Veteran Specialist (IVC - Substitute)

Application Instructions:

• Complete all sections and fields on the application and attach all required documents incomplete applications may not be considered.

• Include all relevant education training and/or experience on the application.

• Do not include any personally identifiable confidential or otherwise unrequested information that does not pertain to job related factors (e.g. social security number date of birth pictures etc.) on your application or attached documents.

• For job postings with a close date all applications received by 11:59 PM (Pacific Time) on the job posting close date will receive consideration.

• For job postings with an initial screening date all applications received by 11:59 PM (Pacific Time) on the job posting initial screening date will receive priority consideration; however typically the job posting will remain open and continue to accept applications until the position is filled.

• For job postings requiring professional references include at least three (3) professional references from the following categories:

1. Current department chair(s) (for faculty) or supervisor(s);
2. Previous department chair(s) (for faculty) or supervisor(s) (from within the past five (5) years);
3. Masters thesis or Doctoral Dissertation advisor or supervisor (for faculty);
4. Colleague(s) or co-worker(s) who can address professional competency and skills relevant to the position; and/or
5. Other professional references.

Please note professional references are typically contacted when a candidate is selected for or as a finalist for a position.

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION

Under direction from the appropriate level manager or supervisor performs various tasks supporting the daily operations of the assigned area; serves as a School Certifying Official (SCO) for the Veterans Office working directly with veterans and the Veterans Administration (VA); provides information and assistance to students regarding Veterans Administration benefits. Performs a variety of specialized technical clerical and administrative support tasks relative to the assigned area of responsibility.

DISTINGUISHING CHARACTERISTICS

This is the journey-level class in the Veterans Specialist series. Employees within this class are distinguished from the Senior Veterans Specialist in that the latter serves as a lead worker over lower-level staff and coordinates the daily operations of the assigned area. Receives functional and technical work direction from higher-level staff within assigned area. Employees at the Veterans Specialist level are fully aware of operating procedures and policies within the work unit.

REPRESENTATIVE DUTIES

The following 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.

Processes student applications for Veterans benefits; advises applicants of their entitlement regulations and policies pertaining to their enrollment; document status changes; responds to routine and specialized questions and requests such as requirements application processes and event participation; prepares organizes and sends correspondence materials and information to students regarding services offered; responds to more complex questions and inquiries regarding Veterans Administration benefits and tuition fees; resolves issues appropriate to the level of authority.

Maintains current knowledge of the regulations policies and application requirements and eligibility criteria for assigned program; ensures compliance with School College and District policies and procedures as well as local state and federal codes regulations and laws related to the assigned area; maintains working knowledge of standard operating procedures within the area of assignment; uses District College State and Federal regulations policies and procedures to provide accurate information to students staff faculty and others; abides by all confidentiality practices required by department state and federal policies laws rules and regulations.

Monitors students academic progress; posts grades; updates files at semester completion for progress or delinquency; notifies student of reinstatement procedures; certifies student courses; submits annual requests for approval of the veterans education program.

Assists in the coordination of day-to-day operations of the assigned program or area; performs administrative assistant duties and may serve as receptionist for the assigned area; communicates information in-person electronically or by telephone where judgment knowledge and interpretation of policies and procedures are necessary.

Establishes and maintains complex interrelated filing systems including confidential files and student files; collects compiles and records narrative statistical and financial data and other information; researches and verifies information as requested; types formats proofreads duplicates and distributes a wide variety of correspondence reports and other materials according to established procedures policies and standards.

Operates a variety of office equipment and machines; learns to use modern technology as necessary to perform duties; utilizes electronic technology to correspond with others and to maintain assigned calendars schedules and appointments; utilizes various computer applications software packages and databases; prepares maintains and generates reports. Participates in updating the program website as well as relevant social media sites as required.

Maintains a calendar of activities meetings and events for the assigned area and assists in coordinating department-related events and deadlines.

May submit maintenance work orders for repairs and cleaning as necessary; may prepare and submit information technology work orders as necessary for computers devices and peripherals; orders office supplies and other materials as directed ensuring their timely receipt and storage; maintains adequate inventory levels of supplies and equipment.

