Counseling Center Technician II at Taft College

DEFINITION
Under general supervision, provides specialized secretarial and clerical support to an assigned department supervisor; provides direct customer service to District administrators, faculty, staff, students and the public; performs other duties as assigned.

CLASS CHARACTERISTICS
Employees in this class perform specialized and routine administrative support duties for a department supervisor or based on established processes and instruction for a department or program.

Provides departmental and administrative support to the Counseling Department and the functions of the Student Equity and Achievement Program (SEAP).

Assists students with completing the steps to matriculation: orientation, appointments for counseling, and referrals to support services and related personnel.

Communicates effectively with students, seeks clarification to accurately decipher the student’s need and schedule appointments with the correct person, refers them to the appropriate department, or provides them with appropriate forms.

Provide professional information and assistance to students in person, by telephone, email, or regular mail regarding student services’ departments and programs.

Oversee daily operations of the front desk, including dissemination of information to students, staff, faculty, and administrators. Ensures information is provided to front counter staff and student workers.

Assist with the coordination of staff and student worker schedules and training.

 

Assist in hiring student workers.

Assists the Dean of Student Services in the collection and compilation of Student Services and Counseling Program data and statistics from various sources, including electronic databases and enterprise systems such as SARS and Banner; independently assembles and summarizes information as directed.

Assist in gathering and preparing materials for department presentations and training.

Operate a variety of office equipment including a copier, scanner, fax machine, computer and assigned software. Arranges for computer system modifications, maintenance and repairs as needed.

Order and maintain office supplies and office equipment; work with Institutional Technology to ensure that the department scanning systems, document readers, and desktop computers are in working order.

Assist the Dean of Student Services in maintenance of departmental budget and fiscal matters, including maintenance of records, preparation of financial reports, and purchase orders.

Provide general confidential administrative support to Dean of Student Services.

Perform a variety of specialized clerical duties such as maintaining electronic counseling file system, typing, data entry and retrieval, reception and general office support, purchase orders and sending out mass emails.

Attend meetings as assigned and provides administrative staff support, including taking notes and preparing minutes.

Perform related duties as assigned.

EMPLOYMENT STANDARDS
Minimum Qualifications
An applicant can meet minimum qualifications in one of two ways as listed below:

1. High school diploma or equivalent and four (4) years of clerical experience using modern office technology including proficiency with database, spreadsheet and word processing software such as Microsoft Access, Excel and Word.

2. Associate Degree or equivalent and two (2) years of clerical experience using modern office technology including proficiency with database, spreadsheet and word processing software such as Microsoft Access, Excel and Word.

 

Desirable Qualifications
Bilingual: Spanish/English
Work experience in public education.

Work experience with Banner.

Personal
Sensitivity to and understanding of the diverse academic, socioeconomics, cultural, disability and ethnic backgrounds of community college students.

Knowledge of
Correct English usage, grammar, spelling, punctuation and vocabulary.
Ability to communicate and meet people in a professional and positive manner.

General secretarial skills and techniques.
Organizational and prioritization skills.
Accurate recordkeeping operations and guidelines.
Computer applications: Microsoft Office Word, Excel, Access, PowerPoint and Publisher.

Business practices.
General budgetary and accounting practices and procedures.

Ability to
Learn specialized District programs and operations; procedures and regulations.
Communicate with administrators, faculty, staff, students and the public.
Maintain neatness and organization. Provide customer service.
Enter and retrieve computer information accurately. Work independently.
Use a computer database and interpret computer data.

Follow guidelines and directions as directed.
Perform arithmetic calculations with accuracy.
Communicate effectively orally and in writing, manage time sensitive tasks and maintain confidentiality.
Take responsibility and use professional judgment based on established guidelines and procedures.
Assume responsibility for routine clerical detail.
Apply knowledge of modern office practices and equipment including expert use of computers for word processing, record management and filing systems.
Work effectively and demonstrate currency of knowledge with computers and other forms of advanced technology utilized in providing high quality services.
Establish and maintain comprehensive and accurate files and records; prepare concise and complete reports as required.
Quickly learn a variety of technological programs and use them all on a daily basis.

WORKING CONDITIONS
Assignments are typically 40 hours per week and 12 months per year.
Fall and Spring work Monday-Friday 8am-4:30pm and summer work 7:00am to 5pm.
May require overtime or evening hours throughout the year.
Work is generally performed indoors but may involve traveling to complete assignments or for research, workshops, training or meetings.

PHYSICAL REQUIREMENTS
1. Vision sufficient to read documents and computer terminal displays.
2. Speech and hearing sufficient to communicate in person or by telephone.
3. Manual dexterity sufficient to use a variety of office equipment, computer keyboards, and to   handle paper.
4. Ability to sit for long periods of time.
5. Ability to lift and carry up to 20 pounds such as paper and reports.
6. Ability to bend and reach to retrieve and file supplies, equipment and documents.

ENVIRONMENT
Community college campus serving a diverse student population and with an emphasis on student success. Work is primarily performed in a busy office environment serving students, staff, and the public.

SUPERVISION
Supervision is received from an assigned supervisor. No supervision is exercised.

SALARY AND BENEFITS
The salary range for the position is a Range 20 on the Classified Salary Schedule with a range of $25.24- $33.68 per hour.  This is a full-time, 12-month per year position.  This position is eligible for participation in District benefits. West Kern Community College District offers a comprehensive fringe benefits program that includes District paid medical, dental and vision coverage for all employees and their dependents, as well as a generous vacation plan. Employees are eligible for membership in the appropriate California employee retirement systems.