Programs and Services Assistant - Substitute

Definition

Under general supervision, performs specialized clerical and office support duties related the administration of student programs and services; greets and assists employees, students, and/or the public and provides detailed information regarding assigned department activities; assists students with the completion of forms and registration documents; reviews completed forms and other information for accuracy and compliance with department requirements; receives and reviews transcripts and other required documents to verify student attendance in required classes and other services;

screens for routine prerequisites, or graduation requirements, or identifies other information needed to receive services, and performs other related duties as assigned.

Supervision

Works under the direct supervision of the department manager.

Does not directly or indirectly supervise other employees but may provide work direction temporary employees and/or student workers.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The following duties and responsibilities are typical of those performed in this classification.

* Performs specialized clerical and office support duties related the administration of the student programs and services.

* Greets and assists employees, students, and/or the public in person, on the phone, on the computer or through other means of communication; searches for, obtains, and explains routine information regarding department-related rules, policies, and procedures; makes student appointments for counseling, orientation, and/or other services.

* Assists students with the completion of forms and registration documents; assists students with routine student account technology issues pertaining to resetting passwords and/or setting up email access; may check in/out materials and/or equipment to students.

* Reviews completed forms and other information for accuracy and compliance with established requirements; screens students for compliance with eligibility requirements and conducts routine student orientations regarding service availability and requirements; administers diagnostic exams to determine student needs; informs  students of additional information needed and makes appropriate referrals.

* Receives and reviews transcripts and other documents to verify student attendance in required classes and other services, screen for routine prerequisites, or graduation requirements, or identify other information needed to receive services; may communicate with outside agencies to provide requested information or request needed information.

* Assists in the preparation and implementation of student services activities and events; handles logistical arrangements related to the event location, speakers/instructors, refreshments, and other matters.

* Prepares documents such as event calendars, outreach flyers, orientation rosters, and routine correspondence; assists with preparing and social media information; prepares and updates  logs and records pertaining to office operations; scans, indexes, and files documents into electronic records systems.

* Sorts, codes, files, and retrieves materials using standard alphabetical, numerical, or other manual and computerized filing systems; prepares and maintains student records; enters data and updates student databases.

* Searches databases and record systems to gather, compile, and report information; verifies and makes entries and notations in manual or automated systems; searches records and provides information and department reports to management and/or other employees as required.

* Orders office supplies and maintains inventory.

* May assist with special projects; may distribute routine surveys.

* May provide work direction to temporary employees and/or student workers.

* Performs other related duties as assigned.

MINIMUM QUALIFICATIONS:

The education, training, and experience qualifications are considered likely to provide the required knowledge and abilities to perform the above essential duties.

Education and Experience:

High school diploma or equivalent.

One (1) year clerical or office administrative experience assisting students in an academic setting.

Licenses/Certifications/Other Requirements:

None.

Knowledge of:

* General student services policies and procedures.

* Academic support services available to students.

* Automated recordkeeping techniques.

* Clerical methods of data research, collection, compilation, organization, 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 customer service.

* Business arithmetic.

Ability to:

* Evaluate student records and information and records to identify eligibility for assigned student services.

* Utilize computerized programs to…