Participates in the selection of temporary staff for the assigned program; liaisons with Human Resources and Payroll as necessary to perform process and submit actions related to hiring and onboarding temporary staff time entry and other employment or payroll activities; acts as liaison with other campus and district departments and offices as necessary; provides training mentoring and functional and technical work direction to assigned student workers temporary and lower-level staff and volunteers; reviews and validates completed work for accuracy.

May assist with monitoring and ensuring compliance with accreditation audits and other requirements for the assigned area.

Attends a variety of meetings workshops conferences presentations and training sessions as required; maintains compliance with mandatory trainings and certifications as directed by supervisor; attends and participates in diversity equity and inclusion trainings and events; provides staff support to standing and ad hoc committees and other groups as assigned; takes notes or records proceedings; prepares and distributes agendas background materials and minutes as appropriate.

May assist supervisor with budget administration; tracks budget activity and resolves budget issues and problems; posts monitors and tracks invoices and other expenditures; processes budget/expense transfers; prepares purchase requisitions check requests independent contracts and claims for reimbursement of special funds related to assignment; prepares facilitates and follows-up on contracts as needed; researches and contacts vendors/contractors for estimates and service as appropriate.

Assists with the planning preparation coordination marketing logistics and execution of small and large events and activities; liaisons with other departments and individuals as needed; prepares agendas and programs schedules facilities and procures refreshments as needed.

Liaisons with other campus and district departments to promote events programs and initiatives through targeted marketing campaigns; may assist in preparing a variety of documents for publications and marketing pieces including brochures flyers event programs and related materials; orders brochures applications and forms as necessary; receives sorts and delivers materials.

Participates in the planning and execution of veteran outreach programs and conducts orientation sessions for new and potential veteran students; answers questions and provides information concerning the colleges expectations for academic achievement goals as they relate to veteran enrollment; attends various events and activities targeted at new or returning students and/or potential students; provides and distributes information and materials regarding programs and services to others; may represent the College at on- and off-campus meetings conferences community/outreach events and high school career and college fairs; provides presentations to classrooms regarding program activities as needed.

Maintains assigned area(s) in a safe clean and orderly environment; assures compliance with established safety procedures and regulations; refers unresolved problems to supervisor.

Fosters a collaborative and inclusive environment that promotes creativity and professionalism; establishes and maintains cooperative working relationships with students staff and faculty as well as various outside groups to ensure efficient effective and correct implementation of program objectives.

Perform related duties as required.

QUALIFICATIONS

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

Federal state and institutional regulations related to Veterans Administration (VA) educational benefits including eligibility criteria certification requirements and compliance procedures.

VA systems and platforms used for benefit certification enrollment reporting and academic progress tracking.

Policies and procedures of the Department of Veterans Affairs.

Philosophy operational characteristics services activities goals and objectives of the assigned area; specialized functions activities operations rules regulations requirements and restrictions related to the area of assignment; terminology techniques equipment materials principles theories practices and procedures related to the area of assignment.

Pertinent federal state and local laws codes rules regulations policies and procedures related to the area of assignment.

Current office practices procedures methods and computer equipment software peripherals devices and applications related to the work; word processing desktop publishing spreadsheets and databases.

Generating and preparing reports from systems and databases; basic principles practices and procedures of administrative research; principles and practices used to establish and maintain files and information retrieval systems; principles practice and procedures of fiscal statistical and administrative record keeping; principles and procedures of business letter writing; work organization and basic office management principles and practices.

Processes procedures and practices of budget and contract preparation and administration; accounting principles and procedures.

Effective written and oral communication skills in English including correct usage grammar spelling punctuation and vocabulary.

Basic mathematical concepts.

Principles practices and techniques used in public speaking public relations outreach marketing and providing excellent customer service.

Techniques to facilitate effective interaction with people on an individual or group basis.

Interpersonal skills using tact patience and courtesy.

Principles and practices of providing training work direction and guidance to lower-level office staff and student workers.

