Department Assistant III- Purchasing & Contracts (Temporary Assignment)

Department Assistant III

Under the direction of an assigned supervisor, provide a variety of complex and confidential clerical and secretarial services to college administrators, faculty and staff; to provide information to the faculty, staff, students and public; to provide complex staff assistance to departments. The Department Assistant III provides specialized clerical support requiring a broad knowledge of an assigned program or functional area. Incumbents are typically assigned to a functional area where use of independent judgment requires related specialized training and experience.

Perform general secretarial and clerical work; schedule appointments and process personnel information; monitor, order, distribute and maintain office supplies; order textbooks; maintain and troubleshoot new equipment; receive and sort mail. Type and proofread a wide variety of reports, letters, projects and proposals; compose correspondence related to assigned responsibilities; assist in preparing and typing course outlines and catalog information including class and final examination schedule information. Participate in the planning, development and implementation of a variety of events and functions directly related to area of responsibility, including fund raising and special events related to college programs. Assign work activities, projects and programs to clerical and student help; monitor work flow; review and evaluate work products, methods and procedures; participate in the selection of clerical or student staff; assist in staff training. Perform a variety of work involved in student assistance including scheduling classes; arrange special accommodations such as testing or audiovisual equipment; inform students of class cancellations; transfer students. Prepare a variety of reports and requests such as travel request forms and faculty request forms; prepare monthly payroll; report teacher absences; verify student assistants' time cards; issue, receive, type and process various applications, permits and other forms. Organize and maintain filing systems; maintain a variety of files and record logs directly related to area of assignment including certificated and classified employee files, budget information, student rehabilitation progress and general student files. Receive and deliver supplies; verify incoming shipments for appropriate quantity and quality; record receipt of merchandise on purchase order; file purchase order; forward purchase orders to District office for partial or full payment; send District updated inventory list. Respond to supply and material delivery problems; identify shipping problems and return goods shipped in error to vendors. Assist in reviewing outgoing correspondence and reports for accuracy, completeness and compliance with established standards; participate in the development of program newsletters. Maintain calendars and schedules of activities, meetings, interviews and appointments; coordinate activities with other departments, various Board and committee members, the public and outside agencies; maintain departmental bulletin board. Review materials for completeness and conformance with established regulations and procedures; apply applicable policies and procedures in determining completeness of applications, records and reports; provide information and forms to the public; collect and process appropriate information. Serve as a receptionist; answer the telephone and provide information to students, other offices and the general public regarding the College's policies and procedures as required; provide information on classes, instructors and schedules. Participate in budget preparation and administration; prepare cost estimates for budget recommendations; submit justifications for budget items; prepare requisitions for supplies and equipment for all specially funded projects; monitor and control expenditures. Exercise functional and technical supervision over clerical and secretarial staff and student assistants. Perform related duties as assigned; duties performed at extension sites may be diverse and varied.

Any combination equivalent to graduation from high school and three years of responsible clerical experience.

Knowledge of modern office procedures, methods and computer equipment. Word processing methods, techniques and programs. Correct English usage, spelling, grammar and punctuation. Principles of budget administration. Basic arithmetic. Ability to learn, interpret and apply the policies and procedures of the District. Learn class scheduling and academic requirements. Perform general secretarial and clerical work including maintenance of appropriate records and compiling information for reports. Work courteously with students and the general public on the telephone or in person. Train clerical and student staff. Participate in budget administration. Operate a variety of office machines including a computer and applicable software. Understand and follow oral and written direction. Perform simple mathematical calculations. Communicate effectively both orally and in writing. Establish and maintain cooperative and effective working relationships with others.

First review of applications: Complete application packets will be accepted until the position is filled. The College reserves the right to extend time limits or reinitiate the recruitment/selection process at any point. Completed application packet MUST include: Completed Online Application for Employment form, Current resume, Letter of interest (Cover Letter), Copy of legible transcripts, List of five (5) professional references Listed on application form. It is the applicant's responsibility to redact (or remove) any personal information from all documents prior to uploading. This includes Social Security Numbers, Date of Birth, and any photos of the applicant. Foreign Degree: Applicants with foreign degrees from colleges or universities outside of the United States must have their coursework evaluated by a professional association that is a member of the National Association of Credential Evaluation Services (NACES) or Academic Credentials Evaluation Institute, INC. (ACEI). A copy of the evaluation must be submitted with your on-line application. Applicants who require reasonable accommodation to participate in the selection process should contact Human Resources to make the necessary arrangements. The District is strongly committed to achieving staff diversity and the principles of equal employment opportunity. The District encourages a diverse pool of applicants and does not discriminate on the basis of national origin, religion, age, gender, gender identity, gender expression, race or ethnicity, color, medical condition, genetic information, ancestry, sexual orientation, marital status, physical or mental disability, pregnancy, or because he/she is perceived to have one or more of the foregoing characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics or any other characteristic protected by federal, state or local law, in any of its policies, procedures or practices. Discrimination Free Work Environment The District does not provide sponsorship for authorization to work in the United States. Work authorization should be established at the time of application submission.

Full-time permanent employees (20+ hours per month) are eligible for health benefits: Health, Dental, Vision, Life Insurance, Long-term Disability. In addition to the above benefits, the District also offers a robust voluntary benefits selection: Flex 125, Additional products and services through American Fidelity, Supplemental Voluntary Life Insurance, Tax Shelter Annuities. The District participates in CalPERS Retirement System and Social Security benefits for Classified and Management employees. Employees covered under the California Public Employees Retirement System (CalPERS), are vested 100% after five years of full-time service credit. The District participates in the State Teacher's Retirement System (STRS) for faculty. Employees covered under the State Teacher's Retirement System (STRS), are vested 100% after five years of full-time service credit. All coverages begin on the first of the following month after the hire date. The following classifications are eligible for the Affordable Care Act (ACA) health benefits at the employee expense offered through SISC: Permanent Employees (19 hours or less), Adjuncts, Temporary Hourly, Professional Experts.