Office Assistant, Categorical

SUMMARY DESCRIPTION

Under supervision from assigned supervisory ormanagement staff, performs a variety of office support, clerical,and routine secretarial duties of a general or specialized naturein support of the function to which assigned; provides wordprocessing and data entry support; maintains a variety of files andrecords; and provides information and assistance to students,faculty, staff, and the general public. May receive technical training and workdirection from an academic bargaining unit program supervisor, anexecutive assistant, or an administrative assistant.

DISTINGUISHING CHARACTERISTICS

This is a journey-level clericalclassification. Positions at this level are not expected tofunction with the same amount of program knowledge or skill levelas positions allocated to the Administrative Assistant levelclassification and usually exercise less independent discretion andjudgment in matters related to work procedures and methods. Work isusually supervised while in progress and/or fits an establishedstructure or pattern. Exceptions or changes in procedures areexplained as they arise.

REPRESENTATIVE DUTIES

Serve asreceptionist for assigned area receive office and telephonecallers provide material and information in response to requestsfor information related to assigned area of responsibility conveytelephone messages refer callers to appropriate staff for furtherassistance as needed.Verify andreview materials, applications, records, files, and reports forcompleteness and conformance with established regulations andprocedures apply applicable policies and procedures in determiningcompleteness of applications, records, files, and reports collectand process appropriate information.Type, wordprocess, and proofread a variety of documents and forms, includinggeneral correspondence, agendas, reports, and memoranda from roughdraft, recordings, or verbal instruction disseminate informationas appropriate.Maintainaccurate and up-to-date files and records for assigned areas develop and monitor various logs, accounts, and files for currentand accurate information verify accuracy of information, researchdiscrepancies and record information organize and maintain filingsystems.Accessstudent files on a computer terminal input corrections such asstatus, address, and course changes.Perform avariety of routine clerical accounting duties and responsibilitiesinvolved in financial recordkeeping and reporting for the assignedarea maintain a variety of accounting records, logs, and files compile information and data for statistical and financial reports check and tabulate data.Receive,sort, and distribute incoming and outgoing correspondence Presentprogram information to students and faculty assist in preparingprogram materials receive, sort, and deliver materials May prepare avariety of documents for publications and marketing pieces,including brochures, flyers, event programs, and relatedmaterials Maintainoffice supplies and inventories order, receive, and maintain office supplies and equipment prepare and deliver requisitions,purchase orders, and work order forms Maintaincalendar of activities, meetings, and various events for assignedstaff coordinate activities with others.Schedule andprepare for a variety of meetings prepare and distribute agendas make arrangements for facility usage attend meetings related toassigned division take and prepare minutes as assigned disseminate information as appropriate.Utilizevarious computer applications and software packages maintain andgenerate reports from a database or network system.Operateoffice equipment, including computers, peripherals, calculators,copiers, and printer/scanners.Performrelated duties as required.

QUALIFICATIONS

Knowledge of: Officeprocedures, methods, and equipment, including computers andapplicable software applications such as word processing,spreadsheets, and databases. Basicprinciples of business letter writing and basic reportpreparation. Principles andpractices used to establish and maintain files and informationretrieval systems. Principles, practices, and procedures of basic fiscal, statistical, andadministrative recordkeeping. Basicprinciples and techniques used in public relations, includingproper receptionist and telephone etiquette. Basicmathematical concepts. Workorganization principles and practices. English usage,grammar, spelling, punctuation, and vocabulary. Ability to: Learn andunderstand the organization and operation of the assigned programarea as necessary to assume assigned responsibilities. Learn,understand, interpret, and apply general administrative and officepolicies and procedures. Learn themethods and standards used in processing College paperwork. Perform avariety of office support and clerical duties and activities of ageneral and specialized nature for an assigned office. Respond torequests and inquiries from students, staff, or the public;effectively present information in person or on the telephone tostudents, staff, or the public. Use soundjudgment in recognizing scope of authority. Type or enterdata at a speed necessary for successful job performance. Compile andorganize data and information. Maintainfiling systems. Exercise goodjudgment in maintaining information, records, and reports. Plan andorganize work to meet schedules and changing deadlines. Operate officeequipment, including computers and supporting word processing,spreadsheet, and database applications. Adapt tochanging technologies and learn the functionality of new equipmentand systems. Work understeady pressure with frequent interruptions and a high degree ofpublic contact by phone or in person. Work with andexhibit sensitivity to and understanding of diverse racial, ethnic,cultural, sexual orientation, academic, socioeconomic, anddisability backgrounds of community college students. Communicateclearly and concisely, both orally and in writing. Report to workon a regular and consistent basis, as scheduled, to assignedjob. Establish andmaintain effective working relationships with those contacted inthe course of work.

EDUCATION AND EXPERIENCE GUIDELINES

Education/Training: Equivalent to the completion of thetwelfth grade. Experience: Two years of general clericalexperience preferably involving extensive public contact. License or Certificate: A valid California driver’s licenseand proof of insurability may be required for some positions tooperate a District or personal vehicle to attend meetings or pickup/deliver documents or other materials.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

Environment: Work is performed primarily in a standard office setting. Dutiesare typically performed at a desk or computer terminal; subject tonoise from office equipment operation; frequent interruptions andcontact in person and on the telephone with students, academic andclassified staff, and others. At least minimal environmentalcontrols are in place to ensure health and comfort. Physical: Primary functions require sufficient physical ability and mobilityto work in an office setting; to stand or sit for prolonged periodsof time; to occasionally stoop, bend, kneel, crouch, reach, andtwist; to lift, carry, push, and/or pull light to moderate amountsof weight; to operate office equipment requiring repetitive handmovement and fine coordination, including use of a computerkeyboard; to verbally communicate to exchange information; and mayoccasionally travel to other offices or locations to attendmeetings or to pick up or deliver materials. Vision: See in the normal visual range withor without correction. Hearing: Hear in thenormal audio range with or without correction. Range 113 of the CSEA SalarySchedule Employment in this position is contingent upon funding by Program: Basic NeedsCenter Work schedule: Tuesday, Wednesday, Thursday (8:00 AM -5:00 PM) - Schedule and shift are subject to change in accordance with the department's needs. Required Documents: Resume & CoverLetter Hours Per Week: 24 - 60% offull-time Months: 12 #J-18808-Ljbffr The Chronicle of Higher Education