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Office Assistant II

Employer
Joliet Junior College
Location
Illinois, United States
Salary
Salary Not Specified
Posted date
Oct 22, 2021

View more

Position Type
Administrative, Academic Affairs, Academic Administration, Business & Administrative Affairs, Business & Administrative Support, Student Affairs, Admissions, Enrollment, Retention & Registrar, Student Activities & Services
Employment Type
Part Time
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Position Title:

Office Assistant II

Job Description:

POSITION TITLE: OFFICE ASSISTANT II (Record Retention)
STATUS: Part time
DEPARTMENT: Student Development
DIVISION: Admissions
CLASSIFICATION: Non-exempt
UNION: Technical Office Support Staff
REPORTS TO: Director of Admissions and Recruitment
PLACEMENT: Clerical Grade 6
MINIMUM PAY RATE:$16.47 per hour

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The student population at the college is diverse in ethnicity, gender, language, age and background. Joliet Junior College is an AA/EO employer and strongly encourages applications from candidates who would enhance the diversity of its staff.

POSITION SUMMARY

Provides a variety of duties for the admissions department. Operates electronic or computerized scanning equipment to perform assigned functions related to scanning processes. Assists the department with daily operational processes such as: duplicate student resolution process for applicants/prospects, electronic uploads of student ACT and SAT scores, record retention of Admissions paper and electronic documents, and in staff rotation for front desk coverage.

ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES

Prepare and organize incoming Admissions documents to be imaged into the student file according to procedures, which includes document analysis and provides quality control for the department. Assists other Admissions staff with data entry functions, part of front desk office rotation and recruitment events. Serves as primary document imaging power user for the department and handles the paper and electronic record retention process for the admissions department. Operate the scanning equipment to image documents. Identify imaged documents and assign appropriate index based upon pre-determined parameters and ensure quality of image. Follows procedure to prepare student documents for follow up communication. Assists with electronic uploads of student ACT and SAT scores into the ERP system according to office calendar. Assists with duplicate student resolution process for applicants/prospect functions with the ability to identify, investigate, and resolve issues related to student applicant records. Assists other department with printing of high school transcripts in addition to sharing the process of granting access of admissions documents to other departments. Assist with training and development of student workers and new department employees. Performs other related duties as assigned. Assist other enrollment center front line areas as needed. Ability to establish and maintain cooperative and effective working relationships with other members of the college and community, displaying cultural competence as well as emotional intelligence.

MINIMUM QUALIFICATIONS

High school diploma or equivalent. Knowledge of and/or ability to quickly learn new scanning technologies/software. Basic personal computer skills with working knowledge of Microsoft Office Suite. Strong verbal and written skills, and ability and willingness to work cooperatively and confidentially with a diverse population. Attentiveness to detail, efficient organizational skills, initiative and ability to produce high-quality work. Ability to establish and maintain cooperative and effective working relationships with other members of the college and community, displaying cultural competence as well as emotional intelligence.

PREFERRED QUALIFICATIONS

One-year related experience. Prior scanning experience. Knowledge and/or experience with Colleague and workday software. English and Spanish verbal and written communication proficiency. Demonstrated multicultural competence. English and Spanish verbal and written communication proficiency. Demonstrated multicultural competence.

PHYSICAL DEMANDS

Normal office physical demands.

WORKING CONDITIONS

Admissions office environment .

Full Time/Part Time:

Part time

Union (If Applicable):

Scheduled Hours:

28
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