STAFF ASSISTANT III (Counseling)
Job Description
Excellent fringe benefit package includes a pension, medical, dental, vision, EAP (employee assistance plan) and life insurance for employee and eligible dependents, and income protection. Voluntary plans include supplemental life insurance, Flexible Spending Accounts, 403b and 457 Deferred Compensation Accounts. Classified employees also receive vacation, 12 sick leave days and 20 paid holidays.
POSITION SUMMARY
The Staff Assistant III (Counseling) reports to the Division Dean of Counseling at San Jose City College. The work schedule is 12 months per year; Monday – Friday; 8:00 p.m. to 5:00 p.m.
This position is represented by the California School Employees Association (CSEA), Chapter 363.
POSITION PURPOSE
Under the direction of an assigned administrator, this position performs difficult and diversified clerical and general typing duties involving the application of standard procedures to a variety of details requiring the use of discretion and judgement in support of the operations, preparation and maintenance of a variety of records and reports, or the academic professional staff of an administrative or program office. Responsibilities may include providing technical or functional lead direction to hourly or student assistants.
The Staff Assistant III (Counseling) reports to the Division Dean of Counseling at San Jose City College. The work schedule is 12 months per year; Monday – Friday; 8:00 p.m. to 5:00 p.m.
This position is represented by the California School Employees Association (CSEA), Chapter 363.
POSITION PURPOSE
Under the direction of an assigned administrator, this position performs difficult and diversified clerical and general typing duties involving the application of standard procedures to a variety of details requiring the use of discretion and judgement in support of the operations, preparation and maintenance of a variety of records and reports, or the academic professional staff of an administrative or program office. Responsibilities may include providing technical or functional lead direction to hourly or student assistants.
DISTINGUISHING CHARACTERISTICS
This is the advanced level in the Staff Assistant job series. Positions are responsible for the independent performance of the full range of general office clerical operations. The work requires a comprehensive knowledge of the functions and structures of the office, as well as a good knowledge of related functions, organizations and personnel of other offices and programs. The incumbents are responsible for planning and organizing the clerical work of the office as well as for establishing priorities and determining deadlines. Typically, incumbents are responsible for providing clerical support to several individuals in the office. These positions require utilization of an overall knowledge of the office operations in the preparation of reports, follow-up on action items, and anticipation of the potential impact of proposed procedural or administrative policy changes on the current clerical operations of the office. Day-to-day work is performed without instructions and is normally reviewed only in terms of overall accomplishments usually by academic or administrative members of the staff. Incumbents in this position at this level may also perform secretarial type duties and responsibilities in support of the head of the office in conjunction with the general office clerical work.
DUTIES AND RESPONSIBILITIES
1. Perform difficult clerical and analytical tasks requiring a thorough knowledge of program, department and college policies and procedures.
2. Receive, screen, review and verify a variety of correspondence, documents or applications.
3. Establish and maintain office files, reports, logs, accounts records and specialized or technical documents including employee time and assignment records, and a wide variety of correspondence and memoranda.
4. Search for, compile and post data for a variety of reports.
5. Provide a central source of information and assistance regarding the activities, policies and procedures of the area to which assigned.
6. Assist in planning and carrying out the activities and procedures of the office.
7. Maintain records, interpret data and prepare complex reports which may be semi-technical in nature.
8. Resolve questions. Refer questions with policy and procedure implications to supervisor.
9. Perform difficult typing such as financial or statistical reports, room and class schedules, lesson plans, information newsletters and other material requiring the use of independent judgment.
10. Handle physical arrangements and correspondence for group meetings on a regular basis.
11. Prepare invoices, receive and receipt payments, prove and balance receipts.
12. Develop forms, records, filing systems and procedures.
13. Coordinate assigned office functions and details with other departments, programs or outside agencies.
14. Maintain, compile, prepare and submit attendance and overtime records for payroll reporting.
15. Coordinate coverage for substitutes for instructional and/or classified absences; call substitutes, collect and complete necessary forms, and post canceled classes when no substitute can be located.
