Outreach Assistant (Substitute)

Irvine Valley College

Mission Viejo, CA

ID: 7058134 (Ref.No. NBU061919)
Posted: June 20, 2019
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 management staff, provides general administrative, secretarial and clerical assistance in support of departmental programs and functions; responsible for operation of a central switchboard; provides information and assistance to students, faculty, staff, and the general public; maintains schedules, budgetary records, files, and other materials that support daily operations; may provide direction to student workers; and participates in a variety of meetings, special events, and projects related to outreach activities.

The District’s goal as an academic community is to sustain a working environment that is welcoming to all, fosters and celebrates diversity, and promotes and rewards excellence. An exemplary academic community promotes an inclusive environment that best prepares our faculty, staff and students to live, work, and contribute to a global society.

This position is a short-term, temporary, Non-Bargaining Unit assignment, not to exceed 160 days during each fiscal year. The assignment is on an as needed basis, and may be shortened or extended.

You will be contacted should the hiring department/division be interested in scheduling an interview with you to discuss your qualifications and skills. Please do not call the Human Resources Office regarding the status of your application. The most current status of all applications will be available for you to view on our website.


Knowledge of:

Operating characteristics of a multi-line switchboard console.
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Basic principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.
Basic principles and practices used to establish and maintain files and information retrieval systems.
Basic principles, practices, and procedures of record keeping.
Basic mathematical concepts.
Basic research methods and techniques.
Work organization principles and practices.
English usage, grammar, spelling, punctuation, and vocabulary.


Ability to:

Learn and understand the organization and operation of the assigned department as necessary to assume assigned responsibilities.
Learn, understand, interpret, and apply general administrative and office policies and procedures.
Maintain current knowledge of campus events and locations.
Perform a variety of campus receptionist and administrative and clerical support functions of a general nature for an assigned office.
Operate a switchboard.
Respond tactfully, clearly, concisely, and appropriately to requests and inquiries from students, staff, the general public, press, or other agencies; effectively present information in person or on the telephone to students, staff or the public.
Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
Use sound judgment in recognizing scope of authority and resolving difficult situations.
Type or enter data at a speed necessary for successful job performance.
Compile and organize data and information to prepare routine reports and business correspondence.
Maintain filing systems.
Train and provide work direction to others.
Plan and organize work to meet schedules and changing deadlines.
Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
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 effectively with minimal supervision.
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 the completion of the twelfth grade; college level coursework or specialized training in business administration, public relations, or other directly related field is desirable.


Experience:

One year of experience providing administrative and clerical support in an environment that involves frequent interruptions. Demonstrated experience operating a centralized switchboard and providing information to the general public is highly desirable.


License or Certificate:

A valid California driver’s license and proof of insurability may be required to drive a District or personal vehicle to attend meetings or events and/or to pick up/deliver documents or other materials.


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 standard office setting. Duties are typically performed at a desk, computer terminal, or central switchboard that may limit the ability to leave the incumbent’s workstation. Environment is subject to noise from office equipment operation; frequent interruptions and contact in person and on the telephone with students, academic and classified staff, and the public. At least minimal environmental controls are in place to assure health and comfort.


Physical Demands:

Primary functions require sufficient physical ability and mobility to work in an office setting; to 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; to verbally communicate to exchange information; and to travel to other offices or locations in the performance of assigned duties. Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents; and to operate assigned equipment. Hearing: Hear in the normal audio range with or without correction.


Additional Position Information:

Documentation according to USCIS I-9 guidelines (i.e. ID card and Social Security card) must be presented at the time of hire. Per IRS regulations, a Social Security card must be presented at the time of hire.

Contingent/conditional job offer: Any NBU job offer that is received is contingent upon successful completion of the Human Resources pre-employment process, as well as approval by the Vice Chancellor of Human Resources or Board approval. The Human Resources hiring process may include, but is not limited to, successful completion of Live Scan fingerprinting, background checks, reference checks, TB testing, as well as completion of new hire paperwork. It is the employee’s responsibility to incur the cost of any testing required for the position (approx. $70), and there will be no reimbursement for this expense. Failure to successfully complete any portion of the hiring process will invalidate any conditional job offer received. Falsification of, or omission on, any SOCCCD pre-employment paperwork may result in withdrawal of any conditional job offer or termination of employment.

NBU at-will employment: After successful completion of the requirements of Section A, an individual may be employed by the South Orange County Community College District as a short-term, temporary NBU employee. Employment will be on an “if and as needed” basis, as determined by the District. NBU employment is at-will, and either party may terminate this working relationship at anytime. Neither party shall be required to provide any reason for the separation. NBU employees shall not have reemployment rights or recourse to petition to be reinstated.

Single worksite restriction: NBU employees are limited to working in a single position in one department/site. Interpreters and models are exceptions to single site employment.

Work schedules: Department/Division managers, administrators, and/or supervisors shall determine the work schedule of NBU employees to include the number of days and hours worked per week and the start and stop times.

160 day restriction: NBU employees will not work more than 160 days (in any combination of NBU positions) no matter how many hours per day they work. It is the employee’s responsibility to monitor and track the amount of days that they work to ensure they do not exceed the 160 day limit. It is the employee’s responsibility to notify their supervisor and Human Resources immediately if they are approaching the 160 day limit. NBU positions are not part of the Classified service and that by working less than 160 days of a college year, NBU employees are not entitled to any employment.