Diverse racial ethnic and cultural backgrounds sexual orientations gender identities religions disabilities ages and socio-economic statuses of others.

Confidentiality requirements when dealing with sensitive information.

Occupational hazards and standard safety policies and procedures.

District and College organization operations policies and objectives.

Ability to:

Serve as a School Certifying Official (SCO) accurately certify enrollment and submit required documentation to the VA in compliance with all applicable laws and timelines.

Analyze and verify student eligibility for veterans educational benefits.

Interpret and clearly explain complex veteran benefits regulations policies and procedures to students staff and the public.

Learn and understand the organization and operation of the assigned department as necessary to assume assigned responsibilities; understand explain and apply administrative and office policies and procedures as well as pertinent laws regulations and ordinances; work within the policies functions and requirements of area of assignment; use District College State and Federal laws regulations policies and procedures to provide accurate information to students staff faculty and others; abide by all confidentiality practices required by department state and federal policies laws rules and regulations; adhere to and enforce procedures and guidelines.

Perform a range of administrative and programmatic duties of a specialized nature. Implement the operations services and activities of the assigned area; participate in activities that effectively accomplish the goals objectives and procedures of the assigned area.

Operate office equipment including hardware software peripherals and devices supporting word processing desktop publishing database management and spreadsheets; type or enter data at a speed necessary for successful job performance; research compile analyze and interpret data and information; maintain accurate filing record keeping and tracking systems; apply excellent organization skills and attention to detail; compose and prepare correspondence and memoranda; prepare documentation reports and other written materials.

Communicate clearly and concisely both orally and in writing in English; demonstrate correct English usage grammar spelling punctuation and vocabulary; understand and follow oral and written directions in English; listen actively and effectively.

Develop maintain and foster effective cooperative collaborative and inclusive working relationships involving interactions and communications in person electronically by phone and in writing; work with and exhibit sensitivity to and understanding of persons with diverse racial ethnic and cultural backgrounds sexual orientations gender identities religions disabilities ages and socio-economic statuses on a regular ongoing basis.

Effectively represent the assigned area to the College and outside individuals and agencies to accomplish the goals and objectives of the unit.

Interact extensively with and respond to requests and inquiries from students faculty staff and the public; effectively present information in person electronically or by telephone to students staff or the public; provide excellent customer service.

Work effectively under pressure with frequent interruptions and a high degree of public contact on a variety of tasks concurrently while meeting established deadlines and changing priorities; concentrate on detailed tasks for extended periods of time; work confidentially independently and collaboratively.

Exercise good judgment discretion and personal initiative in resolving confidential difficult and sensitive situations according to established policies and procedures; use sound judgment in recognizing scope of authority; maintain critical and sensitive information records and reports confidentially.

Provide functional and technical work direction and training to assigned staff student workers and volunteers.

Report to work on a regular and consistent basis as scheduled to assigned job.

Maintain the cleanliness safety and organization of assigned area; ensure adherence to safe work practices and procedures; monitor activities in assigned area and enforce policies for proper use and behavior.

Attend a variety of meetings workshops conferences presentations and training sessions on-and off-site as required; maintain compliance with mandatory trainings and certifications as directed by supervisor; attend and participate in diversity equity and inclusion trainings and events.

Work occasional evening/weekend shifts as required.

Perform related duties as required.

EDUCATION AND EXPERIENCE GUIDELINES

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:

Equivalent to two years of college level course work in finance accounting business administration or a related field.

Experience:

Two years of increasingly responsible experience in student services or a related field preferably working with military connected students with an emphasis in veterans benefits.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

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.

Environment:Work is performed primarily in a standard office setting. Duties are typically performed 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. At least minimal environmental controls are in place to assure health and comfort.

Physical: 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; and to verbally communicate to exchange information.

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

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

Work Schedule: TBD Schedule and shift vary and are subject to change in accordance with the departments needs.

Hours per Week: Up to 25

Employment Conditions and Information:

This is a short-term temporary hourly Non-Bargaining Unit (NBU) assignment not to exceed 160 days and 960 hours per fiscal year (July 1^st through June 30^th). Short-term temporary NBU positions may only be used on an intermittent seasonal or project basis. Education Code Section 88003 states Short-term employee means any person who is employed to perform a service for the district upon the completion of which the service required or similar services will not be extended or needed on a continuing basis.

