Student Development Office Assistant, Categorical

Irvine Valley College

Mission Viejo, CA

ID: 7054675 (Ref.No. P0004295)
Posted: December 4, 2018
Application Deadline: Open Until Filled

Job Description


Location
10-Irvine Valley College
Classification Benefits:

The District offers a comprehensive package of insurance benefits to eligible
employees, which includes medical and dental insurance, a vision-care plan, life
insurance and dependent life coverage, accidental death and dismemberment
coverage, and a long-term disability income-protection plan. All premiums are
fully paid by the District. Mandatory retirement incentive is with California Public
Employees Retirement System (CalPERS).


Summary Description:

Under general supervision from assigned supervisory or management staff, performs a variety of specialized office support and clerical duties in support of the assigned Student Development office activities; assists the Student Affairs Director of an assigned college by participating in overseeing the day-to-day activities of the Student Development facility including the Office and Game Room; assists in coordinating special events and activities; provides information and assistance to students involved in Associated Student Government (ASG); works with the Interclub Council (ICC) and over 30 student clubs in promoting leadership opportunities; and maintains a variety of records and files, including financial records, and generates a variety of statistics and reports.


Knowledge of:

Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Principles, practices and procedures of business letter writing, data collection, recordkeeping and report preparation.
Financial and statistical recordkeeping.
Interpersonal skills including tact, patience and diplomacy.
Office assistance and support duties applicable to a student development office.
Principles and practices used to establish and maintain files and information retrieval systems.
Basic principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.
Basic mathematical concepts.
Work organization principles and practices.
English usage, grammar, spelling, punctuation, and vocabulary.


Ability to:

Learn, interpret, apply, explain and comply with general District, administrative, and office policies and procedures as well as pertinent laws, regulations, ordinance, and other legal requirements and eligibility criteria for Student Development programs.
Understand the organization and operation of the assigned program area as necessary to assume assigned responsibilities.
Apply accounting principles to the maintenance of financial accounting transactions and auditing of financial records.
Maintain the security of confidential materials.
Respond to requests and inquiries from students, staff or the public; effectively present information in person or by telephone to students, staff or the public.
Operate word processing, desktop publishing, spreadsheet, database management and specialized software proficiently.
Operate office equipment such as computer, printer, calculator, copier and facsimile.
Schedule and coordinate a variety of departmental activities.
Independently prepare routine correspondence and memoranda.
Work independently in the absence of supervision.
Hire, train, supervise and evaluate the performance of game room personnel.
Perform a variety of office support and clerical duties and activities of a general and specialized nature in support of the assigned student development services and activities.
Use sound judgment in recognizing scope of authority.
Type or enter data at a speed necessary for successful job performance.
Compile and organize data and information.
Maintain filing systems.
Exercise good judgment in maintaining information, records, and reports.
Plan and organize work to meet schedules and changing deadlines.
Adapt to changing technologies and learn functionality of new equipment and systems.
Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
Work with and exhibit sensitivity to and understanding of the varied racial, ethnic, cultural, sexual orientation, academic, socio-economic, and disabled populations of community college students.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.


Education and Experience Guidelines:

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying.


Education/Training:

Equivalent to completion of the twelfth grade supplemented by coursework or on-the-job training in clerical and administrative support practices and procedures.


Experience:

Two years of increasingly responsible technical accounting clerical experience involving public contact.


Conditions of Employment:

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 with disabilities to perform the essential job functions.


Work Environment:

Work is performed primarily in a Student Development office and Game Room setting. Duties are primarily performed in an office environment while sitting at a desk or computer terminal but are also performed in a Game Room or at various student activities while overseeing student events and activities. Incumbents are in constant contact with students. Work is subject to frequent interruptions, noise from talking, laughing or other student interaction; also noise from office or game room equipment. Also subject to working under demanding timelines. At least minimal environmental controls to assure health and comfort. Must be willing to work evening hours from 10 a.m. to 7 p.m.


Physical Demands:

Primary functions require sufficient physical ability and mobility to work in an office setting; 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; to operate office equipment requiring repetitive hand movement 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.
Hearing: Hear in the normal audio range with or without correction.


Duties and Responsibilities

Prepare cost estimates for budget recommendations; develop and track assigned budgets including accounts for ICC and ASG; monitor and control expenditures and recommend budget transfers as needed; assist in preparing recommendations and justifications regarding budget requests; process requisitions for the ICC and student clubs; assist ICC executive cabinet members with budgetary tracking.

Verify eligibility for students participating in the Interclub Council (ICC) and club representatives; provide rosters as needed for verification purposes; assist ICC student representatives and faculty advisors in planning events; assist with special events and activities related to the Student Development Office.

Oversee the operations of the game room including hiring and supervising staff and accounting for deposits; coordinate the sales of ASB stamps with ASG and ICC representatives; work evening hours from 10 a.m. until 7 p.m. to oversee Student Development Office and Game Room or participate in student activities.

Answer telephone and walk in queries to the office; coordinate program activities with other student services functions and programs as needed; communicate with other students and staff as needed to coordinate events and activities.

Operate an electronic keyboard to input, retrieve and maintain financial data and text; type, format, proofread and print financial records and reports as well as letters and memos; type from rough draft or verbal instructions; compose correspondence.

Apply applicable policies and procedures while preparing and maintaining a variety of records and reports; keep ASG and Board minutes updated in the Student Development Office; verify and review written materials for completeness and conformance with established regulations and procedures.

Assist in maintaining office supplies, facilities and resources.

Perform related duties as required.







 

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