Administrative Clerk III (Hourly Substitute Pool)

Position Information Position Title Administrative Clerk III (Hourly Substitute Pool) Recruitment Start Date 01/12/2023 Recruitment End Date Open Until Filled Yes First Consideration Date Salary Range Pay Rate $21.43 per hour FLSA Status Non-Exempt Benefits At the beginning of each academic year, all professional expert, short-term, substitute, and student employees with an assignment which will exceed 30 days will be provided with three days (24 hours) of paid sick leave. This paid sick leave is available to be used for an illness of the professional expert, short-term, substitute, and student employee or his/her family member and/or for leave due to domestic violence, sexual assault or stalking. A professional expert, short-term, substitute, and student employee shall be entitled to use such sick leave as of the 90thday of employment. The three days (24 hours) of paid sick leave do not accumulate.

General Description/Summary POSITION SUMMARY
Performs a variety of complex and responsible clerical, record-keeping ,profiling, and reporting or other support. Assignments are usually in a senior role at the large department level, or equivalent size of specialized department, or educational program.

This is an hourly substitute POOL position. Application materials for this part-time position are accepted on an on-going basis. As openings for hourly positions become available, candidates may be selected from this pool of applicants. Minimum Qualifications/Education and Experience MINIMUM QUALIFICATIONS
See Education and Experience below.

EDUCATION AND EXPERIENCE
– Requires a high school diploma supplemented by college-level course
work in general office practices and four years of general clerical and
typing experience in an area substantially similar to the job assignment.
– Requires the ability to type a minimum of 45 net wpm.

Preferred Qualifications Licenses and Certificates LICENSES AND CERTIFICATES
May require a valid driver’s license.

Please note, indicating the driver’s license number on the application will
be considered complete for the application procedure. If a valid driver’s
license is required for this position, verification of a valid driver’s license
will be made at the time of employment.

Current Typing Certificate (issued within the last twelve months) from an
accredited business school, adult school or employment agency MUST be
submitted with the application packet verifying the applicant’s ability to
type a minimum of 45 net words per minute. See partial list under “Other
Documents” for a few sites where typing certificates may be obtained.

NOTE: Certificates MUST contain the following: agency’s address and
telephone number, name of applicant, date test was administered,
number of NET words per minute, number of errors, signature of person
certifying the certificate.

OTHER DOCUMENTS
A current typing certificate issued within the last 12 months verifying your
ability to type a minimum of 45 net words per minute is required for this
position. Please upload a copy of your typing certificate under “Other
Documents”.

If you need to find a site that issues typing certificates, here is a partial
list that will help get you started.

Mt. San Antonio College
Business Division, Microcomputer Room
Building 26D, Room 5
Walnut, CA 91789
(909) 594-5611 extension 4600 or 4608
No fee * Limited Hours * 7:00-9:00 am or 7:00-9:00 pm * Appointment
Recommended

Learn2Type.com
Fees for certificates vary * Visit the website for more information.

AppleOne
100 N. Barranca, Suite 1020, West Covina
(626) 332-1132
No fee * Limited Hours * 7:30-9:30 am or 3:00-5:00 pm * Appointment
Recommended

Olympic Staffing Services
5885 Grand Avenue, Covina
(626) 967-5255
$20 fee * Walk-ins accepted

