DEFINITION:

Under supervision of the appropriate Dean or Director, the incumbent will perform a variety of responsible and difficult clerical and technical work; to interpret departmental policies, procedures, and regulations; and value and promote the mission and vision of the college.  

CLASS CHARACTERISTICS:

Incumbents, under limited supervision, are required to make independent decisions concerning appropriate procedures in their offices, which may affect the work performance of other positions. Incumbents may provide guidance to other clerical personnel and student workers. Incumbents in this classification have responsibility for multiple office functions in a major departmental office, which often cross departmental lines.

ESSENTIAL FUNCTIONS: 

1. Greets visitors; provides information and assistance to the general public, students, and staff involving and understanding of departmental and college policies, procedures, regulation, and technical processes.
2. Acts as a receptionist and initiates and answers telephone calls. 
3. Processes forms and reports for department functions; checks forms for completeness and accuracy and obtains information as necessary. 
4. Researches files to extract information for summaries and reports; serves as liaison with internal departments and external agencies; promotes department programs. 
5. Gathers information and assists in the preparation of class schedules; maintains files and records, prepares correspondence and memoranda independently and from general instructions on routine matters. 
6. Assists with taking minutes of meetings; types a variety of materials requiring the use of independent judgment, including but not limited to, event programs, publicity, tests, instructional materials, letter, memoranda, and schedules. 
7. Prepares purchase orders, requisitions and work orders and verifies merchandise received against invoice or packing slips; 
8. Distributes incoming mail and prepares outgoing mailings. 
9. Performs admissions procedures for registration; establishes and maintains filing systems; compiles instructor contracts; and assists with budget planning
10. Prepares and maintains time sheets, records and reports necessary to implement hourly instructor payroll personnel intake.
11. Handles instructor evaluation schedules, room scheduling routines including off-campus rentals. 
12. Maintains and updates mailing lists, attendance records, and instructor sick leave records; computes faculty load levels; sets up and maintains budget account records; collects and refunds fees.  
13. Familiarizes non-staff on office procedures and maintains supervisor’s calendar.
14. Performs other related duties as assigned. 

MINIMUM QUALIFICATIONS:

Knowledge of:

• Office management techniques and organizational skills;
• Written business communications;
• Word/Information processing applications and production;
• Records management;
• Correct English usage, spelling, grammar, and punctuation;
• Office methods, procedures, and equipment, including filing systems, receptionist and telephone techniques.

Demonstrated ability to:

• Understand and carry out oral and written directions;
• Work independently, organize workload and establish priorities;
• Learn and interpret specific rules, law, and policies and apply them with good judgment in a variety of procedural situations;
• Operate a  computer with accuracy and speed;
• Perform clerical work of above average difficulty;
• Type at a rate of 50 wpm from clear, legible copy;
• Establish and maintain office records and files;
• Compose correspondence independently.
• Make arithmetic calculations;
• Proofreads materials.

Education and Experience:         

Completion of the 12th grade and two years of increasingly responsible clerical and secretarial experience OR an equivalent combination of education, training, and experience.

Working Conditions:

• Duties are primarily performed in an office environment, at a desk or at a computer.
• The incumbent will experience interruptions while performing normal duties during the
    regular workday.
• The incumbent will have contact, in person, via email with staff, students, and the general public.

Physical Demands:

• Typically may sit for extended periods of time.
• Operates a computer. 
• Communicates over the telephone.
• Regularly lifts, carries, and/or moves objects weighing up to 10 pounds.

Special Qualification:

A sensitivity to and understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of staff and students and to staff and students with disabilities.

Additional Information

The desired start date is January 2025. This a full-time, 37-hours-per-week, classified position. 

Work Schedule: Monday - Thursday, 8:00 a.m. - 4:30 p.m. and Friday, 8:00 a.m. - 4:00 p.m. 

To be considered for this position, the candidate must submit the following application materials by Sunday, December 8, 2024, by 11:59 PST: 

• Cover letter;

• A current and complete resume/CV of education and professional experience.

Allan Hancock College provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.