16. Maintain and update computerized cumulative files.
17. Tabulate and maintain daily and monthly attendance records utilizing State-mandated standards.
18. Maintain, sign-in sheets for evening and Saturday faculty; provide for and coordinate services for evening faculty.
19. Train and/or assign and check the work of a group of lower level clerical assistants.
20. Interview students to obtain basic personal, financial, medical and social data.
21. Conduct fire drills.
22. If assigned to the Child Development Center, provide first aid treatment for children until help arrives.
23. Compute and collect fees where standards and charges require some degree of judgment.
24. Interview students and parents to obtain basic personal, financial, medical, and social data.
25. Perform other related duties as assigned.
2. Receive, screen, review and verify a variety of correspondence, documents or applications.
3. Establish and maintain office files, reports, logs, accounts records and specialized or technical documents including employee time and assignment records, and a wide variety of correspondence and memoranda.
4. Search for, compile and post data for a variety of reports.
5. Provide a central source of information and assistance regarding the activities, policies and procedures of the area to which assigned.
6. Assist in planning and carrying out the activities and procedures of the office.
7. Maintain records, interpret data and prepare complex reports which may be semi-technical in nature.
8. Resolve questions. Refer questions with policy and procedure implications to supervisor.
9. Perform difficult typing such as financial or statistical reports, room and class schedules, lesson plans, information newsletters and other material requiring the use of independent judgment.
10. Handle physical arrangements and correspondence for group meetings on a regular basis.
11. Prepare invoices, receive and receipt payments, prove and balance receipts.
12. Develop forms, records, filing systems and procedures.
13. Coordinate assigned office functions and details with other departments, programs or outside agencies.
14. Maintain, compile, prepare and submit attendance and overtime records for payroll reporting.
15. Coordinate coverage for substitutes for instructional and/or classified absences; call substitutes, collect and complete necessary forms, and post canceled classes when no substitute can be located.
16. Maintain and update computerized cumulative files.
17. Tabulate and maintain daily and monthly attendance records utilizing State-mandated standards.
18. Maintain, sign-in sheets for evening and Saturday faculty; provide for and coordinate services for evening faculty.
19. Train and/or assign and check the work of a group of lower level clerical assistants.
20. Interview students to obtain basic personal, financial, medical and social data.
21. Conduct fire drills.
22. If assigned to the Child Development Center, provide first aid treatment for children until help arrives.
23. Compute and collect fees where standards and charges require some degree of judgment.
24. Interview students and parents to obtain basic personal, financial, medical, and social data.
25. Perform other related duties as assigned.
Knowledge, Skills and Abilities:
Knowledge of:
1. Organization, policies, procedures and operating details of the District, college and area to which assigned.
2. Modern office methods, procedures and equipment including personal computers and related software.
3. Proper English usage, spelling, grammar and punctuation.
4. Record keeping principles and procedures.
5. Policies, procedures, organization and operating details of the department to which assigned.
6. Writing and composition of business letters.
Ability to:
1. Operate a computer terminal or related office equipment and software.
Knowledge of:
1. Organization, policies, procedures and operating details of the District, college and area to which assigned.
2. Modern office methods, procedures and equipment including personal computers and related software.
3. Proper English usage, spelling, grammar and punctuation.
4. Record keeping principles and procedures.
5. Policies, procedures, organization and operating details of the department to which assigned.
6. Writing and composition of business letters.
Ability to:
1. Operate a computer terminal or related office equipment and software.
2. Train, plan and direct the work of other employees.
3. Interpret and explain District, college and program policies, rules and regulations.
4. Carry out oral and written directions independently.
5. Communicate orally in a courteous and effective manner.
6. Effectively interact with persons of diverse socio-economic and ethnic backgrounds.
7. Establish and maintain effective working relationships with those encountered during the performance of required duties.
8. Prepare and maintain financial and statistical records.
9. Work with a significant degree of independence in carrying out assigned duties and schedule work to effectively meet deadline and time schedules.
