Office Services Assistant (IN-HOUSE ONLY)

Employer
Orange Coast College
Location
California, United States
Salary
Salary Not Specified
Posted
Sep 14, 2020
Employment Type
Full Time


Definition

IN-HOUSE ONLY:
This position is open to internal Coast Community College District (CCCD) employees to apply. Temporary CCCD employees are eligible to apply (excluding part-time faculty and student assistants). If you are not a current employee with CCCD, please do not apply at this time.

A bout Oran ge 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 20,000 students each semester. OCC 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. We currently enroll 20,562 students, the majority of whom are from racially minoritized populations: 34.8% of OCC's students are Latinx, 1.5% are African- American, 24.6% are Asian, less than 1% Native American and Native Hawaiian or Other Pacific Islander, 29.1% are White, and 4.4% are multiracial. OCC engages in a variety of professional development opportunities and partnerships so that we can serve disproportionately impacted groups. Faculty have the opportunity to enhance their classroom methods during two professional development days during the academic year, which include learning sessions like 'Digital Accessibility', 'Basic Skills: Helping students help themselves' and 'Taking a skills-based approach to teaching college students'. 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).

This position is based at the Orange Coast College Maritime Center in Newport Beach, the waterfront campus of OCC. The facility is located on 1.47 acres with 300 linear feet on Newport Bay. The County of Orange leases the site to OCC rent-free for the purpose of “operating a sailing and rowing facility for the advancement of mariner oriented and educational, athletic, and recreational programs”.

Summary
Provides generalist clerical support connected with the processing of customer-service-oriented transactions of enterprise, business, and/or student support nature and performs general clerical support, data entry, and reception to a functional area, following well-established policies, procedures, and methods.

Distinguishing Career Features
The Office Services Assistant is part of a clerical or administrative support career path. Work is focused in these areas: data entry, receptionist, records maintenance, cashier or equivalent transactions, file maintenance and retrieval of information, and reports. The Office Services Assistant requires clerical, recordkeeping, cashier experience and the ability to process financial and non-financial business and student information, and has the basic knowledge of the terminology, practices, and procedures used by customer-service oriented departments.
Advancement potential exists in a variety of administrative support and technical career ladders, each requiring additional specialized clerical and subject matter knowledge.

Essential Duties and Responsibilities
Specific duties may vary among departments, divisions, and jobs. Incumbents typically perform a substantial portion or all of the following types of duties, as assigned:
  • Receives, greets, and directs phone inquiries and visitors. Determines their needs and provides a variety of routine information that prepares visitors for meetings and official proceedings.
  • Prepares (keyboards) records or documents from copy or standing instructions, such as forms, absence reports, memoranda, correspondence, and reports using established formats.
  • Enters data onto established data entry screens of business transactions (e.g., cash receipts to an accounting system, payroll data, requisitions, forms, etc.). Data entry may require skill at handling private information.
  • Processes business transactions such as, but not limited to, invoices, cash receipts, and other business transactions. Receives and accounts for money paid by others for items such as, but not limited to, deposits, fees, fines, and permits
  • Works with staff, vendors, students, and other customers to process transactions and in some circumstances, serve as an advocate to troubleshoot non-routine issues.
  • Sets up and maintains files. Assembles, collates, and prepares materials for distribution. Post information and documents to records.
  • Screens, sorts, and distributes mail. Organizes and processes special mail such as urgent deliveries, packages, and bulk mailings.
  • Prepares documents and information packets from established formats such as those used for promoting or describing services and programs within the college, and routine communications for administrative purposes.
  • Assists others with reports by locating and compiling information onto established formats and maintaining supporting records. May be required to extract data from existing databases and convert to alternate formats.
  • Contacts other departments and outside agencies to locate information and/or services not provided by the department, or to prepare work and event schedules and services.
  • Performs administrative support to a department involving secretarial, technical, and logistics services. Applies working knowledge of the functions, policies, and procedures of the division/department, as well as those having implications to other functions.
  • Interprets and conveys policies and procedures, referring difficult or sensitive matters to an administrator. Responds to inquiries and conveys information about programs and services provided by the organizational unit.
  • Organizes work by researching and setting up business and academic calendars and cycles, then establishing and sequencing deadlines and/or timelines for projects, activities, and required submissions.
  • Researches and may prepare requisitions and claims for reimbursable services. Initiates communications to resolve, invoice, purchase order, and contractual matters with vendors and other service providers.
  • Assists an administrator or designee with personnel-related transactions such as those for tracking leaves, time and attendance, and employing part-time and temporary staff.
  • Maintains approved budgets, transaction records, and audit trails, including those for projects and grant-funded activities.
  • Researches and may reconcile expenditures and initiates budget allocation changes and reassignments of funds to and from various accounts, working with accounting staff to assure compliance with business practices and regulations
  • May schedule and/or arrange meetings, appointments, events, rooms, etc., and may make travel arrangements.
  • Participates in division and college committees as appropriate.
  • Responsible for providing functional oversight and work direction to student and/or hourly support staff, as assigned, including such activities as the assignment of tasks and duties, distribution of work, training, scheduling, and checking on work performed in collaboration with the supervisor. Monitors hours and processes timesheets for approval by the supervisor.
  • Assists with or performs other duties related to the functional office, program or department assigned, such as assisting with equipment management duties, assisting with the eligibility and intake of the student services program or an emergency student loan program, or maintaining the key issuance and inventory of campus keys and access cards.
  • Assists with training of student leaders, hourly staff, and employees as it relates to equipment and department-related matters.
  • Performs other related duties as assigned that support the objective of the position.
  • Required to abide by all District policies and procedures including Board Policy 3050 – Code of Professional Ethics.