After successful completion of the onboarding requirements an individual may be employed by the South Orange County Community College District (SOCCCD) as a short-term temporary NBU employee. Employment will be on an if and as needed basis as determined by the SOCCCD. The assignment may be shortened or extended at any time due to departmental needs with little to no notice. NBU employment is at-will and either party may terminate this working relationship at any time. Neither party shall be required to provide any reason for the separation. NBU employees shall not have reemployment rights or recourse to petition to be reinstated.

NBU employees are limited to working in a single position for a single department and site (assignments are onsite only).

NBU employees are paid on a monthly basis. The payroll reporting period is from the 1^st of the month to the last day of the month. NBU employees are paid on the 10th of the following month.

Example: For the following reporting period: January 1^st through January 31^st the NBU employee will be paid on February 10^th.

NBU employees who work more than 1000 hours per fiscal year are required to contribute to the California Public Employees Retirement System (CalPERS) through payroll deduction. The SOCCCD does not intend to employ NBU employees for more than 960 hours during any fiscal year.

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. The South Orange County Community College District (SOCCCD) will not sponsor any visa applications.

Employees must reside in California while employed with the SOCCCD.

California Public Employees Retirement SystemandCalifornia State Teachers Retirement System:

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 the SOCCCD 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 SOCCCD to perform service that requires membership in CalPERS is eligible to elect to continue retirement system coverage under CalSTRS

Disability Accommodations:

If you require special accommodations in the application and/or evaluation process please notify Human Resources at least two (2) business days prior to the job posting close or initial screening date by either calling or sending an e-mail to

Attendance Requirement:

All SOCCCD employees are required to report to work on a regular and consistent basis as scheduled to assigned job.

Campus Crime and Safety Awareness:

Information regarding campus crime and safety awareness can be found at or . Paper copies are available in the Human Resources office upon request.

Non-Discrimination Notice:

The SOCCCD provides access to its services classes and programs without regard to national origin immigration status religion age gender gender identity gender expression race ethnicity color medical condition military and veteran status genetic information ancestry sexual orientation marital status physical or mental disability pregnancy or because they are perceived to have one or more of the foregoing characteristics or based on association with a person or group with one or more of these actual or perceived characteristics.

California Fair Chance Act:

The SOCCCD will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check if the SOCCCD is concerned about a conviction that is directly related to the job you will be given the chance to explain the circumstances surrounding the conviction provide mitigating evidence or challenge the accuracy of the background report.

Diversity Equity Inclusion and Equal Employment Opportunity:

The SOCCCDis looking for equity and inclusion-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to the understanding of diverse academic socioeconomic cultural disability gender identity sexual orientation and ethnic backgrounds present within our community.

The SOCCCD is committed to ensuring that all students have the opportunity to succeed in their classes and as such to eliminating institutional barriers that disproportionately impact students of color. Irvine Valley College and Saddleback College are deeply committed to fostering an inclusive environment where students staff and faculty from diverse backgrounds can thrive academically and professionally.

Irvine Valley College (IVC) serves approximately 21584 students reflecting a rich diversity: 41% Asian 2% Black/African-American 21% Hispanic/Latino 8% Southwest Asian and North African 5% two or more races and 21% White in Fall 2024.

Similarly Saddleback College (SC) serves around 25789 students with demographics showing 12% Asian 2% Black/African-American 29% Hispanic/Latino 5% two or more races and 47% White in Fall 2024.

These numbers underscore the importance of our commitmentto eliminating equity gaps across all student demographics through implementing dynamic student-centered practices and support the academic and career success of our diverse student body we seek a candidate who will actively contribute to our mission of inclusivity and support. The ideal candidates values will align with SOCCCDs goals for Diversity Equity and Inclusion (DEI) and Equal Employment Opportunity (EEO).

THE SOCCCD IS AN EQUAL OPPORTUNITY EMPLOYER