10. Work under pressure in offices that have heavy student and public contact.
EDUCATION AND EXPERIENCE
1. Education equivalent to completion of the twelfth grade supplemented by specialized college courses.
1. Education equivalent to completion of the twelfth grade supplemented by specialized college courses.
2. Two years of experience performing general office clerical work.
- Demonstrated sensitivity, knowledge and understanding of the diverse academic, socioeconomic, gender identity, sexual orientation, cultural, disability, and ethnic background of groups historically underrepresented, and groups who may have experienced discrimination.
- Success integrating diversity as appropriate into the major duties outlined in the job description and in the duties listed in the District’s hiring policy; or demonstrated equivalent transferable skills to do so.
1. Bilingual abilities, desirable.
For positions that require a degree or coursework:
Degree(s) must have been awarded by a college or university accredited by an accrediting body recognized by the U.S. Council on Post-Secondary Accreditation and/or the U.S. Department of Education.
All degrees and credits earned outside of the United States must have a U.S. evaluation (course by course) of the transcripts and must be submitted with the application.
Degrees earned outside of the U.S. without a U.S. credential evaluation attached, will not be considered.
Degree(s) must have been awarded by a college or university accredited by an accrediting body recognized by the U.S. Council on Post-Secondary Accreditation and/or the U.S. Department of Education.
All degrees and credits earned outside of the United States must have a U.S. evaluation (course by course) of the transcripts and must be submitted with the application.
Degrees earned outside of the U.S. without a U.S. credential evaluation attached, will not be considered.
1. Typical office environment:
The District is represented by dedicated and talented employees who are passionate about providing our student population with the best educational experience possible. The District recognizes that cultural diversity in the academic environment promotes academic excellence; fosters cultural, racial and human understanding; provides positive roles models for all students, and creates an inclusive and supportive educational and work environment for its employees, students, and the community it serves.
As of Fall 2022, with enrollment of approximately 14,400 students per semester, and an extremely diverse student population (Latinx 48%, Black/African-American 4%, Asian/Pacific Islander 31%, American Indian/Native American 0.3%, White/Caucasian 9%) attaining educational goals reflecting 56% – Transfer to a 4-Year College/ University, the District’s emphasis on student success makes it a recognized educational leader in the State.
The District encourages a diverse pool of applicants to serve as colleagues to an existing diverse classified staff consisting of 42% Latinx, 28% Asian/Pacific Islander, 5% Black/African American, 1% American Indian/Native American, 18% White/Caucasian, and as well as encouraging applications from all qualified, outstanding applicants.
As of Fall 2022, with enrollment of approximately 14,400 students per semester, and an extremely diverse student population (Latinx 48%, Black/African-American 4%, Asian/Pacific Islander 31%, American Indian/Native American 0.3%, White/Caucasian 9%) attaining educational goals reflecting 56% – Transfer to a 4-Year College/ University, the District’s emphasis on student success makes it a recognized educational leader in the State.
The District encourages a diverse pool of applicants to serve as colleagues to an existing diverse classified staff consisting of 42% Latinx, 28% Asian/Pacific Islander, 5% Black/African American, 1% American Indian/Native American, 18% White/Caucasian, and as well as encouraging applications from all qualified, outstanding applicants.
EQUAL OPPORTUNITY EMPLOYER STATEMENT:
San José-Evergreen Community College District is an Equal Opportunity Employer committed to nondiscrimination on the basis of ethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, age, gender, gender identity, religion, sexual orientation, transgender, marital status, veteran status, medical condition, and physical or mental disability consistent with applicable federal and state laws.
CONTACT:
Employment Services,
Human Resources, SJECCD
40 S. Market Street, San Jose, CA 95113
Phone: (408) 270-6414
Email: hremploymentservices@sjeccd.edu
Employment Website: https://sjeccd.peopleadmin.com
District Website: www.sjeccd.edu
APPLICATION PROCEDURES:
Interested applicants MUST SUBMIT ONLINE ALL of the following materials by the First Review Date/Closing Date as listed on the job announcement. Applications received after the First Review Date will only be forwarded to the hiring committee at their request.
