Department Assistant II

DISTINGUISHING CHARACTERISTICS: The Department Assistant II performs typing and clerical duties involving independent judgment in the interpretation, application or modification of existing procedures and methods within well-defined guidelines.

Representative Duties

Perform general clerical work; file, schedule appointments and process personnel information; order, distribute and maintain office supplies.

Type and proofread a wide variety of reports, letters and memos; type from rough draft, verbal instructions or transcribing machine recordings; compose routine correspondence related to responsibilities assigned; assist in gathering information for College, District and State reports.

Provide information on classes, instructors and schedules to other offices and the general public; issue, receive, type and process various applications, permits and other forms; receive and sort mail.

Perform a variety of work involved in student and employee assistance, preparation of invoices, preparation of payroll, inventory, time cards, accounts and bank deposits, and administration and scoring exams.

Maintain calendars and schedules of activities, meetings, interviews and appointments; coordinate activities with other departments, the public and outside agencies.

Organize and maintain filing systems; maintain records related to area of assignment including employee files, affirmative action records, worker's compensation files, job announcement, application, interview and fiscal files.

Review materials for completeness and conformance with established regulations and procedures; apply applicable policies and procedures in determining completeness of applications, records and reports; provide information and forms to the public; collect and process appropriate information.

Serve as a receptionist; answer the telephone and provide information to the general public regarding community college policies and procedures as required.

Order, receive and process textbooks, materials and supplies for students and staff; process refunds; perform cashiering duties; process billing for outside agencies; balance and provide related sales reports.

Process and verify financial aid, employment and student assistance program documents.

Exercise functional and technical direction over student assistants as assigned; assist in the selection of staff and student assistants.

Perform related duties as assigned; duties performed at extension sites may be diverse and varied.

Minimum Qualifications

Any combination equivalent to: graduation from high school and two years of responsible clerical experience.

Knowledge and Abilities

KNOWLEDGE OF:

Modern office procedures, methods and computer equipment.

Word processing methods, techniques and programs.

Correct English usage, spelling, grammar and punctuation.

Principles and practices of record-keeping.

ABILITY TO:

Learn, interpret and apply the policies and procedures of the District.

Perform general clerical work including maintenance of appropriate records and compiling information for reports.

Work courteously with students and the general public on the telephone or in person.

Assist in budget preparation, monitoring and administration Perform simple mathematical calculations.

Operate a variety of office machines including a computer and applicable software.

Understand and follow oral and written direction.

Communicate effectively both orally and in writing.

Establish and maintain cooperative and effective working relationships with others.

SALARY RANGE

$3,233.60 - $4,569.00 monthly

Maximum Entry Level Salary: $3,397.30 monthly

SPECIAL INSTRUCTIONS

First Review of Applications: Complete application packets will be accepted until the position is filled; but those received by November 5, 2024 are assured consideration. The College reserves the right to extend time limits or reinitiate the recruitment/selection process at any point.

Completed application packet must include:

• Completed Online Application for Employment form
• Current resume
• Letter of interest (Cover Letter)
• Copy of legible transcripts
• List of five (5) professional references – Listed on application form

*It is the applicant's responsibility to redact (or remove) any personal information from all documents prior to uploading. This includes Social Security Numbers, Date of Birth, and any photos of the applicant.*

Foreign Degree: Applicants with foreign degrees from colleges or universities outside of the United States must have their coursework evaluated by a professional association that is a member of the National Association of Credential Evaluation Services (NACES) or Academic Credentials Evaluation Institute, INC. (ACEI). A copy of the evaluation must be submitted with your on-line application.

Applicants who require reasonable accommodation to participate in the selection process should contact Human Resources to make the necessary arrangements. 2024-2027 EEO Plan (Download PDF reader)

Note: The District is strongly committed to achieving staff diversity and the principles of equal employment opportunity. The District encourages a diverse pool of applicants and does not discriminate on the basis of national origin, religion, age, gender, gender identity, gender expression, race or ethnicity, color, medical condition, genetic information, ancestry, sexual orientation, marital status, physical or mental disability, pregnancy, or because he/she is perceived to have one or more of the foregoing characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics or any other characteristic protected by federal, state or local law, in any of its policies, procedures or practices. Discrimination Free Work Environment

The District does not provide sponsorship for authorization to work in the United States. Work authorization should be established at the time of application submission.

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