Essential Duties and Responsibilities ESSENTIAL DUTIES AND RESPONSIBILITIES
Specific duties may vary among departments and jobs. Incumbents typically perform a substantial portion or all of the following kinds of duties:
– Composes and types letters, memoranda, reports, work orders, requisitions or other materials from straight copy, rough drafts, or verbal instructions.
– Prepares handbooks, schedules, brochures, and other program materials.
– Processes documents requiring knowledge of the special terminology, policies and procedures of department or area of specialized function such as contracts and vendor arrangements.
– Monitors budgets and contractual provisions.
– Performs analytical duties such as evaluating student profiles for specific programs (e.g., limited English proficient) by pre-screening registration materials, language assessment
test scores, and other materials that would identify and profile student
needs.
– Compiles statistical data, accounts for and posts financial transactions or other data and maintains various department information onto establish data entry formats.
– Searches out information in departmental records and files.
– Maintains financial records for a small fund or program with activities that include deposits, processing of expenditures, documentation of inventory, preparation of accounts
receivable and donation requests, and preparation of periodic financial
reports.
– May schedule, coordinate, and administer tests.
– Scores tests with a pre-established key, maintains records of test scores, enters scores on
student records and posts them or otherwise conveys information to
students.
– Coordinates the workflow for a high volume customer-service oriented office.
– Serves as a resource for other administrative clerks, filling in to balance workload, solving difficult transactions, and researching files and records to resolve discrepancies.
– Greets visitors, staff or students in person or over the telephone, ascertains nature of business and provides standard information related to area of assignment.
– Provides special assistance to students, including those with special needs.
– May introduce students to other services and college support.
– Maintains records and files of documents processed for ready access and compiles various reports according to well-defined operating procedures.
– Ensures the timely distribution and receipt of a variety of records and reports.
– Requests or provides information as necessary to assure completeness and accuracy.
– Reviews and prepares documents for entry of information into electronic data processing system.
- Follows up as necessary to complete documents.
– Enters and updates information into system according to standard formats.
– Extracts data from existing databases and converts to other formats.
– Participates and may coordinate basic registration activities such as those used for community education, child development, or emeritus courses.
– Maintains confidentiality of information processed or received during the course of performing assigned duties.
– Assists and otherwise coordinates programs, workshops, meetings between program staff,
administrators or the general public.
– May receive, sort and distribute incoming mail.
– May participate in selecting, training and assigning work to regular staff and part time student and temporary workers.
– Performs other duties as assigned that support the overall objective of the position.

Knowledge, Skills and Abilities KNOWLEDGE, SKILLS, AND ABILITIES
– Requires an in-depth working knowledge of the practices and techniques
used in the assigned organization unit.
– Requires a working knowledge of office practices, procedures and equipment, including filing systems, receptionist and telephone techniques, and letter and report writing.
– Requires a working knowledge of the procedures used in accounting, budget, purchasing, and payroll transaction processing, and statistical record keeping.
– Requires a working knowledge of personal computer based software programs that support this level of work, including but not limited to word processing, spreadsheet, presentation graphics, and
specialized database software used in education.
– Requires business mathematics skills to compute sums and statistics.
– Requires sufficient skill using the English language, grammar, spelling, punctuation, proofreading/editing, to prepare original correspondence.
– Requires sufficient human relations skills to orient and train team members, convey
technical information to others, and use patience in dealing with a diverse population. Physical Abilities PHYSICAL ABILITIES
Must be able to function indoors engaged in work of primarily a sedentary
nature. Requires the ability to use near vision to write and to read printed
materials and computer screens. Requires the ability to use hearing and
speech for ordinary and telephonic conversation and to hear sound
prompts from equipment. Requires ambulatory ability to sit, often for long
periods of time, move about campus locations, and to reach work
materials. Requires manual and finger dexterity to type/keyboard and/or
operate mouse and/or otherwise operate a microcomputer and other
equipment.

Working Condition Department Classified Pool Job Category Assignment Percentage of Time Months per Year As Needed Work Days per Week As Needed Work Schedule per Day Hourly, as needed Work Shift Days Bargaining Unit Unrepresented Citrus College Diversity Statement CITRUS COLLEGE IS AN EQUAL OPPORTUNITY EMPLOYERIt is the policy of Citrus College to not discriminate against and to encourage a diversity of applicants based on national origin, religion, age, sex or gender, race, color, medical condition, ancestry, sexual orientation, marital status, physical or mental disability, use of family and medical care leave, genetic information, military or veteran status, gender identity, gender expression, or because they are perceived to have one or more of the preceding characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics.