Office Specialist

State Center Community College District•Fresno, CA

2d•Onsite

About The Position

Under general supervision, performs routine to complex administrative support for counselors, professionals or managers, requiring the application of detailed department or program-specific knowledge; oversees complex data entry, tracking and reporting processes; performs complex scheduling; staffs committees and takes minutes; coordinates event logistics; and performs related duties as assigned. The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

Requirements

Office practices, procedures and equipment including computers and applicable software programs.
Methods, practices, procedures and requirements for drafting a wide variety of documents, reports, presentations, contracts, regulations and other policies.
Department services, program goals, objectives, policies, procedures and practices.
Customer service practices and telephone etiquette.
District student recordkeeping practices and procedures for processing student information and interpreting input and output data.
District payroll and general accounting systems operations, practices and procedures.
Practices and techniques of sound business communication; correct English usage, including spelling, grammar and punctuation.
College and District organization, rules, policies and procedures applicable to departmental and division operations.
District policies, procedures and rules regarding budgeting, purchasing and travel/training and expense reporting.
Applicable sections of the California Education Code and other applicable laws.
Data gathering methods and practices and basic research procedures.
Safety policies and safe work practices applicable to the assignment.
Basic principles and practices of employee work guidance and direction.
Uses and operations of scanners, phone systems, computers, standard business software and database and spreadsheet applications.
When Assigned to Allied Health: HIPAA regulations as they pertain to client information and medical records.
Assign and review the work of assigned staff.
Oversee the daily administrative operations of a program or department front desk.
Provide customer service in person and over the phone.
Compose clear, concise and comprehensive correspondence, reports, studies, agreements, presentations and other written materials from brief instructions.
Analyze problems, evaluate alternatives and recommend or adopt effective courses of action in accordance with established department or program requirements, policies and procedures.
Set priorities and exercise sound judgment within areas of responsibility during heavy, peak workload periods.
Track and report statistical information utilizing complex spreadsheets and databases.
Perform mathematical calculations; assist in monitoring expenditures for a program or department budget.
Understand, interpret, explain and apply applicable laws, codes and regulations.
Maintain confidentiality of District and student files and records.
Effectively engage and support historically minoritized groups by addressing issues of equity and improving culturally responsive service-oriented practices.
Communicate effectively, both orally and in writing.
Understand and follow written and oral instructions.
Operate a computer and use standard business software.
Type accurately at a speed necessary to meet the requirements of the position.
Represent the District effectively to students, customers and the public.
Exercise tact and diplomacy in dealing with sensitive, complex and confidential staff and student issues and situations.
Establish and maintain effective working relationships with all those encountered in the course of work.
Graduation from high school or GED equivalent, and at least three years of progressively responsible clerical support experience, preferably involving with high-volume customer service or student interactions; or an equivalent combination of training and experience.

Nice To Haves

Certain assignments may require a valid California driver's license and the ability to maintain insurability under the District's vehicle insurance program.

Responsibilities

Provides day-to-day lead work guidance and direction to other lower level clerical support staff and student aides; assigns, schedules and monitors work for completeness, accuracy and conformance with District, department and legal/regulatory requirements and standards; provides information, instruction and training on work procedures and technical, legal and regulatory requirements.
Oversees and performs front counter and program/department operational duties; coordinates and assigns front-desk coverage or delivery of program services; answers, screens and refers telephone calls and visitors; resolves escalated questions and concerns from students, faculty, staff, vendors and the public regarding assigned department, program and services.
Schedules and cancels appointments and testing; sets up, maintains and posts department and staff calendars and room reservation calendars for internal and external groups and events; makes meeting and event arrangements including booking travel, developing event logistical plans and approving vendors and participants; makes committee and department meeting arrangements including the preparation and distribution of agendas and supporting documents; takes and transcribes meeting minutes; may track completion of action items.
Maintains a variety of standard office and specialized records and files; creates and maintains spreadsheets and databases to track students, files, projects, activities and services; extracts data and reports from multiple data sources and reconciles data entries and reports including those of other employees and departments; tracks and maintains federal, state and District-required data and student outcomes and prepares for submission or reporting.
Creates, submits and tracks requisitions; prepares travel and conference expense forms; routes forms for signature; calculates budget usage and fund percentages; tracks multiple funding sources; may participate in grant administration functions including collecting basic program data and generating performance reports.
Coordinates full- and part-time staff and faculty payroll processes at a department level including auditing time logs; reconciles timesheets and absence slips; computes and categorizes pay according to departmental/program billing accounts; ensures accurate usage of funding codes and calculates departmental/program billing.
Drafts, formats, types, proofreads, edits and prints correspondence, forms, reports, schedules, rosters, statistical and technical documents including reports, manuals and other documents and materials ranging from routine to complex; creates forms, charts, tables and spreadsheets involving difficult coding, data extraction and manipulation; reviews documents for clerical accuracy, completeness and compliance with College and department requirements; prepares standardized contracts and rental agreements for signature and approval; routes documents for signature.
Answers student or customer questions regarding policies, procedures, programs and services including clarification of program enrollment requirements and department processes and procedures; verifies student participation for program funding or reimbursement; sends reports and correspondence to students or customers; responds to questions and complaints over the phone or at a public counter.
Receives and inputs a variety of student or customer information into computer systems; researches information in computer systems; provides initial screening, assists with the preparation of forms and documentation; verifies accuracy of information with third parties; tracks students in College services and programs.
Demonstrates sensitivity to and understanding of historically minoritized groups and participates in professional development activities to increase cultural competency to enhance equity-minded practices within the District.
Provides backup for other departments or division office administrative support staff.
Interacts with other departments and with state and federal programs on behalf of the department/ program or a student.
Orders and replenishes an inventory of office materials and supplies.
Performs related duties as assigned.