About Orange Coast College (OCC)
Orange Coast College's 164-acre campus is located in Costa Mesa just minutes from Southern California's beautiful beaches. Founded in 1947, with classes beginning in 1948, OCC has grown into one of the nation's largest -- and finest -- community colleges, enrolling more than 25,000 students each semester. OCC's has an unwavering commitment to equitable outcomes; inclusive practices; and rich racial, ethnic, and socioeconomic diversity. Ideal candidates for this position share OCC's devotion to educating and improving the lives of our representative student, employee, and community populations. Ideal candidates for this position share OCC's devotion to educating and improving the lives of our representative student, employee, and community populations. We currently enroll 21,498 students, the majority of whom are from racially minoritized populations: 35% of OCC's students are Latinx, 2% are African- American, 23% are Asian, less than 1% Native American, 31% are White, and 6% are multiracial. OCC engages in a variety of professional development opportunities and partnerships so that we can serve disproportionately impacted groups. Student-centered activities that support OCC's mission include campus-wide student success projects funded by the Office of Student Equity; partnerships with local Hispanic Serving four year institutions; active programs that work to improve the academic achievement of racially minoritized students, such as PUENTE and UMOJA; Extended Opportunity Programs and Services (EOPS) and Disabled Student Program and Services (DSPS).
Performs a variety of technical clerical, record keeping, data profiling, and reporting or other support to include monitoring of contracts, budgets, and administrative aspects of projects.
Distinguishing Career Features
The Senior Administrative Clerk represents the second level position within a generalist clerical career path. Advancement to Senior Administrative Clerk requires three years in the capacity of Administrative Clerk or equivalent and sufficient knowledge of program and record-keeping for monitoring contracts such as those for student engagement, process departmental or program costs, and/or monitor grant performance against budget reports. The Senior Administrative Clerk may be used in a partial leadership or coordinating role, or in a more specialized capacity.
Essential Duties and Responsibilities:
Specific duties may vary among departments and jobs. Incumbents typically perform a substantial portion or all of the following kinds of duties:
* Composes routine letters, memoranda, reports, work orders, requisitions or other materials from straight copy, rough drafts, or verbal instructions. Prepares handbooks, schedules, brochures, and other program materials.
* Processes documents requiring knowledge of the special terminology, policies, and procedures of department or area of specialized function such as contracts and vendor arrangements.
* Monitors contractual provisions. Sets up files and critical events and dates for internal, interim, and year-end reviews. Provides assistance with contract documents by adapting district-approved formats and facilitating content and approvals.
* Performs analytical duties such as evaluating student profiles for specific programs (e.g., IEPs and alternative programs) by pre-screening registration materials, test scores, and other materials that would identify and profile student needs.
* Compiles statistical data for use by others in research and reports. Maintains departmental information in established data entry formats. Searches out information in departmental records and files.
* Maintains financial records for a fund or program with activities that include processing of expenditures, documentation of inventory, and preparation of mandated reports.
* May coordinate the workflow for a high volume customer-service oriented office. May serve as a resource for other Administrative Clerks, filling-in to balance workload, solving difficult transactions, and researching files and records to resolve discrepancies.
* Greets visitors, staff or students in person or over the telephone ascertains nature of business and provides standard information related to the area of assignment.
* Maintains records and files of documents processed for ready access and compiles various reports according to well-defined operating procedures.
* Ensures the timely distribution and receipt of a variety of records and reports. Requests or provides information as necessary to assure completeness and accuracy.
* Reviews and prepares documents for entry of information into the electronic data processing system. Follows up as necessary to complete documents. Enters and updates information into the system according to standard formats. Extracts data from existing databases and converts to other formats.
* Participates and may coordinate basic registration activities such as those used for community schools, early childhood education, or vocational occupations.
* Maintains privacy for the student, health, and other information processed or received during the course of performing assigned duties.
* Assists and otherwise coordinates programs, workshops, meetings between program staff, administrators or the general public.
* May receive, sort and distribute incoming mail.
* May participate in selecting, training and assigning work to regular staff and part-time student and temporary workers.
* Performs other related duties as assigned that support the objective of the position.