Clerical Assistant - Mt. San Jacinto College

We have an exciting opportunity for a Clerical Assistant position located at our campus in Menifee, CA. Under the immediate supervision of the Dean of Instruction, and general leadership of the Learning Center Coordinators and the Learning Resource Center (LRC) program team, the Clerical Assistant provides clerical support and assistance requiring an understanding of the LRC and affiliate programs and services essential for the successful operation of the LRC department.

The Clerical Assistant is student-oriented in their approach and dedicated to student success. The incumbent will be skilled in generating student engagement in learning and will create welcoming learning environments that are equity-based and culturally affirming. Classified professionals are expected to participate in college governance through standing councils, committees, and/or a variety of task forces.

This position serves District-Wide; applicants may be assigned to any district facility. Work hours and worksite locations are subject to change depending on department needs.

The current work schedule is M 9:30 am - 5:00 pm, T 10:00 am - 5:00 pm, W 9:30 am - 5:00 pm, TH 9:30 am - 5:00 pm. Work hours are subject to change depending on department needs.

A six-month probationary period must be successfully completed before the selected candidate is considered a permanent employee of the district.

This position is in the California School Employees Association bargaining unit. For more information, please visit their website http://www.csea.com/

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements and duties does not exclude them from the position if the work is similar, related, or a logical assignment to this class.

• Greets students, faculty, and visitors at the Learning Center welcome desk and provides requested information.

• Takes messages or redirects inquiries to Learning Center, Personalized Academic Learning Skills (PALS), Math and Writing coordinators, the Tutorial Services Specialist, and other staff members or campus offices as appropriate.

• Assists in maintaining and coordinating all confidential student files, both electronic and hard copy

• Schedules appointments for students

• Picks up, opens, and distributes LRC department mail.

• Assists in scheduling day to day work and establishing priorities and deadlines for student workers employed by the LRC.

• Works with computers inputting data into different programs and spreadsheets.

• Disseminates information regarding LRC services.

• Assists in the development, maintenance, and distribution of resource information and marketing materials as requested.

KNOWLEDGE, SKILLS, AND ABILITIES

The incumbent should possess knowledge of:

• Correct grammar, spelling and punctuation for use in routine sentence structures

• Office methods, procedures and practices

The incumbent should possess skills in:

• Working effectively as a team member

• Meeting schedules and timelines

• Communicating effectively both orally and in writing

• Maintaining documentation and records

• Handling multiple assignments simultaneously and set priorities based on customer needs

The incumbent should possess the ability to:

• Independently implement routine clerical procedures, according to available guidelines

• Assist students, employees and the public in a constructive way; must be able to train and supervise students

• Understand typical office correspondence and to explain routine manuals and procedural statement

• Trace and correct routine clerical recording and processing errors

• Clearly answer routine questions and explain procedures and policies to students, the public and other campus employees

• Train, assign and review the work of part-time students performing routine clerical work

• Apply judgment, discretion and initiative in performing clerical work of average complexity

• Screen mail, telephone calls and visitors

• Maintain confidential files

• Project needs for office equipment and supplies

• Match names and numbers quickly and accurately

• Compose routine correspondence and keep simple records

• Learn and/or operate standard office equipment including copiers, calculators, etc.

• Make longhand or typewritten entries on forms

• Perform arithmetical computations

• Establish and maintain cooperative and effective working relationships with others, including those from a diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff

MINIMUM QUALIFICATIONS

• A high school diploma or GED; AND

• One (1) year of professional experience in general office clerical work; AND

• Demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff

• Before scanning attachments, remove/redact sensitive, confidential information such as date of birth, social security number, and photograph*

SUBSTITUTIONS

Substitutions for meeting the minimum qualifications of this position are allowed.

• One (1) year of training in a vocational business school/college or one (1) year of full time college education in a variety of secretarial, business or commercial subjects may be substituted for the required year of experience.

SPECIAL CIRCUMSTANCES

Work schedule can range from day or evening, and assignment can be at any campus in our district, face to face or online or any combination or modality.

DESIRED QUALIFICATIONS

1. Experience working with diverse student populations, including student workers in academic support settings

1. Demonstrated evidence of working in a high-traffic environment with varying priorities

1. Demonstrated evidence of excellent customer service skills and office skills, including but not limited to data entry, chat service, virtual services

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals to perform the essential job functions.

Environment: Work is performed primarily in a standard office setting with travel from site to site.

Physical: Primary function requires sufficient physical ability and mobility to work in an office setting and travel from site to site; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach and twist; to lift carry, push, and/or pull light to moderate amounts of weight up to 20 pounds; to operate office equipment requiring repetitive hand movements and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents; and to operate assigned equipment.

Hearing: Hear in the normal audio range with or without correction.