Department Assistant III, Kinesiology, Health & Athletics (Short-Term)

Salary: $18.41 - $26.01 Hourly
Job Type: Temporary -- Classified Substitute

About the Role

Under the direction of an assigned supervisor, provide a variety of complex and confidential clerical and secretarial services to college administrators, faculty, and staff; provide information to faculty, staff, students, and the public; and offer complex staff assistance to departments.

The Department Assistant III provides specialized clerical support requiring broad knowledge of an assigned program or functional area. Incumbents are typically assigned to a functional area where use of independent judgment requires related specialized training and experience.

Responsibilities

• Perform general secretarial and clerical work; schedule appointments and process personnel information; monitor, order, distribute, and maintain office supplies; order textbooks; maintain and troubleshoot new equipment; receive and sort mail.
• Type and proofread a wide variety of reports, letters, projects, and proposals; compose correspondence related to assigned responsibilities; assist in preparing and typing course outlines and catalog information, including class and final examination schedule information.
• Participate in the planning, development, and implementation of a variety of events and functions directly related to the area of responsibility, including fundraising and special events related to college programs.
• Assign work activities, projects, and programs to clerical and student help; monitor workflow; review and evaluate work products, methods, and procedures; participate in the selection of clerical or student staff; assist in staff training.
• Perform a variety of work involved in student assistance, including scheduling classes; arrange special accommodations such as testing or audiovisual equipment; inform students of class cancellations; transfer students.
• Prepare a variety of reports and requests such as travel request forms and faculty request forms; prepare monthly payroll; report teacher absences; verify student assistants' time cards; issue, receive, type, and process various applications, permits, and other forms.
• Organize and maintain filing systems; maintain a variety of files and record logs directly related to the area of assignment, including certificated and classified employee files, budget information, student rehabilitation progress, and general student files.
• Receive and deliver supplies; verify incoming shipments for appropriate quantity and quality; record receipt of merchandise on purchase orders; file purchase orders; forward purchase orders to the District office for partial or full payment; send District updated inventory lists.
• Respond to supply and material delivery problems; identify shipping problems and return goods shipped in error to vendors.
• Assist in reviewing outgoing correspondence and reports for accuracy, completeness, and compliance with established standards; participate in the development of program newsletters.
• Maintain calendars and schedules of activities, meetings, interviews, and appointments; coordinate activities with other departments, various Board and committee members, the public, and outside agencies; maintain departmental bulletin board.
• Review materials for completeness and conformance with established regulations and procedures; apply applicable policies and procedures in determining completeness of applications, records, and reports; provide information and forms to the public; collect and process appropriate information.
• Serve as a receptionist; answer the telephone and provide information to students, other offices, and the general public regarding the College's policies and procedures as required; provide information on classes, instructors, and schedules.
• Participate in budget preparation and administration; prepare cost estimates for budget recommendations; submit justifications for budget items; prepare requisitions for supplies and equipment for all specially funded projects; monitor and control expenditures.
• Exercise functional and technical supervision over clerical and secretarial staff and student assistants.
• Perform related duties as assigned; duties performed at extension sites may be diverse and varied.

Requirements

Any combination equivalent to: graduation from high school and three years of responsible clerical experience.

Skills

• Knowledge of:
  • Modern office procedures, methods, and computer equipment.
  • Word processing methods, techniques, and programs.
  • Correct English usage, spelling, grammar, and punctuation.
  • Principles of budget administration.
  • Basic arithmetic.
• Ability to:
  • Learn, interpret, and apply the policies and procedures of the District.
  • Learn class scheduling and academic requirements.
  • Perform general secretarial and clerical work, including maintenance of appropriate records and compiling information for reports.
  • Work courteously with students and the general public on the telephone or in person.
  • Train clerical and student staff.
  • Participate in budget administration.
  • Operate a variety of office machines, including a computer and applicable software.
  • Understand and follow oral and written direction.
  • Perform simple mathematical calculations.
  • Communicate effectively both orally and in writing.
  • Establish and maintain cooperative and effective working relationships with others.