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Home » Find Jobs » Job Listings » Job Details
Substitute - Clerical Assistant II
San Bernardino Community College District in San Bernardino, Browns Town
 
 
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Date Posted 02/20/2020
Category
Admin-Secretary and Administrative Assistants
Employment Type fulltime
Application Deadline 06/30/2020
 
 
 
 
 

SALARY:

$18.52 - $22.54 Hourly

DEPARTMENT:

Various Departments

OPENING DATE:

02/18/20

CLOSING DATE:

06/30/20 02:00 PM

WORK SCHEDULE:

Monday - Friday 8:00 AM - 5:00 PM

SUMMARY DESCRIPTION:

This posting is to establish a pool of qualified applicants for the 2019-2020 academic year. The department may not be actively recruiting. Your application will remain on file for consideration until June 30, 2020. Should the department be interested in interviewing you, you will be contacted by the department with the information provided in your application.

Under supervision (Clerical Assistant I) or general supervision (Clerical Assistant II), performs a variety of office support, clerical, and routine secretarial duties of a general or specialized nature in support of the function to which assigned; provides word processing and data entry support; maintains a variety of files and records; and provides information and assistance to students, faculty, staff, and the general public

Clerical Assistant II - This is the journey level classification in the clerical/office support series. Employees within this class are distinguished from the Clerical Assistant I by the performance of the full range of clerical and office support duties as assigned. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. Positions in this class series are flexibly staffed and are generally filled by advancement from the "I" level, or when filled from the outside, require prior experience. Advancement to the "II" level is based on management judgment and/or certification or testing that validates the performance of the full range of job duties.

REPRESENTATIVE DUTIES:

1.      Serves as receptionist for assigned area; receives office and telephone callers; provides material and information in response to requests for information related to assigned area of responsibility; conveys telephone messages; refers callers to appropriate staff for further assistance as needed.

2.      Verifies and reviews materials, applications, records, files, and reports for completeness and conformance with established regulations and procedures; applies applicable policies and procedures in determining completeness of applications, records, files, and reports; collects and processes appropriate information.

3.      Types, word processes, and proofreads a variety of documents and forms including general correspondence, agendas, reports, and memoranda from rough draft, recordings, or verbal instruction; disseminates information as appropriate.

4.      Maintains accurate and up-to-date files and records for assigned areas; develops and monitors various logs, accounts, and files for current and accurate information; verifies accuracy of information, researching discrepancies and recording information; organizes and maintains filing systems.

5.      Performs a variety of routine clerical accounting duties and responsibilities involved in financial record keeping and reporting for assigned area; receives and processes invoices; maintains a variety of accounting records, logs, and files; compiles information and data for statistical and financial reports; checks and tabulates data.

6.      Receives, sorts, and distributes incoming and outgoing correspondence.

7.      Presents program information to students and faculty; assists in preparing program materials; receives, sorts, and delivers materials.

8.      Maintains office supplies and inventories; orders, receives, and maintains office supplies and equipment; prepares requisitions, purchase orders, and work order forms.

9.      Maintains calendar of activities, meetings, and various events for assigned staff; schedules appointments; reserves facilities for specific uses; coordinates activities with others.

10.   Schedules and prepares for a variety of meetings; prepares and distributes agendas; attends meetings related to assigned area; takes and prepares minutes as assigned; disseminates information as appropriate.

11.   Utilizes various computer applications and software packages; enters, updates, corrects, and extracts information; maintains and generates reports from a database or network system.

12.   Operates office equipment including computer equipment, typewriter, calculator, copier, and facsimile machine. E

13.   Assists in selecting, training and providing work direction to student workers as assigned.

14.   Performs related duties as required.

QUALIFICATIONS

Knowledge of:

  • Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.

  • Basic principles of business letter writing and basic report preparation.

  • Principles and practices used to establish and maintain files and information retrieval systems.

  • Principles, practices, and procedures of basic fiscal, statistical, and administrative record keeping.

  • Basic principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.

  • Interpersonal skills using tact, patience and courtesy.

  • Basic mathematical concepts.

  • Work organization principles and practices.

  • English usage, grammar, spelling, punctuation, and vocabulary.

Ability to:

  • Learn and understand the organization and operation of the assigned program area as necessary to assume assigned responsibilities.

  • Learn, understand, interpret, and apply general administrative and office policies and procedures.

  • Learn the methods and standards used in processing paperwork related to area of assignment.

  • Perform a variety of office support and clerical duties and activities of a general and specialized nature involving independent judgment in the interpretation, application, or modification of existing procedures within well defined guidelines.

  • 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.

  • 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 diverse racial, ethnic, disabled, sexual orientation, and cultural populations of community college students.

  • Use correct English usage, spelling, grammar, and punctuation.

  • Speak and write a second language is desirable.

  • Understand and follow verbal and written directions.

  • Communicate clearly and concisely, both orally and in writing.

  • Establish and maintain effective working relationships with those contacted in the course of work.

 

QUALIFICATIONS:

Education/Training:

Equivalent to the completion of the twelfth grade. Specialized general office and clerical training is highly desirable.

Experience:

Two years of responsible clerical experience involving a high level of public contact and use of computer and office applications comparable to a Clerical Assistant I with the San Bernardino Community College District.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT:

Environment: Work is performed primarily in a standard office setting with frequent interruptions and distractions; extended periods of time viewing computer monitor; possible exposure to dissatisfied individuals.

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; vision sufficient to read computer screens and printed documents; and to operate assigned equipment.

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

 

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