Program Technician, Categorical
Job Opening Date:
April 06, 2023
Job Closing Date:
Pay Grade, for more information click on this link:
Pay Rate Type:
Monday - Friday
8:00 am - 5:00 pm (Schedule and shift are subject to change in accordance with department needs)
Hours Per Week:
Percentage of Employment:
Months of Employment:
Starting salary at $4,761 per month
Resume and Cover Letter
C.S.E.A. Classified Bargaining Unit Salary Range 122
Initial Screening Date: April 27, 2023
This position is categorically funded. Employment in this position is contingent upon the funding source of Hispanic Serving Institution Grant (HSI Grant).
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
Under direction of assigned supervisor of record, develop and maintain relationships with other organizations and schools in the project, program, or functional area; perform a variety of technical and program support duties in support of the assigned project, program, or functional area; and plan, coordinate, and implement operations and activities of the assigned office.
This class is distinguished from similar classifications in that positions assigned to this class are categorically funded, not financed by District funds. The Program Technician is an intermediate-level classification that performs duties of a technical nature. Incumbents perform a full range of administrative support duties in support of assigned grant program or project area including participation in budget administration and monitoring, tracking budget activities as related to the project/grant area. Positions at this level coordinate communication and work activities among District staff, college staff and community and business groups and partners. Assignments performed at this level require a broad knowledge of assigned program/grant or project area as related to administrative technical and support.
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.
1. Perform secretarial and administrative support duties for assigned administrator or academic bargaining unit grant/program supervisor; relieve assigned supervisor and other staff of a variety of clerical, technical and administrative detail.
2. Assist in developing and implementing project elements that support service delivery; assist in developing processes to define scope and schedule of services and activities; assist in implementation processes.
3. Assume responsibility for all administrative support in meeting the program/grant reporting requirements, functional responsibilities, and research objectives; coordinate office work; develop schedules related to grant activities and services; review, update, and inform supervisor and others of essential timelines; coordinate the flow of activities through the office in relation to priorities and schedules; assure timely completion of work in accordance with established policies and procedures.
4. Assist in developing and documenting policies and priorities for the grant-funded area; maintain handbooks, forms, and related policies and procedures.
5. Provide assistance in resolving operational and administrative problems; assist in implementation of resolutions.
6. Perform a variety of technical administrative support as related to operational, financial, and budgetary duties in support of assigned grant/programs and projects.
7. Assist with the budget process; provide assistance in the development of assigned budget; collect and analyze financial data; review and analyze budget requests; create data tracking and reporting systems.
8. Assist supervisor in budget administration; track budget activity and resolve budget issues and problems; process and prepare time sheets for signature; post, monitor and track invoices and other expenditures; process budget/expense transfers; prepare purchase requisitions, check requests, independent contracts, and claims for reimbursement of special funds related to assignment.
9. Utilize electronic technology to correspond with others and to maintain assigned calendars, schedules and appointments; coordinate and arrange meetings; coordinate activities with other divisions and departments.
10. Facilitate communications between assigned supervisor, other administrators, students, academic and classified staff, other offices, educational institutions, public agencies, and the general public; interact and relay information, questions, and decisions regarding supervisor’s area of assignment; prepare preliminary responses to correspondence for supervisor’s approval.
11. Provide staff support to standing and ad hoc committees and other groups as assigned; attend meetings, take notes or record proceedings; prepare and distribute agendas, background materials, as appropriate.
12. Assist in coordinating various program-related activities and functions with other staff as well as local, state, and federal agencies/jurisdictions, business partners, and the general public.
13. Serve as contact and respond to requests for information from staff, other agencies, and the general public regarding project or program area of assignment; participate in community outreach and education activities.
14. Maintain records concerning grant/program activities; process incoming and outgoing documents; prepare and track various documents; prepare reports and briefings on project status, progress, changes, and related items related to scope, schedule, and budget.
15. Order office supplies and materials as directed; assure their timely receipt and storage; assure proper functioning of office equipment.
16. Answer telephones and respond to routine questions and requests for information from administrative, management, academic, and/or classified staff and the general public; communicate information in person or by telephone where judgment, knowledge and interpretation of policies and procedures are required.
17. Establish and maintain complex, interrelated filing systems including confidential files; collect, compile, and record narrative, statistical, financial data and other information; research and verify information as requested.
18. Use various computer applications and software packages; maintain and generate reports from database or network system.
19. Operate office equipment including computer equipment, typewriter, calculator, copier and facsimile machine.
20. Type, format, proofread, duplicate, and distribute a wide variety of correspondence, reports, notices, schedules, lists, forms, and other materials according to established procedures, policies, and standards; type from rough draft, verbal instructions, or transcribing machine or recording; compose correspondence as related to assignment.
21. Provides training and work direction to student workers and assigned staff; schedule assigned staff; ensure staff follows District policies and professional standards.
22. Receive mail and identify and refer matters to supervisor.
23. Perform related duties as required.
The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.
General principles, practices, and procedures of business administration and public administration.
Technical knowledge of business/industry principles and practices for the area of responsibility.
Methods and techniques used in the performance of duties and responsibilities specific to the area of assignment.
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Processes, procedures, and practices of budget preparation and administration.
Principles, practices, and procedures of business letter writing.
Principles and procedures used in complex, inter-related record keeping.
