Program Assistant, Categorical (One or More Positions) (Lateral and External)



Posting Details

Link to job brochure: Classification Title Program Assistant, Categorical Job Category: Classified Staff Job Open Date: 05/12/2021 Job Close Date: 06/22/2021 Initial Screening Date Position ID: P0012728 Job Open ID: REQ8918 Position Title: Program Assistant, Categorical (One or More Positions) (Lateral and External) Location 20-Saddleback College Department Student Veterans Services (SC-061-103) Term: 12 Months/Year Salary Schedule Link: Click here for current Salary Schedules Pay Basis: Monthly Pay Range: 118 % of Range: 60% is $2,359.80 per month Hours per week: 24 Work Schedule M,Thur and Fri (8:00am to 4:30pm) Receives Benefits: No Classification Benefits:

The District offers a comprehensive package of insurance benefits to eligible employees, which includes medical and dental insurance, a vision-care plan, life insurance and dependent life coverage, accidental death and dismemberment coverage, and a long-term disability income-protection plan. All premiums are fully paid by the District. Mandatory retirement incentive is with California Public Employees Retirement System (CalPERS).

Position-Specific Benefits: Additional Position Information: Permanent link to posting https://jobs.socccd.edu/postings/11331
Summary Description:

Under general supervision, provides word processing and other computer operation services in support of the assigned grant funded program; performs a variety of administrative office support duties of a general or specialized nature; and provides information and assistance to students, faculty, staff, and the general public. May provide training and work direction to student workers if assigned.

Distinguishing Characteristics:

This class is distinguished from similar classifications in that the position assigned to this class is categorically funded, not financed by District funds. The incumbent works with students and faculty to implement the activities of a grant program. Duties include assisting faculty and classified staff by performing word processing and other administrative support functions that further the goals of the grant program and support division-wide activities and duties.

Representative Duties:

The 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. Please see Job Duties for details.

Knowledge of:

Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Current word processing, spreadsheet and database programs, methods, and techniques.
Basic principles of business letter writing and basic report preparation.
Methods and standards used in processing College paperwork.
Principles and practices used to establish and maintain files and information retrieval systems.
Basic principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.
Principles and practices of public relations.
Work organization principles and practices.
English usage, grammar, spelling, punctuation, and vocabulary.

Ability to:

Understand the organization and operation of the assigned program area as necessary to assume assigned responsibilities.
Understand, interpret, and apply general administrative and office policies and procedures.
Perform a variety of office support and clerical duties and activities of a general and specialized nature for an assigned office.
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.
Proctor tests and examinations, maintaining confidentiality of information.
Use sound judgment in recognizing scope of authority.
Type or enter data at a speed necessary for successful job performance.
Compile and organize data and information.
Maintain filing systems.
Exercise good judgment in maintaining information, records, and reports.
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 and exhibit sensitivity to and understanding of the varied racial, ethnic, cultural, sexual orientation, academic, socio-economic, and disabled 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.

Education/Training:

Equivalent to the completion of the twelfth grade. Completion of college level course work in business administration or a related field is highly desirable.

Experience:

Two years of specialized clerical or office experience preferably involving extensive public contact.

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.

Conditions of Employment:

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 Environment:

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.

Physical Demands:

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. Vision: See in the normal visual range with or without correction. Hearing: Hear in the normal audio range with or without correction.

Additional Position 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.

DISABILITY ACCOMODATIONS :

If you require special accommodations in the application and/or selection process, please notify District Human Resources ( DHR ) 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 hrinfodesk@socccd.edu.

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 ( DHR ) office upon request.

PLEASE NOTE :

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.

Additional Classification Information: Position Specific Benefits:

The District provides California Public Employees Retirement Systems (CalPERS) retirement, sick leave, personal necessity leave, vacation and holiday benefits for part-time bargaining unit employees.


Job Duties

Job Duties

Duties and Responsibilities

Provide word processing and other computer operation services in support of the assigned grant funded program; produce letters, manuals, syllabi, handbooks, course materials, board agendas, position announcements and reports; create and maintain originals of documents; distribute finished materials as appropriate.

Duties and Responsibilities

Participate in preparing a variety of required and comprehensive reports within the assigned grant funded area.

Duties and Responsibilities

Serve as receptionist for assigned grant funded program; receive office and telephone callers; provide material and information in response to requests for information related to program; convey telephone messages; refer callers to appropriate staff for further assistance as needed.

Duties and Responsibilities

Follow up on registration problems for the assigned grant funded area; respond to questions and inquiries from students regarding registration guidelines and procedures.

Duties and Responsibilities

Provide assistance to students and staff in the orientation process; attend orientation meetings, collect student paperwork, make copies of documents as necessary and respond to questions and inquiries.

Duties and Responsibilities

Proctor tests to students within the program; inform students of directions; maintain a quiet testing environment for students, and ensure security of test materials; maintain confidentiality of confidential and/or sensitive matters with regard to test proctoring.

Duties and Responsibilities

Verify and review materials, applications, records, files, and reports for completeness and conformance with established regulations and procedures; apply applicable policies and procedures in determining completeness of applications, records, files, and reports; collect and process appropriate information.

Duties and Responsibilities

Design, develop and prepare a variety of graphics, brochures, flyers, charts and other documents utilizing desktop publishing hardware and software.

Duties and Responsibilities

Maintain accurate and up-to-date files and records for assigned program; develop and monitor various logs, accounts, and files for current and accurate information; verify accuracy of information, researching discrepancies and recording information; organize and maintain filing systems.

Duties and Responsibilities

Provide program information to students and faculty; assist in preparing program materials; receive, sort, and deliver materials.

Duties and Responsibilities

Perform related duties as required.

Documents Needed for Applying
Required Documents
  1. Resume / CV
  2. Cover Letter
Optional DocumentsSupplemental Questions

Required fields are indicated with an asterisk (*).

  1. A qualified applicant shall be a permanent (not probationary) bargaining unit member serving in the same salary range and comparable position as that of the open position and who meets the qualifications for the open position per the job description for that position. Are you a qualified applicant?
    • Yes
    • No
  2. Please Note: Official transcripts will be required upon offer of employment. Would you be able to provide official transcripts upon offer of employment?
    • Yes
    • No
  3. Have you been terminated from employment and/or released from probation at the South Orange County Community College District (SOCCCD)?
    • Yes
    • No
  4. If yes, please provide details.

    (Open Ended Question)

  5. Relevant current and previous experience, education, certifications, and/or other job related skill sets will be considered when determining salary placement. Does your application and/or supplemental documentation include all relevant current and previous experience, education, certifications, and/or other job related skill sets?
    • Yes
    • No


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