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Student Services Clerk (2021)

Santa Monica College
California, United States
Salary Not Specified
Closing date
Aug 16, 2021

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Position Type
Administrative, Academic Affairs, Academic Administration, Business & Administrative Affairs, Business & Administrative Support, Student Affairs, Admissions, Enrollment, Retention & Registrar, Disabled Student Services, Student Activities & Services
Employment Type
Full Time
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Job Details


This is a Promotional and Open Competitive Recruitment, which will result in two eligibility lists.


Santa Monica College is seeking Student Services Clerks to provide a variety of general and routine clerical duties for student services departments and programs. Incumbents are generally assigned to the front counter and are the first point of contact for students in their respective student services area. Vacancies in this class may include full-time, part-time, permanent and/or temporary positions.

The ideal candidate will possess strong interpersonal skills and a proven history of providing outstanding customer service to a variety of stakeholders; the ability to accurately perform highly detailed tasks; the ability to critically think through problems and independently manage competing work assignments in a fast-paced environment; proficiency with common business applications, such as Microsoft Office Suite; resourcefulness and the ability to adapt to new environments and processes; the ability to effectively communicate with others, both orally and in writing; and basic proficiency in reading and math.

Interested applicants may submit an application online through our website at . Applications will only be accepted on Thursday, August 12 and Friday, August 13, 2021.

The Selection Process:
All qualified applicants will be invited to a Written Exam (pass/fail). Only the highest scoring candidates from the Written Exam will be invited to the Technical Project (pass/fail). Only the highest scoring candidates from the Technical Project will be invited to the Qualifications Appraisal Interview (weighted at 100%). Candidates must be successful on the Qualifications Appraisal Interview with a minimum score of 70.00 to be placed on the eligibility list.

Two separate eligibility lists will be created from this recruitment: one for promotional candidates and one for external candidates. The promotional list will be used first, and must be exhausted before we can hire external candidates to fill vacant positions. The eligibility lists created from this recruitment will be used to fill any vacancies that occur during the one year life of the eligibility lists, which may include full-time and/or part-time, permanent and/or temporary positions.

For more information about our selection process, please visit our FAQ page and click on 'Job Applicants'.

Santa Monica College reserves the right to modify the stated examination components and weights prior to the administration of any examination.

Communication for this recruitment will be via e-mail. You must check your e-mail on a regular basis to be informed of your status for this recruitment.

Salary Placement

New Employees: Generally, new employees start at the first step on the salary schedule. A new permanent classified employee may request a higher salary placement based on recruitment issues and/or additional training and experience which greatly exceeds the minimum requirements. Please note that salary placement above the third step requires additional approvals by Santa Monica College executive staff .

Current Employees: Upon promotion, the new salary for a current, permanent employee is based on Merit Rule 12.2.8. In accordance with this rule, employees are entitled to at least a one-step (5%) salary increase, and may be eligible for advanced step placement in accordance with established criteria.

'The Santa Monica Community College District is committed to the principles of equal employment opportunity. All qualified applicants for employment, as well as District employees, shall have full and equal access to employment opportunity. No person shall be subjected to unlawful discrimination in any program or activity of the District. The District's Board Policy 3120 (Equal Employment Opportunity and Nondiscrimination in Employment) may be accessed at: EEO Program .'

Equity Statement:
'Santa Monica College encourages candidates that are equity-minded to apply. SMC is a minority-serving, Hispanic-serving institution. We actively seek to attract candidates from minority groups that value equity, diversity, and inclusion. Equity, diversity, and inclusion are built into the culture at SMC, and are an essential component of the work that we do. SMC is committed to racial and socioeconomic diversity as it is a reflection of our student population and we strive to hire candidates that share this commitment.'

Examples of Duties

Answers the telephone and performs receptionist duties including assisting students, faculty, staff and the general public. Provides information and refers callers and visitors to appropriate personnel and offices as required.

Instructs students in the correct procedure to complete application forms and documents, and proofreads and checks information for completeness and accuracy

Receives and reviews incoming documents for completeness, accuracy, and signature; verifies student documents by checking official records, databases, and original documents; and verifies receipt of student documents from other institutions

Performs general clerical duties in support of an assigned department/program, such as: posting information to operational, business, and student records; typing, proofreading and duplicating a wide variety of documents; inputting data into various computer databases; receiving, sorting and routing mail; sorting and filing documents and records according to predetermined classifications; maintaining alphabetical, index, and cross referenced files; restocking department forms and office supplies; scheduling appointments.

Uses imaging technology to store student services documents, such as student transcripts

Performs basic mathematical calculations in the performance of duties.

Performs other related duties as requested or assigned.

Depending on the area assigned, the following may be essential functions:
Demonstrates the operation of equipment to students, such as video, DVD players or computers.

Monitors students' behavior and facilities use; enforces no eating or drinking policies; monitors noise levels.

Assists with the opening and closing of facilities; turns off computers; rearranges furniture; monitors facilities for breakage or maintenance problems; collects articles left by students and forwards to Campus Police by area of assignment

Maintains a record of supplies/materials checked in and out by students.