Principles and practices used to establish and maintain files and information retrieval systems.
Principles, practices, and procedures of complex fiscal, statistical, and administrative research and report preparation.
Statistical procedures and mathematical concepts.
Principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.
Interpersonal skills using tact, patience, and courtesy.
Principles and practices of providing training, work direction, and guidance to lower-level office staff and student workers.
English usage, grammar, spelling, punctuation, and vocabulary.
Oral and written communication skills.
District organization, operations, policies, and objectives.
Understand the organization and operation of the assigned program area as necessary to assume assigned responsibilities.
Understand, interpret, and apply administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances.
Perform a range of administrative, secretarial, and clerical duties involving the use of independent judgment and personal initiative.
Research, compile, analyze and interpret data
Compile information and write reports, business correspondence, and procedural manuals.
Type or enter data and transcribe dictation, if required by the position, at a speed necessary for successful job performance.
Use sound judgment in recognizing scope of authority.
Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.
Respond to requests and inquiries from students, staff, or the public; effectively present information in person or on the telephone to students, staff, or the public.
Independently compose and prepare correspondence and memoranda.
Maintain complex and varied files and records.
Implement and maintain filing systems.
Train and/or provide work direction to assigned staff and student workers.
Make simple arithmetic calculations.
Use correct English usage, grammar, spelling, punctuation, and vocabulary.
Plan and organize work to meet schedules and changing deadlines.
Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
Adapt to changing technologies and learn functionality of new equipment and systems.
Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
Work with limited supervision.
Work with and exhibit sensitivity to and understanding of the diverse racial, ethnic, disabled, sexual orientation, and cultural populations of community college students.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
EDUCATION AND EXPERIENCE GUIDELINES - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Equivalent to the completion of the twelfth grade supplemented by college level course work in business administration or a related field.
Two years of increasingly responsible secretarial and clerical experience preferably in an administrative office of a public agency or in an educational environment.
License or Certificate:
A valid California driver’s license and proof of insurability may be required for some positions to drive a District or personal vehicle to attend meetings or pick up/deliver documents or other materials.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
Work is performed primarily in a standard office setting, typically at a desk or computer terminal; subject to noise from office equipment operation; frequent interruptions and contact in person and on the telephone with students, academic and classified staff, and others.
Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate to exchange information; and may occasionally travel to other offices or locations to attend meetings or to pick up or deliver materials.
See in the normal visual range with or without correction.
Hear in the normal audio range with or without correction.
SPECIAL COVID-19 NOTICE:
Interviews may be held in-person (following all necessary precautions) or in a virtual format. Employees must reside in California while employed with the South Orange County Community College District (SOCCCD), even during remote work. Thank you for your continued interest in working at the SOCCCD.
The SOCCCD is committed to protecting the health and wellbeing of students, faculty, staff, administrators, and the communities it serves. More information can be found on our District website by visiting https://www.socccd.edu/communications/covid-19-information.
NOTICE TO ALL CANDIDATES FOR EMPLOYMENT:
The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country. SOCCCD will not sponsor any visa applications.
A California Public Employees Retirement System (CalPERS) retiree may not accept employment until after the first 180 days of retirement. Anyone retired from CalPERS accepting permanent employment with this District will be required to reinstate as an active CalPERS member. Please contact CalPERS for additional information regarding your retirement status.
Any active vested member of California State Teachers Retirement System (CalSTRS), who accepts employment with the District to perform service that requires membership in CalPERS, is eligible to elect to continue retirement system coverage under CalSTRS
If you require special accommodations in the application and/or selection process, please notify District Human Resources at least two (2) business days prior to the Job Close Date/Initial Screening Date, by either calling (949) 582-4850 or sending an e-mail to firstname.lastname@example.org.
Report to work on a regular and consistent basis, as scheduled, to assigned job.
CAMPUS CRIME AND SAFETY AWARENESS:
Information regarding campus crime and safety awareness can be found at www.saddleback.edu or www.ivc.edu. Paper copies are available in the District Human Resources office upon request.
DIVERSITY, EQUITY, INCLUSION, AND EQUAL EMPLOYMENT OPPORTUNITY (EEO):
The South Orange County Community College District is committed to creating an academic and work environment that fosters diversity, equity and inclusion and equal opportunity for all, and ensures that students, faculty, management and staff of all backgrounds feel welcome, included, supported, and safe. Our culture of belonging, openness, and inclusion, makes our district a unique and special place for individuals of all backgrounds.
Our District and our colleges are looking for equity and inclusion-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to the understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present within our community. When you join our District, you can expect to be part of an exciting, thriving, equity-focused, and inclusive community that approaches higher education with the lens of social justice and collaboration among students, faculty, staff, administration, and community partners. In deciding whether to apply for a position with our District, you are strongly encouraged to consider whether your values align with our District’s mission and goals for EEO, Diversity, Equity, and Inclusion.
SOCCCD IS AN EQUAL OPPORTUNITY EMPLOYER
Important: You must make sure that you have completed your application for a posting by 11:59 p.m., Pacific Time, on the posting's Job Close Date, along with any required documents, in order to be considered for the position.
Applicants must complete all fields/sections on the application. Do not type "See Resume" or leave any fields blank. Applicants must enter their work experience, education, etc. on the District application. Applications reflecting "See Resume" will be considered incomplete and will not be considered for recruitment.