Sr. Counseling Office Assistant (Sub)
ID: 7116511 (Ref.No. REQ10706)
Posted: November 21, 2022
Application Deadline: Open Until Filled
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
Under direction from assigned supervisory or management staff, organizes, coordinates, and participates in the front office functions of the assigned counseling office; trains and provides work direction to staff and students as assigned; performs the full range of specialized office support and clerical duties in support of the assigned counseling office activities; screens and assesses student counseling needs and schedules appointments with appropriate counselors; maintains a variety of records and files and generates a variety of statistics and reports; and serves as the primary contact person for problems and issues related to the automated counseling scheduling and reporting system.
This is the advanced journey level class in the Counseling Office Assistant series. Positions at this level are distinguished from other classes within the series by the level of responsibility assumed and the complexity of duties assigned. Employees perform the most difficult and responsible types of duties assigned to classes within this series including responsibility for coordinating front office activities, serving as the office supervisor during morning hours, managing the scheduling and reporting system, coordinating counselors’ schedules, and serving as the primary contact person for problems and issues related to the automated counseling scheduling and reporting system. Employees at this level are required to be fully trained in all procedures related to assigned area of responsibility.
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.
Organize, coordinate, and manage front office functions of the assigned counseling office; ensure appropriate staffing and optimum services to students, staff, faculty, and visitors to the college; serve as liaison between counselors, staff, and student workers; participate in developing and updating policies and procedures.
Train and provide work direction to assigned staff and student workers as assigned; prioritize and coordinate clerical assignments and projects; ensure compliance with established regulations and administrative policies.
Serve as the primary contact person for issues related to the automated counseling scheduling and reporting system; perform user functions to resolve problems; contact vendor representatives and programmers to report malfunctions and irregularities; serve as liaison to college departments and provide user training.
Oversee and coordinate a variety of duties related to counselor calendar and schedule planning; oversee and participate in the preparation of permanent schedules at the beginning of each semester and during the summer session; oversee and participate in inputting counselors’ schedules and review/verify schedule for accuracy; participate in coordinating weekly counselor schedules and monitor scheduling system daily in regards to changes involving student cancellations and appointments, scheduling of new appointments, and counselor emergencies.
Serve as receptionist for assigned areas; receive office and telephone callers; provide material and information in response to requests for information related to assigned area of responsibility; convey telephone messages; respond to questions regarding other student services areas and provide information; refer callers to appropriate staff for further assistance as needed.
Perform a variety of support duties related to counseling office activities; provide counter support; screen students to determine if counseling needs are personal or academic; schedule counseling, screening, intake, or psychological appointments with appropriate staff member or refer student to other agencies and departments.
Prepare and retrieve files for scheduled appointments; prepare information for counselors including student academic transcripts, current schedule information, and history reports.
Interact with students in a variety of situations and respond to requests for assistance; contact crisis counselors for immediate counseling as needed.
Prepare and generate a variety of reports, records, and statistics related to counseling information, operations, and functions; prepare and file absentee reports for all counselors.
Assist in compiling and assembling data for special projects and reports; verify and review forms for completeness and conformance with established regulations and procedures.
Monitor student tracking activities; record attendance; phone students to schedule screening, intakes, accommodations, academic, and/or psychological appointments; send letters to students as required.
Perform a variety of general clerical duties in support of office operations; access files and information on computer system; input information and data; copy materials; order office supplies and materials.
Provide matriculation English, reading, and math test results; provide information concerning upcoming tests.
Develop a variety of forms for faculty, staff, and student use; order and maintain supply of forms, applications, brochures, and informational packets.
Plan and coordinate efforts of the assigned counseling office with other departments; coordinates with staff of other departments to ensure effective coordination of counseling operations and functions.
Respond to public inquiries in a courteous manner; provide information within the area of assignment; resolve complaints in an efficient and timely manner.
Type, word process, and proofread a variety of documents and forms including general correspondence, reports, and memoranda from rough draft, recordings, or verbal instruction; disseminate information as appropriate.
Utilize various computer applications and software packages; maintain and generate reports from a database or network system.
Operate office equipment including computer equipment, typewriter, calculator, copier, and facsimile machine.
Perform related duties as required.
The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.
Operations, services, and activities of a college counseling center.
Work organization and office management principles and practices specific to counseling office.
Principles and practices of providing training, work direction, and guidance to lower-level office staff and student workers.
Methods and techniques used to respond to students with a variety of counseling requests, both personal and academic.
Operational characteristics and capabilities of the automated counseling scheduling and reporting system.
Office assistance and support duties applicable to a counseling office.
Student services available at a community college.
Confidentiality requirements applicable to office reports and records.
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Principles, practices and procedures of fiscal, statistical, and administrative research and report preparation.
Principles of business letter writing.
Principles and practices used to establish and maintain files and information retrieval systems.
Principles, practices, and procedures of record keeping.
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.
Understand the organization and operation of the assigned program area as necessary to assume assigned responsibilities.
Understand, interpret, and apply general administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances.
Coordinate counseling front office activities and ensure adequate coverage to meet student needs.
Organize, coordinate, perform, and oversee specialized office support and clerical duties and activities of a general and specialized nature involving the use of independent judgment and personal initiative in support of the assigned counseling office including screening callers and visitors, scheduling appointments, and maintaining records and information.
