Administrative Clerk Senior - Maintenance & Operations

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Administrative Clerk Senior - Maintenance & Operations

Salary

$39,819.00 - $53,684.00 Annually

Location

Costa Mesa, CA

Job Type

Classified Staff

Job Number

O-016-19 (O-046-18)

Division

Orange Coast College

Department

Admin/M&O

Opening Date

08/29/2018

Closing Date

9/14/2018 11:59 PM Pacific

Definition

Summary
 
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.

Qualifications and Physical Demands

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 into 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 the 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.

 


 Qualifications and Physical Demands:
Minimum Qualifications
 
Knowledge and Skills:
The position requires an in-depth working knowledge of the practices and techniques used in the assigned organization unit.  Requires a working knowledge of office practices, procedures, and equipment, including filing systems, receptionist and telephone techniques, and letter and report writing.  Requires a working knowledge of the procedures used in accounting, budget, purchasing, and payroll transaction processing, and statistical record keeping.  Requires a working knowledge of personal computer-based software programs that support this level of work, including but not limited to word processing, spreadsheet, presentation graphics, and specialized database software used in education.  Requires business mathematics skills to compute sums and statistics.  Requires sufficient skill using the English language, grammar, spelling, punctuation, proofreading, editing, to prepare original correspondence.  Requires sufficient human relations skills to orient and train others, convey technical information to others, and use patience in dealing with a diverse population.
 
Abilities:
Requires the ability to perform the duties of the position efficiently and effectively, under general supervision.  Must be able to learn, interpret, explain, and apply knowledge of district and department organization, operations, programs, functions, and special department terminology when performing assignments.  Requires the ability to prepare financial summaries.  Requires the ability to prepare presentation quality charts, written materials, and spreadsheets. Requires the ability to operate standard office machines and equipment.  Requires the ability to maintain records and prepare reports.  Requires the ability to maintain the confidentiality of private and sensitive information.  Requires the ability to communicate with peers and other staff or public in a manner reflecting positively on the department and District.

Education and Experience:
The position requires a High School diploma and 4 years of general clerical and keyboarding experience in a customer service oriented environment.  Additional post-secondary education may substitute for some experience. Or, any combination of education and experience that would meet the required qualifications.
 
Licenses and Certificates:
May require a valid driver license.

Physical Abilities:
Must be able to function indoors engaged in work of primarily a sedentary nature.  Requires the ability to use near vision to write and to read printed materials and computer screens.  Requires the ability to use hearing and speech for ordinary and telephonic conversation and to hear sound prompts from equipment.  Requires ambulatory ability to sit, often for long periods of time, move about district locations, and to reach work materials.  Requires manual and finger dexterity to type/keyboard and/or operate a mouse and/or otherwise operate a microcomputer and other equipment.

Working Conditions: 
Work is performed indoors where minimal safety considerations exist.

Conditions of Employment

This is a regular, full-time, 12-month per year, classified position. The normal hours of work will be 10:30 am to 7:00 pm, Monday through Friday.

  • Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment.
  • The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Coast Community College District policies, procedures, and Title IX. (Reference: BP/AP 5910 ) The Coast Community College District celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators, and faculty thrive.
  • Individuals interested in advancing the District's strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.
PAY PHILOSOPHY: Coast Community College District, through policies, practices, and other benefit programs, delivers a fair and equitable total compensation program that promotes equal employment opportunity, inclusion, and workforce vitality.  In general, it is the policy of the District to place new employees at the first step of the salary grade.  All movement on the salary schedule will occur July 1 of each year for all classified employees.

Additional Information

Applications must be received no later than the posted closing date. There are NO EXCEPTIONS. Electronic applications may be completed by visiting http://www.cccd.edu/employment. ; Once you have completed an electronic application, you may apply to open positions within the Coast Community College District by submitting the application and all other required materials. Required materials differ for each open position and must be complete when submitted for a specific posting. Instructions for completing applications and applying to posted positions are available online or by calling Applicant Processing at (714) 438-4714.
 
All application materials become the property of the Coast Community College District and will NOT be copied or returned. Information for TDD users is available by calling (714) 438-4755.

Application Requirements: 
To be considered for employment you must submit a complete application packet. A complete application packet includes:

  1. A complete online Classified/Management Employment Application.
  2. A current resume. (Attached as a separate document.)
  3. A cover letter highlighting your qualifications for the desired position. (Attached as a separate document.)
  4. Answers to Supplemental Questions. (clear and detailed responses required as they will be carefully evaluated to determine the most qualified candidate(s) to be invited for an interview; please do not paste your resume, or put "see resume" or "N/A", or leave blank).
 
To ensure consistency and fairness to all applicants, please do not submit materials in addition to those requested.  Additional materials will not be considered or returned.  Be sure to complete all questions and sections of the application. For questions which may not apply, indicate "n/a" (not applicable). If you do not know an answer, please indicate so, but do not leave any space blank.
 
All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community. Please note: Possession of the minimum qualifications does not ensure an interview.
 
Any documents that you are unable to attach can be faxed to (714) 782-6065. Faxes must clearly indicate the job you are applying to and your name.

Disability Accommodations:
If you require accommodations in the Application or Examination Process, please notify Human Resources by calling (714) 438-4714 OR (714) 438-4713.

