Office Assistant I

About the role

This position provides general clerical support duties including data entry, filing, maintaining records, front counter support, and answering phones. It also involves scheduling and canceling appointments, preparing packets of materials, and handling administrative tasks.

Responsibilities

• Answers, screens, and refers telephone calls and visitors
• Answers standard questions from students, faculty, staff, vendors, and the public regarding assigned department, program, and services
• Schedules and cancels appointments and testing
• Maintains supply of departmental or program forms and brochures
• Prepares and compiles packets of materials
• Receives, opens, sorts, and distributes office mail
• Scans or copies various documents and materials, including large duplication orders
• Duplicates, assembles, and distributes packets
• Requests printing services
• Maintains a variety of standard office and specialized records and files
• Creates and maintains spreadsheets and databases to track files, projects, activities, and services
• Creates and updates phone lists
• Drafts, formats, types, proofreads, edits, and prints correspondence, forms, work orders, reports, schedules, rosters, statistical, and technical documents
• Types requisitions and travel and conference expense forms based on instructions and procedures
• Tracks and follows up on status of approval and processing of requisitions
• Matches to purchase orders and processes vendor invoices for payment
• Reviews and audits time logs for full- and part-time staff and faculty payroll processes at a department level
• Verifies accuracy of information with third parties
• Retrieves information and generates reports from systems
• Provides customer service in person and over the phone
• Provides day-to-day lead work guidance and direction to student aides
• Monitors work for completeness, accuracy, and conformance with District, department, and legal/regulatory requirements and standards
• Provides information, instruction, and training on work procedures and technical, legal, and regulatory requirements
• May collect small fees for copies or services
• Provides backup for other departments or division office administrative support staff
• Interacts with other departments and with state and federal programs on behalf of the department/program or a student

Requirements

Graduation from high school or GED equivalent and at least six months of clerical experience in an office environment; or an equivalent combination of training and experience.

Qualifications

• Knowledge of standard office practices and procedures, including recordkeeping and filing
• Customer service practices and telephone etiquette
• Practices and techniques of sound business communication; correct English usage, including spelling, grammar, and punctuation
• District and College organization, rules, policies, and procedures applicable to departmental and division operations
• Basic District policies and procedures regarding purchasing, travel/training, and expense reporting and payroll time reporting
• Department services, program goals, objectives, policies, procedures, and practices
• Safety policies and safe work practices applicable to the assignment
• Basic principles and practices of employee work guidance and direction
• Uses and operations of scanners, phone systems, computers, standard business software, and database and spreadsheet applications

Skills

• To provide customer service in person and over the phone
• To prepare clear and accurate reports, documents, data entries, and files at an acceptable speed
• To determine work priorities during peak workload periods, using sound judgment in the application of policies, rules, regulations, and standard operating procedures
• To learn and apply District and college procedures for maintaining and processing student records
• To organize and maintain physical and electronic files
• To make mathematical calculations
• To maintain confidentiality of District and student files and records
• To communicate effectively, both orally and in writing
• To understand and follow written and oral instructions
• To operate a computer and use standard business software
• To type accurately at a speed necessary to meet the requirements of the position
• To exercise tact and diplomacy in dealing with sensitive, complex, and confidential staff and student issues and situations
• To establish and maintain effective working relationships with all those encountered in the course of work

Benefits

N/A

Pay

$41,734.00 - $51,327.00 Annually

Schedule

N/A