FT Administrative Clerk II - SEM

Salary: $54,264.36 annually

About the Role

Performs recurring, yet technically oriented clerical, secretarial, and customer service duties within the Division of Science, Engineering, and Mathematics (SEM). This role requires a working knowledge of department-specific terminology and procedures, the ability to research and extract information from commonly used databases, and the ability to troubleshoot problems encountered with customer service transactions.

Responsibilities

• Types letters, memoranda, reports, work orders, requisitions, or other materials from straight copy, rough drafts, or verbal instructions.
• Prepares handbooks, brochures, and other program materials.
• Processes documents requiring knowledge of the special terminology, policies, and procedures of the SEM Division.
• Performs analytical duties such as evaluating student profiles for specific programs (e.g., limited English proficiency) by pre-screening registration materials.
• Performs receptionist duties: greets visitors, staff, or students in person or over the telephone, and provides standard information related to the area of assignment.
• Receives applications and fees for classes, events, or services that do not require contact with financial aid or admissions and records.
• Prepares class/course packets of student information for instructors.
• Provides special assistance to students, including those with special needs, and may introduce students to other services and college support.
• Maintains records and files of documents, ensuring they are processed and readily accessible.
• Compiles various reports according to well-defined operating procedures.
• Ensures timely distribution and receipt of records and reports, requesting or providing information to assure completeness and accuracy.
• Compiles statistical data, posts routine administrative or financial transactions, and maintains department information on established data entry formats.
• Searches out information in departmental records and files.
• Arranges and assembles printed materials such as college and community information.
• Assists with scheduling and setting up events, including registration, arranging seating and multimedia equipment, and hospitality services.
• Reviews and prepares documents for entry into electronic data processing systems, following up as necessary to complete documents.
• Enters and updates student and business information into computer-aided systems using established formats; may update and modify web pages as approved by the supervisor.
• Initiates requisitions by accessing online purchasing programs.
• Maintains confidentiality of information processed or received during the course of performing assigned duties.
• Receives, sorts, and distributes incoming mail; composes routine correspondence independently as appropriate.
• Maintains currency of knowledge and skills related to the duties and responsibilities.
• Performs other related duties as assigned.

Requirements

• High school diploma or equivalent.
• Two years of general clerical, record keeping, and keyboarding experience in a customer service-oriented environment.

Preferred Qualifications

• College degree.
• Two years of academic office experience specializing in record management, supply inventory, coordinating with vendors, scheduling meetings, and routine administrative processing of course materials, textbooks, and student petitions.

Skills

• Working knowledge of office practices, procedures, and equipment, including filing systems, receptionist and telephone techniques, and letter and report writing.
• Working knowledge of procedures associated with processing financial transactions such as purchase orders and budget line item changes.
• Proficiency in personal computer-based software, including word processing, spreadsheets, and education-specific software with data entry screens.
• Sufficient arithmetic skills to compute sums and statistics.
• Strong English language skills, including grammar, spelling, punctuation, proofreading, and editing, to prepare standardized correspondence.
• Human relations skills to present a positive image of the department and college, convey technical information, and exercise sensitivity when dealing with a diverse population.
• Ability to perform in a high-volume environment with distractions, maintaining speed and accuracy in clerical and secretarial work.
• Ability to learn, understand, and apply college and state agency rules, regulations, and policies.
• Ability to plan, organize, and prioritize work to meet schedules and timelines.
• Ability to use a personal computer to produce correspondence, informational materials, and conduct basic research.
• Ability to operate standard office equipment, maintain records and files, and compile alphanumeric information for reports.
• Ability to maintain confidentiality of private and sensitive information.
• Ability to maintain productive and cooperative relationships with staff, students, external organizations, and the public using sensitivity to diverse populations and courtesy.

Physical Abilities

• Ability to function indoors in a primarily sedentary role.
• Near vision sufficient to write and read printed materials and computer screens.
• Hearing and speech adequate for ordinary and telephonic conversation, including sound prompts from equipment.
• Ambulatory ability to sit for long periods, move about campus locations, and reach work materials.
• Manual and finger dexterity to type/keyboard, operate a mouse, and use other microcomputer equipment.

Licenses and Certificates

• May require a valid driver’s license.

Benefits

• Health and welfare benefits, including District contribution for medical, dental, and vision benefits, and employee life insurance ($50,000). Cash-in-lieu option available for medical insurance.
• Participation in the Public Employees’ Retirement System (PERS), integrated with Social Security.

Schedule

This is a full-time, 12-calendar month classified position. The office team works a 9/80 schedule with every other Friday off.