Substitutes: Substitutes may work for a permanent Classified employee who is on leave, or a vacant Classified permanent position. Substitutes in a vacant Classified position may work a maximum of 90 working days in the position during the recruitment process. NBU employees who substitute for Classified positions may not necessarily meet the minimum qualifications for the position and may, or may not, assume all of the job duties and responsibilities of the position. By substituting for a vacant Classified position, there is no guarantee that the substitute will be selected to interview for the vacant permanent position if posted, or selected for the position if interviewed. Substituting for a Classified position also does not entitle a NBU employee to any future consideration for the same or other positions. Substitutes must complete the online application process during the specified time frame to apply for any permanent Classified position at www.socccdjobs.com.

Rate of Pay: NBU employees must inquire with their supervisor as to the rate of pay that they will receive. They must have agreed to the rate, prior to accepting and beginning any current or future NBU assignment. Questions regarding rate of pay must be directed to their supervisor. NBU employees are paid according to departmental budgets, the skill set/level of expertise required for the assignment as determined by the supervisor/department/division, and various other factors, not longevity.
Classified substitutes will be paid at the first step of the Classified Salary Schedule range of the position that they are substituting for. Exceptions may be paid for previous Classified employees. Holidays/Jury Duty: NBU employees are not paid for holidays or other time not worked (i.e. Jury Duty).
California Sick leave: NBU employees are eligible for California Sick leave per AB1522. Information regarding AB1522 will be sent to all new hires after the new hire paperwork session. Overtime: Time and one-half is paid for all hours worked over 40 in one week, per FLSA guidelines. Shift pay does not apply to NBU employees.

Retirement information: NBU employees may not work more than 960 hours from June 15th – June 14th. NBU employees who work more than 1000 hours per fiscal year are required to contribute to the California Public Employees’ Retirement System (CalPERS), through payroll deduction of about 7-9%. The District does not intend to employ NBU employees for more than 1,000 hours during any fiscal year. The exception to this requirement is that if a NBU employee is currently contributing to PERS from another agency, they will be required to contribute to CalPERS while employed at SOCCCD. Once an employee joins CalPERS, all future assignments will also have CalPERS deducted. It is the employee’s responsibility to inform their supervisor of their CalPERS status for current and future assignments.

Administrative termination: NBU employees who have not worked in a six month period will be administratively terminated due to inactivity. In order to be rehired, the employee must recomplete the hiring process.

Campus Crime and Safety Awareness: Information regarding campus crime and safety awareness can be found at www.saddleback.edu or www.ivc.edu. Paper copies are available in Human Resources upon request.

Mandated reporter: The South Orange County Community College District recognizes the responsibility of its staff to report to the appropriate agency when there is a reasonable suspicion that an abuse or neglect of a child may have occurred.

Mandated reporters include faculty, district leadership staff, and classified staff, including Non-Bargaining Unit (NBU) employees.


Duties and Responsibilities

Perform a variety of duties in support of departmental services and operations and to assist the administrator in meeting program objectives; relieve assigned administrator of a variety of clerical and technical details; develop schedules related to departmental activities; assure the timely completion of work in accordance with established policies, procedures, and standards.

Operate a central switchboard console for an assigned campus; receive and transfer calls to appropriate personnel; provide general information; take and transmit messages for staff.

Greet and assist the students, faculty, staff, and the general public at central reception area; provide general information regarding the location, dates, and times of events, College policies and procedures, and other general College information; provide materials, maps, class schedules, catalogs, and other information as requested.

Develop schedules and provide training to hourly and/or student workers to assure adequate coverage of central switchboard and reception desk; process and prepare time sheets or other documents required to verify work.

Assist in the administration of the telephone system college-wide; report trouble with phone lines including pay phones; place new phone orders; coordinate with technicians to ensure phones are in proper working order.

Word process, enter data, and proofread a variety of documents and forms including general correspondence, agendas, reports, and memoranda as necessary from rough draft, recordings, or verbal instruction; compose routine correspondence; disseminate information as appropriate.

Operate a variety of office equipment and learn to use new technology as necessary to perform duties; utilize electronic technology to correspond with others and to maintain calendars, schedules, and appointments; coordinate and arrange meetings; coordinate activities with other divisions, departments, and outside resources.

Perform a variety of general clerical duties including photocopying, distribution of information and forms, and operating a fax machine; receive, sort and distribute incoming and outgoing mail.

Initiate purchasing of departmental goods and services; maintain adequate inventory levels of office supplies, equipment and other departmental inventories; prepare and process forms and requisitions, including purchase requisitions, check requests, independent contracts, and work order forms; post, monitor, and track invoices and other expenditures.

Establish and maintain accurate and up-to-date departmental files and records; update and monitor various logs, accounts, and files for current and accurate information; verify accuracy of information, researching discrepancies and recording information.

Provide staff support to standing and ad hoc committees and other groups as assigned; attend meetings and take notes or record proceedings; assist in organizing special events and activities.

Maintain schedule for assigned rooms; assist faculty and staff in scheduling rooms; maintain accurate records.

Assist students with navigating through the District’s website; assist with on-line registration and related matters.

Perform related duties as required.







 

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