Plan and organize work to meet schedules and changing deadlines.
Establish, review, and revise office work priorities.
Plan, schedule, direct, coordinate, and review the work and performance of assigned staff in a manner conducive to proficient performance and high morale.
Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
Prepare and maintain procedure manuals.
Use sound judgment in recognizing scope of authority.
Participate in the preparation and administration of assigned budgets.
Schedule appointments for a large number of individuals in a high-volume setting.
Respond appropriately to the needs and requests and inquiries from students, staff, faculty, or the public; effectively present information in person or on the telephone.
Exercise good judgment and maintain confidentiality regarding critical and sensitive information, records and reports.
Independently compose and prepare correspondence and memoranda.
Type or enter data at a speed necessary for successful job performance.
Research, compile, analyze, and interpret data.
Prepare a variety of clear and concise administrative and financial reports.
Implement and maintain filing systems.
Exercise good judgment in maintaining information, records, and reports.
Plan and organize work to meet schedules and changing deadlines.
Operate and ensure proper functioning of counseling office scheduling and reporting system.
Serve as primary liaison with systems representatives for the automated counseling scheduling and reporting system.
Troubleshoot system malfunctions and irregularities and perform user functions within established authority.
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 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. A typical way to obtain the knowledge and abilities would be:
Equivalent to the completion of the twelfth grade supplemented by coursework or on-the-job training in clerical and administrative support practices and procedures.
Three years of responsible clerical experience including two years of counseling or other related office experience that included responsibility for scheduling appointments for a large staff.
License or Certificate:
A valid California driver’s license and proof of insurability may be required for some positions to drive a District or personal vehicle to attend meetings or pick up/deliver documents or other materials.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
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.
Environment: Work is performed primarily in standard office setting. Duties are typically performed at a desk or computer terminal; subject to noise from office equipment operation; frequent interruptions and contact in person and on the telephone with students, staff, and others. At least minimal environmental controls are in place to assure health and comfort.
Physical: 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; to verbally communicate to exchange information; and may occasionally travel to other offices or locations to attend meetings or to pick up or deliver materials. Vision: See in the normal visual range with or without correction. Hearing: Hear in the normal audio range with or without correction.
SPECIAL COVID-19 NOTICE:
Interviews may be held in-person (following all necessary precautions) or in a virtual format. Employees must reside in California while employed with the South Orange County Community College District (SOCCCD), even during remote work. Thank you for your continued interest in working at the SOCCCD.
The SOCCCD is committed to protecting the health and wellbeing of students, faculty, staff, administrators, and the communities it serves. Beginning January 8, 2022, all employees and volunteers must be fully vaccinated (as defined by the Centers for Disease Control) against COVID-19 unless approved as exempt due to a verified disability/medical condition or sincerely held religious belief (as defined in federal or state laws and regulations). More information can be found on our District website by visiting https://www.socccd.edu/about/about_covid-19.html.
NOTICE TO ALL CANDIDATES FOR EMPLOYMENT:
The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country.
If you require special accommodations in the application and/or selection process, please notify District Human Resources (DHR) at least two (2) business days prior to the Job Close Date/Initial Screening Date, by either calling (949) 582-4850 or sending an e-mail to email@example.com.
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 the District Human Resources (DHR) office upon request.
A California Public Employees Retirement System (CalPERS) retiree may not accept employment until after the first 180 days of retirement. Anyone retired from CalPERS accepting permanent employment with this District will be required to reinstate as an active CalPERS member. Please contact CalPERS for additional information regarding your retirement status.
Any active vested member of California State Teachers Retirement System (CalSTRS), who accepts employment with the District to perform service that requires membership in CalPERS, is eligible to elect to continue retirement system coverage under CalSTRS.
DIVERSITY, EQUITY, INCLUSION, AND EQUAL EMPLOYMENT OPPORTUNITY:
The South Orange County Community College District is committed to creating an academic and work environment that fosters diversity, equity and inclusion and equal opportunity for all, and ensures that students, faculty, management and staff of all backgrounds feel welcome, included, supported, and safe. Our culture of belonging, openness, and inclusion, makes our district a unique and special place for individuals of all backgrounds.
Our District and our colleges are looking for equity and inclusion-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to the understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present within our community. When you join our District, you can expect to be part of an exciting, thriving, equity-focused, and inclusive community that approaches higher education with the lens of social justice and collaboration among students, faculty, staff, administration, and community partners. In deciding whether to apply for a position with our District, you are strongly encouraged to consider whether your values align with our District’s mission and goals for EEO, Diversity, Equity, and Inclusion.
SOCCCD IS AN EQUAL OPPORTUNITY EMPLOYER
Important: You must make sure that you have completed your application for a posting by 11:59 p.m., Pacific Time, on the posting's Job Close Date, along with any required documents, in order to be considered for the position.
At the South Orange County Community College District, our goal as an academic community is to sustain a working environment that fosters and celebrates diversity, promotes and rewards excellence, and is welcoming to all. An exemplary academic community promotes an inclusive environment that best prepares our faculty, staff, and students to live, work, and contribute in a global society. The Plan reflects the District's commitment to equal employment opportunity and outlines the active steps that ensure nondiscriminatory practices.