Clerical Assistant III, Purchasing & Contracts

Under the direction of an assigned supervisor, perform a variety of responsible and technical clerical and typing work in support of an assigned District function; provide work direction and guidance to student assistants and other clerical personnel as assigned; performs other related duties as may be assigned.

The Clerical Assistant III performs specialized clerical duties or provides sole clerical support for an assigned function. Work involves specialization in a specific functional area. Incumbents are required to exercise independent judgment and may be assigned lead duties. Incumbents in the Clerical Assistant II class provide a variety of clerical support to other clerical or secretarial staff and may perform some assignments independently.

Incumbents in the Clerical Assistant I classification perform routine and repetitive general clerical duties requiring no previous experience. Duties are performed with brief instructions and under close supervision.

• Planned, scheduled, and performed technical clerical duties related to assigned function such as compiling information from a variety of sources and preparing reports and forms as required by District, County, State or federal regulations.
• Communicated with other agencies or departments to provide or obtain a wide variety of information; provided cover for front desk or department counter as assigned, providing information and assistance to students, potential students, clients and the general public regarding program services and requirements.
• Received and screened phone calls and visitors; reported phone problems; provided information and directed inquiries and visitors to the proper person or office; provided technical information concerning policies, procedures, rules, regulations and activities of assigned program or office.
• Composed correspondence either independently or from oral instructions; prepared letters, memos, flyers, brochures, and forms, requesting or providing information; prepared variety of mailings as assigned.
• Prepared, typed, proofread and duplicated a variety of items including proposals, contracts, purchase orders, reports, agendas, minutes and other documents.
• Coordinated schedules and assisted in communicating to others regarding meetings, appointments, orientations, activities or announcements; scheduled meetings, conferences, and interviews for supervisors and others; assembled, typed and duplicated required background materials.
• Collected and accounted for fees and other monies received as assigned; monitored and maintained office or program budget according to established guidelines; typed requisitions and processed invoices according to established procedures.
• Operated computer equipment to enter and retrieve data, maintained records and generated reports; utilized word processing and other software as required by the position.
• Prepared and maintained detailed and complex logs, timesheets, files, records and software library including software licenses and maintenance agreements; established and cross-referenced filing systems as needed; maintained confidentiality of a variety of sensitive materials and information.
• Assured timely distribution, receipt, processing and maintenance of a variety of records, reports and other materials; requested or provided information as necessary to assure completeness, accuracy and conformance to established procedures; conducted research and analysis for assigned specialized projects and prepared reports and recommendations accordingly.
• Trained and provided work direction and guidance to student assistants and other clerical personnel as assigned.
• Operated a variety of office machines such as typewriters, computers, printers, calculators, copiers, duplication machine, transcription equipment and other equipment as required.
• Maintained inventory and ordered supplies, equipment and materials as needed; followed up with persons ordering supplies and equipment and followed up with vendors.
• Received, screened and routed mail.
• Administered standardized group of individual tests, including adaptive tests for disabled students in accordance with college, state, and testing agency requirements; checked in examinees, verified identification; prepared materials used for testing, distributed, collected, and maintained security of testing materials.
• Assisted instructors, students, faculty, students, co-workers with various problems and questions.
• Received and verified accuracy of requisitions, assigned numbers, and distributed Purchase Orders via fax or mail; and determined competitive pricing with vendors.
• Attended meetings, seminars, and conferences for the purpose of enhancing knowledge base and keeping current with matters related to the area of assignment.
• Performed other related duties as may be assigned.

• Education and Experience:
  
  Graduation from high school including or supplemented by courses in office practices, business, or Management Information…