Qualifications and Physical Demands

Knowledge and Skills
  • The position requires working knowledge of modern office practices, procedures, and equipment including receptionist and telephone techniques and etiquette.
  • Requires working knowledge and understanding of methods and procedures used for alphanumeric record keeping.
  • Requires working knowledge of data entry techniques and access to database menus.
  • Requires working knowledge in the use of common personal computer-based office productivity software including special applications used by the college.
  • Requires sufficient math skills to perform columnar calculations, decimals, fractions, etc.
  • Requires sufficient knowledge of the English language, grammar, spelling, and punctuation to prepare routine correspondence and memoranda
  • Requires sufficient human relations skills to greet, exercise patience, and work collaboratively with others, inside and outside the department


Abilities
  • Requires the ability to perform the essential responsibilities and functions of the position.
  • Requires the ability to perform all the duties of the position under general supervision.
  • Requires the ability to learn, understand, and apply rules, policies, procedures, and terminology used by the college and its functional areas and programs for customer service processes.
  • Requires the ability to use a personal computer for data entry, data management, word processing, and spreadsheets.
  • Requires the ability to operate standard office machines.
  • Requires the ability to maintain record files and prepare reports on pre-determined formats.
  • Requires the ability to accurately complete tasks and transactions within an environment dominated by interruptions.
  • Requires the ability to work cooperatively with all individuals, including employees and the public.
  • Requires the ability to work as a contributing member of a team, work productively and cooperatively with other teams and external customers, and convey a positive image of the college.
  • Requires the ability to work weekends, early mornings, and evenings to support student activities.


Physical Abilities
  • The general physical demands, working conditions, and essential job functions associated with this classification will be kept on file with the Office of Human Resources.
  • Essential functions will vary by position.
  • As defined by Title I of the Americans with Disabilities Act (“ADA”) and California’s Fair Employment and Housing Act (“FEHA”), the District shall engage in a timely, good-faith interactive process with employees or employment applicants who are requesting or are in need of reasonable accommodations and, provide reasonable accommodations for employees or employment applicants who, because of their disability, are limited in or unable to perform one or more of the essential functions of their job in accordance with applicable state and federal law.

Education and Experience
  • The position typically requires a High School diploma supplemented by course work in general office skills and three years of experience in high-volume customer service, general clerical, data entry, and production keyboarding environment. Post-secondary education in business may substitute for some experience. Or, any combination of education and experience which would provide the required equivalent qualifications for the position.

Licenses and Certificates
  • May require a valid driver's license.

Desirable Qualifications
  • Working knowledge of the marine industry
  • Working knowledge of recreational boating and safe boating practices


Working Conditions
  • Work is performed indoors or outdoors where health and safety considerations are minimal. May require work during the early morning, evening, and weekend hours, based on the needs of the department.


Conditions of Employment

IN-HOUSE ONLY:
This position is open to internal Coast Community College District (CCCD) employees to apply. Temporary CCCD employees are eligible to apply (excluding part-time faculty and student assistants). If you are not a current employee with CCCD, please do not apply at this time.

This is an IN-HOUSE ONLY - temporary, part-time 19.5-hours per week, categorically-funded, 12-months per year classified position, to include a full weekend shift pay differential of 5%. The District reserves the right to extend, modify, or eliminate this position based upon available funds. The normal hours of work will be Friday from 9:30 a.m. to 5:30 p.m., Saturday and Sunday from 9:00 a.m. to 3:30 p.m. May require the flexibility to work during the early morning, evening, and weekend hours, based on the needs of the department. The effective date of employment will be arranged with the supervisor. (Salary Range EE-113)
  • 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.

The deadline to apply is September 28, 2020, by 11:59 p.m. Application materials must be electronically submitted online at htt p ://www.cccd.edu/em p lo yment . Incomplete applications and application materials submitted by mail will not be considered.

Additional Information

Application Requirements
To be considered for employment you must submit a complete application packet. A complete application packet includes:
  • A complete online Classified/Management Employment Application .
  • A current resume . (Attached as a separate document.)
  • A cover letter highlighting your qualifications for the desired position. (Attached as a separate document.)
  • 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).

Submission of all required application information and materials is the responsibility of the applicant.
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 PROCEDURES:
Applications must be received no later than the posted closing date. There are NO EXCEPTIONS. Electronic applications may be completed by visiting 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 or (714) 438-4716.

Information for TDD users is available by calling (714) 438-4755.

All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community. All application materials become the property of the Coast Community College District and will NOT be copied or returned. Any documents that you are unable to attach can be faxed to (714) 782-6065. Faxes must clearly indicate your name and the job to which you are applying.

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 that 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.

Disability Accommodations:
If you require accommodations in the Application or Examination Process, please notify Human Resources by calling (714) 438-4714 or (714) 438-4716.

SELECTION PROCEDURES:
All online applications and required materials received by the deadline date will be screened to determine which applicant(s) meet(s) the minimum qualifications as stated in the job announcement. Please note: Possession of the minimum qualifications does not ensure an interview. Applicants who meet the required qualifications and who are also deemed to possess the highest degree of desirable qualifications will be invited to discuss their qualifications in an interview with the College/District. Therefore, it is highly recommended that applicants submit clear, detailed responses to all supplemental questions in order to demonstrate his/her qualifications as related to the position.

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 the 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.

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