Administrative Clerk -Substitute

Overview

Under general supervision, performs a wide variety of general clerical and office support duties in accordance with clearly-defined procedures and protocols; prepares and proofs documents; greets visitors and explains general departmental policies, procedures and requirements; maintains information in manual and electronic systems; performs routine financial clerical duties and other related duties as assigned.

Works under the direct supervision of the department manager. Does not directly or indirectly supervise other employees but may provide work direction to student workers and/or temporary employees.

This is a temporary substitute position on an as needed basis. Schedule will vary as needed for coverage.

• Performs clerical and office support duties related to the administration of departmental programs and activities.
• Prepares a wide variety of forms and documents manually or using office equipment.
• Greets and assists employees, students, and the public in person, on the phone, on the computer or through other means of communication; takes and transmits messages; refers inquiries; schedules appointments; accepts applications for programs or services; sorts and distributes mail.
• Provides customer service in a calm, helpful and effective manner; responds to questions and provides information regarding department activities; helps with the completion of forms; may issue transportation passes, verification letters, certificates or other documents; receives program applications and provides basic program eligibility information.
• Develops and maintains logs and records pertaining to office operations; sorts, codes, files and retrieves correspondence, vouchers, forms, and other materials using standard filing systems; searches databases for information.
• Gathers, compiles, maintains and processes routine financial and/or numerical records; verifies and makes entries in manual or automated systems; provides information and basic reports to management and staff as required.
• Calculates and processes monies and fees; maintains basic ledgers, accounts, spreadsheets and databases; orders, receives, stores, issues and delivers supplies and equipment; maintains office inventories.
• May assist in coordinating departmental special events.
• Attends meetings and trainings; may prepare meeting materials and take notes.
• May prepare flyers and informational materials regarding departmental events.
• May review and/or prepare time sheets, attendance records and other routine employment-related documents.
• May assist in updating departmental websites.
• May provide work direction to student workers or temporary employees.

High School Diploma or equivalent. One (1) year of clerical or office administrative experience.

None.

• Clerical methods of data organization, collection and reporting.
• Standard office practices or procedures.
• Standard office software and modern office equipment.
• Standard formats for business letters and other communications.
• Methods of filing information using alpha, numeric and alphanumeric systems.
• Correct use of the English language, including spelling, punctuation and grammar.
• Principles and practices of customer service.
• Business arithmetic.

• Operate a variety of office equipment including computers and printers/copiers.
• Utilize standard office software (e.g., email, word processing, and spreadsheet software).
• Maintain confidentiality of sensitive information.
• Prepare reports, correspondence and other documents using standard business formats.
• Prioritize work and meet deadlines.
• Provide and obtain detailed information from others.
• Provide customer service with a high level of tact and patience.
• Exercise sound judgment in performing job duties.
• Perform and prioritize multiple tasks.
• Communicate effectively, both orally and in writing.
• Establish and maintain cooperative working relationships with all employees and others encountered in the course of work.
• Demonstrate sensitivity to diverse backgrounds of community college students.

Mobility, dexterity, lifting, visual, hearing/talking, and emotional/psychological factors are identified as necessary to perform the duties; reasonable accommodation may be made.

Work is primarily performed in a standard office environment.

This position requires the following documents to be attached to your online application in order to be considered:
Resume. Applications with incomplete information will not be considered. Additional documents not requested in the announcement will not be reviewed.

This position is offered contingent upon funding. GCCD reserves the right to extend, withdraw, and/or reopen this position at any time. Additional openings for the same position may be filled by qualified applicants that applied to this job announcement.

GCCD does not sponsor visas.