Office Assistant

Overview

Under general supervision, performs general clerical support duties including data entry, filing, maintaining physical and electronic records, front counter support and answering phones; schedules and cancels meetings and appointments following instructions and procedures; and performs related duties as assigned.

• Performs general front counter and reception duties; answers, screens and refers telephone calls and visitors; answers standard questions regarding the department, program and services; responds to emails and other written inquiries for standard information; maintains supply of departmental forms and brochures.
• Schedules and cancels appointments and testing; posts department and staff calendars and room reservation calendars; schedules meetings and appointments following instructions and procedures; makes event arrangements including contacting vendors and participants; may attend and take notes at routine meetings and type up and distribute meeting notes.
• Prepares and compiles packets of materials; receives, opens, sorts and distributes office mail; prepares regular and bulk mailings; scans or copies documents; duplicates, assembles and distributes packets; coordinates 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, proofs, edits and prints correspondence, forms, work orders, reports, schedules, rosters, statistical and technical documents; creates forms, charts, tables and spreadsheets; reviews documents for clerical accuracy and compliance; routes documents for signature; may confirm completion of work orders.
• Types requisitions and travel and conference expense forms; routes forms for signature; tracks status of approvals; matches to purchase orders and processes vendor invoices for payment.
• Participates in reviewing and auditing time logs for payroll processes at a department level; matches time logs and absence slips.
• Answers student or customer questions regarding policies, procedures, programs and services; responds to questions and complaints over the phone or at a public counter.
• Receives and inputs data into computer systems; researches information; provides initial screening and assists with forms and documentation; verifies information with third parties; tracks students in college services and programs; retrieves information and generates reports from systems.
• Demonstrates sensitivity to historically minoritized groups and participates in professional development to increase cultural competency and enhance equity-minded practices.

Graduation from high school or GED, or an equivalent combination of training and experience.

Knowledge

• Standard office practices and procedures, including recordkeeping and filing.
• Customer service practices and telephone etiquette.
• Business communication, English usage, spelling, grammar and punctuation.
• District and College organization, rules, policies and procedures applicable to departmental operations.
• Basic purchasing, travel and expense reporting and time reporting policies.
• Data gathering and routine research methods.
• Department services, program goals, objectives, policies and procedures.
• Safety policies and safe work practices relevant to the assignment.
• Basic principles of employee work guidance and direction.
• Use of scanners, phone systems, computers, standard software, and database/spreadsheet applications.

Skills and Abilities

• Provide customer service in person and over the phone.
• Provide accurate information and clear explanations regarding the department and programs to students and the public.
• Prepare clear and accurate reports, documents and data entries in a timely manner.
• Prioritize work during peak periods with sound judgment and adherence to policies and procedures.
• Learn and apply district procedures for maintaining and processing student records.
• Organize and maintain physical and electronic files.
• Perform mathematical calculations and maintain confidentiality of files and records.
• Engage with historically minoritized groups and apply culturally responsive service practices.
• Communicate effectively, orally and in writing; follow written and oral instructions.
• Operate a computer and standard business software; type accurately to meet job requirements.
• Demonstrate tact and diplomacy in handling sensitive situations; establish and maintain effective working relationships.

Certain assignments may require a valid California driver’s license and the ability to maintain insurability under the District’s vehicle insurance program.

Describes typical physical and mental requirements for performing essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the…