributes mail.
• Provides customer service in a calm, helpful and effective manner; responds to questions and provides information regarding assigned departmental activities or functions; searches for, obtains and explains routine information regarding department rules, regulations, policies, procedures and administrative operations; assists with the completion of forms; may issue transportation passes, verification letters, certificates or other documents; receives program applications and provides basic program eligibility information.
• Develops and maintains logs and records pertaining to office operations; sorts, codes, files and retrieves correspondence, vouchers, forms, and other materials using standard alphabetical, numerical, or other manual and computerized filing systems; searches databases and record systems to gather, compile and report information.
• Gathers, compiles, maintains and processes routine financial and/or numerical records related to departmental administrative and/or academic operations; verifies and makes entries and notations in manual or automated systems; searches records and provides information and basic reports to management and/or other staff as required.
• Computes, collects and may receive monies and fees; performs basic mathematical computations and calculations; maintains basic ledgers, accounts, spreadsheets and/or databases; orders, receives, stores, issues and delivers supplies, books, materials, and equipment; maintains office inventories.
• May assist in coordinating departmental special events.
• Attends meetings and trainings as assigned; may prepare meeting materials and take meeting notes.
• May prepare flyers and informational materials regarding departmental events.
• May review and/or prepare time sheets, attendance records and other routine employment-related documents.
• May assist in updating departmental websites.
• May provide work direction to student workers or temporary employees.

Minimum Qualifications

The education, training and experience qualifications are considered likely to provide the required knowledge and abilities to perform the above essential duties.

High School Diploma or equivalent.

One (1) year of clerical or office administrative experience.

None.

Knowledge of:

• Clerical methods of data organization, collection and reporting.
• Standard office practices or procedures.
• Standard office software and modern office equipment.
• Standard formats for business letters and other communications.
• Correct use of the English language, including spelling, punctuation and grammar.
• Principles and practices of customer service.
• Business arithmetic.

Ability to:

• Operate a variety of office equipment including computers and printers/copiers.
• Utilize standard office software (e.g., email, word processing, and spreadsheet software).
• Maintain confidentiality of sensitive and/or protected information.
• Prepare reports, correspondence and other documents using standard business formats.
• Prioritize work and complete assignments accurately and within established deadlines.
• Provide and obtain detailed information to/from others.
• Provide customer service with a high level of sensitivity, tact and patience.
• Exercise reasonable judgment in performing job duties.
• Perform and prioritize multiple tasks.
• Communicate effectively, both orally and in writing.
• Establish and maintain cooperative and effective working relationships with all employees and others encountered in the course of work.
• Demonstrate a sensitivity to, and understanding of, the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students.

Physical and mental standards: The following physical and mental standards are identified as necessary to perform the essential duties and responsibilities. However, reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the position.

• Mobility: frequent sitting for long periods; occasional kneeling, crouching, pushing, pulling, walking and standing; occasional reaching above and below desk level.
• Dexterity: frequent fine manipulation sufficient to operate a computer keyboard; frequent grasping to handle individual papers, write and take notes; and feel individual objects.
• Lifting: frequent lifting of papers, files, equipment and material weighing up to 10 pounds; occasional lifting up to 25 pounds.
• Visual Requirements: frequent use of vision sufficient to read files, documents, and computer screens and do close-up work.
• Hearing/Talking: frequent hearing and speaking in person and on the telephone.
• Emotional/Psychological Factors: frequent contact with others including extensive public contact; frequent deadlines and time-limited assignments.

Environmental conditions: Work is primarily performed in a standard office environment.

Additional Information

This position requires the following documents to be attached to your online application in order to be considered:

• Resume

Applications with incomplete information (i.e. statements such as "see resume") or missing documents will not be considered. Additional documents not requested in the announcement will not be reviewed. Position funding is offered contingent upon funding. GCCD reserves the right to extend, withdraw, and/or reopen this position at any time. Additional openings, for the same position, which become available prior to the end of the hiring process may be filled by qualified applicants that applied to this job announcement.

GCCD does not sponsor visas.

Commitment to diversity and equal employment opportunity employer

GCCD values diversity and recognizes that diversity in the academic environment fosters cultural awareness, promotes mutual understanding and respect, and provides meaningful role models for all students. Our hiring processes support equal opportunity, diversity, and provide equitable consideration for all candidates.

Accommodations

Consistent with the Americans with Disabilities Act and applicable state and local laws, GCC provides reasonable accommodation to all individuals throughout the recruitment process and during employment with the District.

To learn more about GCCD, please visit our website at glendale.edu