drjobs Office Services Assistant (Maintenance & Operations)

Office Services Assistant (Maintenance & Operations)

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1 Vacancy
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Job Location drjobs

Huntington Beach, CA - USA

Yearly Salary drjobs

$ 57285 - 77232

Vacancy

1 Vacancy

Job Description

Definition

(ON-CAMPUS - In-Person Position)


About Golden West College


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 serves 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 databasesand convert it 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 a 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

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 Californias 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 drivers 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


This is a regular full-time 12 month per year classified position. The normal hours of work are 7:00 a.m. to 4:00 p.m. Monday through Friday. Hours will vary and may include nights and/or weekends in order to meet the needs of the department. The effective date of employment will be arranged with the supervisor.



Application Requirements
Incomplete applications application materials submitted by mail and documents not requested in the job announcement will not be considered. Please note that the district does not return materials submitted in the application process (copies of original supporting documents are acceptable).

A complete application packet includes:
  1. A complete Coast Community College District Online Employment Application.
  2. A Current Resumeof professional and educational background and experience.
  3. A Cover Letterdetailing your experience related to the role.
  4. Responses toSupplemental Questions(Please provide clear and detailed responses 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 put see resume or N/A or leave blank).

Individuals who need reasonable accommodations in accordance with ADA should notify the Human Resources Office for assistance by emailing or by calling 714.438.4716.


Pay Philosophy


Employment Information


The SELECTED CANDIDATE is required to complete the following prior to employment:

Additional Information

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. We are
committed to hiring and staff development processes that support the goals of equal opportunity and diversity and 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.The Coast Community College District is a multi-college district that includes
Coastline Community CollegeGolden West CollegeandOrange Coast College.


Coast Community College District Title IX:

direct link2024 Coast Community College District Annual Security and Fire Safety Report.is the 2024 Annual Security and Fire Safety Report for Coast Colleges. The crime statistics for calendar years 2018 - 2021 were submitted to the U.S. Department of Education as required under the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. A hard copy can be provided from one of the Campus Safety Offices. Please contact any of the Campus Safety Offices for any questions regarding the report.

Employment Type

Full-Time

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