1. A completed online San José-Evergreen Community College District APPLICATION.
2. A COVER LETTER (Stating how you feel you meet the qualifications as outline in the job announcement).
3. A current RESUME/CURRICULUM VITAE
4. TRANSCRIPT – (If Required) If a degree is listed as a requirement, transcripts (Not Diplomas) MUST INCLUDE confer or award date of stated degree. Unofficial transcripts will be accepted; however if the position is offered, official transcripts will be required prior to employment. If the transcripts or degrees are from outside of the United States, an official certification of equivalency to U.S. degrees by a certified U.S. credential review service (course by course of the transcripts) MUST also be submitted. (See below for a list of suggested services that provide foreign degree equivalency evaluation to U.S. degrees).
Note: Some positions may require additional documents and/or certificates, in addition to the items listed above. Please refer to the job announcement.
OTHER APPLICANT INFORMATION:
1. Only complete application materials will be considered. No exceptions.
2. Letters of Recommendation are NOT required and will not be forwarded to the hiring committee.
3. Upon hire the successful candidate must provide the required documents of identity and authorization to work and attest he/she is authorized to work in the United States.
4. Application materials become the property of the District and will not be returned or duplicated.
5. Travel expenses to attend the interview are the responsibility of the candidate.
6. Meeting the minimum qualifications does NOT assure an interview.
7. The District may re-advertise, delay, choose not to fill the position, or choose to fill more than one position.
Suggested services that provide foreign degree equivalency evaluation to U.S. degrees:
Academic Credentials Evaluation Institute, Inc.
Website: http://www.acei-global.org/
Education Records Evaluation Services
Website: www.eres.com
International Education Research Foundation
Website: http://www.ierf.org/
World Education Services
Website: www.wes.org
San José-Evergreen Community College District is an Equal Opportunity Employer committed to nondiscrimination on the basis of ethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, age, gender, gender identity, religion, sexual orientation, transgender, marital status, veteran status, medical condition, and physical or mental disability consistent with applicable federal and state laws.
CONTACT:
Employment Services,
Human Resources, SJECCD
40 S. Market Street, San Jose, CA 95113
Phone: (408) 270-6414
Email: hremploymentservices@sjeccd.edu
Employment Website: https://sjeccd.peopleadmin.com
District Website: www.sjeccd.edu
APPLICATION PROCEDURES:
Interested applicants MUST SUBMIT ONLINE ALL of the following materials by the First Review Date/Closing Date as listed on the job announcement. Applications received after the First Review Date will only be forwarded to the hiring committee at their request.
1. A completed online San José-Evergreen Community College District APPLICATION.
2. A COVER LETTER (Stating how you feel you meet the qualifications as outline in the job announcement).
3. A current RESUME/CURRICULUM VITAE
4. TRANSCRIPT – (If Required) If a degree is listed as a requirement, transcripts (Not Diplomas) MUST INCLUDE confer or award date of stated degree. Unofficial transcripts will be accepted; however if the position is offered, official transcripts will be required prior to employment. If the transcripts or degrees are from outside of the United States, an official certification of equivalency to U.S. degrees by a certified U.S. credential review service (course by course of the transcripts) MUST also be submitted. (See below for a list of suggested services that provide foreign degree equivalency evaluation to U.S. degrees).
Note: Some positions may require additional documents and/or certificates, in addition to the items listed above. Please refer to the job announcement.
OTHER APPLICANT INFORMATION:
1. Only complete application materials will be considered. No exceptions.
2. Letters of Recommendation are NOT required and will not be forwarded to the hiring committee.
3. Upon hire the successful candidate must provide the required documents of identity and authorization to work and attest he/she is authorized to work in the United States.
4. Application materials become the property of the District and will not be returned or duplicated.
5. Travel expenses to attend the interview are the responsibility of the candidate.
6. Meeting the minimum qualifications does NOT assure an interview.
7. The District may re-advertise, delay, choose not to fill the position, or choose to fill more than one position.
Suggested services that provide foreign degree equivalency evaluation to U.S. degrees:
Academic Credentials Evaluation Institute, Inc.
Website: http://www.acei-global.org/
Education Records Evaluation Services
Website: www.eres.com
International Education Research Foundation
Website: http://www.ierf.org/
World Education Services
Website: www.wes.org
*Please mention you saw this ad on HispanicsInHigherEducation.*
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