Examples of essential duties are descriptive and not restrictive in nature and are generally listed in descending order of importance.

Minimum Qualifications

Education Requirement:
Graduation from high school or evidence of equivalent educational proficiency

Experience Requirement:

One (1) year of general clerical experience, which includes experience operating a computer keyboard for data entry and retrieval, and customer service experience with direct public contact.

Education/Experience Equivalency:
Experience and/or education of the same kind, level or amount as required in the minimum qualifications may be substituted on a year-for-year basis.

Licensure and/or Certification:

Supplemental Information

MERIT SYSTEM Santa Monica College is a Merit System employer committed to the following principles: 1) Hiring and promoting employees on the basis of ability through competitive selection; 2) Fair compensation on the basis of like pay for like work; 3) Retaining employees on the basis of performance; 4) Training for high quality performance; 5) Assuring fair treatment of employees without illegal discrimination; 6) Protecting employees against political coercion; and 7) Providing for due process in the event of disciplinary action

APPLICATION PROCEDURE Official SMC application forms and related materials must be fully and correctly completed for each examination. A separate application must be submitted for each position. Resumes may be submitted for any position, but will not be accepted in lieu of a District application. The Personnel Commission may obtain confidential employment references from current and previous employers after you complete an 'Authorization to Release Information' form at the Final Selection Interview. Within approximately two weeks after the closing date, applicants will be notified regarding the status of their application. Applicants requiring special application, testing, or interview arrangements due to a disability, should notify the Personnel Commission office at the time of application submission. The District does not return materials submitted.

SELECTION PROCEDURE Examinations may consist of a written or performance test, an evaluation of training and experience, an oral examination or interview, or other tests determined by the Personnel Commission office. Additional credit is added in entry-level examinations to the composite passing score of qualified veterans for war service (5 points) and disabled veterans (10 points) upon presentation of proof of veteran status at the time of application. Requests for reconsideration of questions contained in written examinations must be made in writing on the day the test is administered. Applicants selected for an oral interview will be notified in writing of the time and place of the interview. Interviews are conducted by a Qualification Appraisal Interview Panel. Travel costs related to the examination/ interview will be borne by the applicant. Final test results are mailed within approximately 15 days after the examination/interview. Requests to review scores must be made during the five day review period following notification results.

ELIGIBILITY LIST Candidates who attain a passing score on each part of the examination will be placed in rank order on the Eligibility List. The Eligibility List is available for review by exam candidates for a five-day review period following notification. Unless otherwise indicated, Eligibility Lists are established for a period of one year. Eligibile's names will generally remain on the List until they are hired, decline three interview opportunities, or make themselves unavailable. Unless otherwise stated on the Job Bulletin, when a Promotional and Open-Competitive List is established, the Promotional List will be used first. Final selection will be made from the appropriate Re-employment or Transfer List, if any, and from the top three ranks of Eligibles that are 'ready and willing' to accept the vacant position. It is the candidate's responsibility to update any address and/or phone number changes on our website. An Eligible may change their availability by notifying the Personnel Commission office.

ADDITIONAL REQUIREMENTS All offers of employment are conditional, based upon the successful completion of: 1) Fingerprinting/Conviction Clearance: State law requires that all employees be fingerprinted to check for, or verify, conviction records. Costs for fingerprinting will be borne by the applicant. All candidates with a conviction record for any offense, other than minor traffic violations, must file a Conviction Record Statement with their application. Conviction records will be fully investigated. A record of conviction will not automatically disqualify an applicant, but failure to list all convictions may result in disqualification or dismissal; 2) TB Test: All persons selected must successfully pass a tuberculin skin test or chest x-ray; 3) Eligibility to Work: Upon hire, each new employee must complete an I-9 Form and present supporting documents establishing proof of identity and employment eligibility as outlined in the Immigration Reform and Control Act.

PROBATION PERIOD Permanent Classified Employees, other than management, law enforcement and confidential personnel, become permanent upon successful completion of six months (130 days) of work.

SALARY AND BENEFITS Beginning Salary: Generally, new employees start at step A on the salary schedule. If there is a limited candidate pool, a new permanent Classified Employee may request a higher salary placement based on his/her training and experience that greatly exceeds the minimum qualifications. The maximum initial placement is on Step C of the salary schedule. Advanced salary placement must be requested at the time of offer and is subject to verification of qualifying training and experience. Vacation and Sick Leave: Regular non-management employees receive vacation and sick leave at the rate of one day per month each. Vacation is increased after 4, 8 and 12 years of employment to a maximum of 22 days per year. Longevity increments of 5% are granted at the completion of 5, 10, 15, 20, 25 and 30 years of service. Holidays: Employees receive 17 paid holidays per year. Benefits: Permanent full-time employees receive fully-paid medical, dental, and vision-care coverage. Benefits for permanent part-time employees are prorated according to the number of hours worked per week.

CSEA UNION MEMBERSHIP New permanent Classified Employees have the option to join the California School Employees Association (CSEA), Chapter 36.

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