The Coast Community College District is a multi-college district that includes Coastline Community College, Golden West College, and Orange Coast College. The three colleges offer programs in transfer, general education, occupational/technical education, community services and student support services. Coastline, Golden West, and Orange Coast Colleges enroll more than 60,000 students each year in more than 300 degree and certificate programs.
Since its founding in 1947, the Coast Community College District has enjoyed a reputation as one of the leading community college districts in the United States. Governed by a locally elected Board of Trustees, the Coast Community College District plays an important role in the community by responding to needs of a changing and increasingly diverse population.
 
Coast Community College District is an Equal Opportunity Employer
 
The Coast Community College District is committed to employing qualified administrators/managers, faculty, and staff members who are dedicated to student learning and success. The Board recognizes that diversity in the academic environment fosters awareness, promotes mutual understanding and respect, and provides suitable role models for all students. The Board is committed to hiring and staff development processes that support the goals of equal opportunity and diversity, and provide equal consideration for all qualified candidates. The District does not discriminate unlawfully in providing educational or employment opportunities to any person on the basis of race, color, sex, gender identity, gender expression, religion, age, national origin, ancestry, sexual orientation, marital status, medical condition, physical or mental disability, military or veteran status, or genetic information.

Comprehensive Medical, Dental and Vision
We know that the health of our employees and their families is a priority. That's why we offer extensive health care benefits to benefits-eligible employees. We offer the District's PPO plan as well as two HMO's, United Health Care and Kaiser Permanente. We also provide District-paid dental and vision insurance. 

Benefits are available to regular permanent employees working 20 or more hours per week.  Benefits are not available to temporary or short term employees.

District-paid Life Insurance
The District provides Life and Accidental Death & Dismemberment insurance benefits, underwritten by ING. This District-paid benefit is equal to one time your annual salary and remains in effect until age 70.

District-paid Disability Benefits
Coast provides both short and long term disability benefits for eligible employees unable to work because of disability due to illness, injury, or maternity.

Voluntary Plans
A variety of voluntary plans are offered through the District to benefits-eligible employees such as Long Term Care, Hyatt Legal, and Section 125 compliant flexible spending accounts.

Enrich Your Profession
Professional Development Programs
The District offers a variety of Professional Development programs for faculty and classified staff that encompasses all types of facilitated learning opportunities, ranging from college degrees to formal coursework and conferences. We encourage lifelong learning that maintains and improves professional competencies, enhances career progression, and keeps our employees on the cutting edge of their profession.

Sabbatical Leaves
Faculty members are encouraged to pursue professional growth leading to the development of increased competence and the improvement of instruction and/or redirection in their current teaching discipline. The District's sabbatical leave program is designed to assist in this pursuit and is available on a semester basis after completing six consecutive years of service.

Academic Senate
The Academic Senate is the governing body at each of our colleges for making recommendations to administration and to our Board of Trustees with respect to academic and professional matters. The Senate consists of elected faculty and has the responsibility for matters related to curriculum and general academic policy.

Time to Refuel
Vacation
Classified, contract staff earn vacation days commensurate with years of service. Classified Management and Administrators earn 22 days vacation per year.

Sick Leave
All contract employees earn sick leave as outlined in the CA Education Code. Sick leave may be carried over from year-to-year and, upon retirement, unused sick leave may contribute to your PERS and STRS retiree benefit.

Holidays
The District observes 21 paid holidays per year.

Jury Duty, Bereavement, Military Leave
Coast grants contract employees called to jury duty a leave of absence, without loss of pay, for the entire length of required service. Other available leaves include bereavement from 3-5 days and military leaves of absence in accordance with applicable state laws.

Great Expectations
Pension Plans
The District participates in the California State Teachers Retirement System (CalSTRS) and the California Public Employees Retirement System (CalPERS) for contract employees. Non-contract employees participate in Public Agency Retirement Services (PARS) plan for the first 1,000 hours of their employment.
Additionally, it is the policy of the Coast Community College District that contract employees who retire from the District with ten or more years of service be afforded the same group insurance benefits until 70 years of age. A Medicare Supplement or GAP plan  is available to retirees and their spouses after age 70.

Annuities
The District maintains a program whereby qualified employees may request through Payroll to have a portion of his or her salary deposited under a tax sheltered annuity plan or an approved deferred compensation plan.

Schools First Federal Credit Union
The Schools First Federal Credit Union is a federally insured, full service, financial cooperative that is a not-for-profit organization. Earnings are used to benefit all members to provide a full range of financial services and offerings.

01
The person who fills this position will be required to plan, organize and complete work independently in an environment with constant interruptions. Please describe any related experience you have had in your previous positions.
02
Please describe your experience with budget and accounting software.
03
Please describe your experience with multiple line phone systems and customer service.
04
Please describe your computer experience and Microsoft Suite software skills. Include specific examples of software programs, technology, and level of complexity.
05
Highlight three skills that you feel uniquely qualify you for this position. Please be specific.
06
I understand that a COMPLETE application packet is required for consideration, which includes the following: 1. A completed Coast Community College District Online Employment Application 2. A current resume (uploaded as a separate attachment - PDF recommended) 3. A cover letter (uploaded as a separate attachment - PDF recommended) 4. Responses to supplemental questions (clear and detailed responses required as they will be carefully evaluated to determine the most qualified candidate(s) to be invited for an interview; please do not paste your resume, or put "see resume" or "N/A")
  • Yes
  • No

Required Question

Agency
Coast Community College District
Address
1370 Adams Avenue

Costa Mesa, California, 92626
Phone
714-438-4668
714-438-4714
Website
http://www.cccd.edu
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