Office Coordinator – ACCESS (53.3%)

Office Coordinator ? ACCESS (53.3%)

West Valley-Mission Community College District

Categorically Funded Position*



APPLICATION DEADLINE: Extended to Wednesday, July 19, 2006, 5:00 P.M.



Job Number: 0506C018

Please put this number on the application.



Under direction of a department supervisor at Mission College, organize and coordinate the day-to-day operation of the office and assure its overall efficiency and effectiveness; coordinate communications and the flow of paperwork, perform a variety of complex secretarial and clerical duties and provide general support to assigned supervisor; process materials not requiring the immediate attention of the supervisor; prepare documents and materials using automated equipment.



*Categorical Program Status: The continuation of employment is contingent upon funding.




ASSIGNMENT

53.3% of full time, 20 hours per week, 12 months per year with flexible hours between 9:00am and 7:00pm. Work schedule may change to include some evening or weekend hours, as needed. Work location: Mission College.



SALARY AND BENEFITS

$1,586.21 entry level / $2,074.97 maximum earnable excluding longevity and educational growth
Employer-paid medical, dental, vision for employee and dependents to include domestic partner (benefits are prorated for employees working less than 100% of full-time)
Employer-paid long-term disability for employee
Voluntary life insurance
12 paid holidays plus 1 floating holiday annually; paid non-workdays between Christmas and New Year
12 days sick leave accrued annually (prorated for employees working less than 100% and 12 months)
10 to 22 days vacation annually (prorated for employees working less than 100% and 12 months)
Personal necessity, personal business leave and catastrophic leave
Educational growth incentive program from $35 to $175 annually
$1,000 longevity awarded annually after 20 years of service
CalPERS retirement
Union-affiliated position with required dues



MINIMUM QUALIFICATIONS

Any combination equivalent to:
Graduation from high school including or supplemented by secretarial training AND
Two years of increasingly responsible secretarial experience which includes the operation of microcomputers using word processing, spreadsheet and data base management applications software.
Demonstrated ability to effectively interact with people of diverse socioeconomic and ethnic backgrounds.



KNOWLEDGE AND ABILITIES

Knowledge of:
Modern office practices, procedures and equipment, including letter and report writing, financial and statistical record-keeping, receptionist and telephone techniques.
Research methods and techniques.
Office management techniques.
Correct English usage, spelling, grammar, punctuation and composition.
Basic math.
Ability to:
Read, interpret, apply and explain District and division policies, procedures and regulations, directives and reports and the Education Code.
Compile information and write routine reports, business correspondence and procedure manuals using correct English usage, grammar, spelling, punctuation and vocabulary.
Effectively present information in person or on the telephone.
Learn quickly and apply procedures of assigned functions.
Operate mainframe and microcomputers including electronic mail, scheduling, word processing, data base management and spreadsheet applications software.
Operate other office equipment such as a copier, calculator, electronic telephone system and facsimile machine.
Operate an electronic keyboard at 55 words per minute.
Record and transcribe information accurately at an acceptable rate of speed.
Type, format, proofread, duplicate and distribute documents and other written materials.
Train and provide work direction to others.
Establish, review and revise work priorities effectively.
Meet demanding schedules and multiple, often conflicting timelines.
Prepare and maintain accurate statistical and financial records.
Plan, organize and schedule work.
Establish and maintain effective and cooperative working relationships with others.
Work confidentially with discretion.
Relate effectively with people of varied academic, cultural and socio-economic background using tact diplomacy and courtesy.
Work effectively and independently with minimal supervision.
Perform assigned work with speed and accuracy.
Exercise good judgment and discretion in analyzing and resolving confidential, difficult and sensitive situations.



EXAMPLES OF DUTIES AND RESPONSIBILITIES

(Any one position may not include all of the duties listed nor do the listed examples include all tasks, which may be found in positions of the class.) To perform this job successfully, an individual must be able to perform each essential duty of the position satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Perform secretarial and support duties to relieve supervisor of clerical and technical detail; perform multiple projects concurrently and meet fluctuating deadlines; coordinate, organize, monitor and process the office work flow; organize office operations and procedures; assist in evaluating office production, revising procedures, or devising new forms to improve efficiency of work flow.
Review directives and correspondence; ascertain required actions or changes; confer with supervisor or other staff to obtain data, such as status of ongoing work or projects, indications of probable conclusions, and projected completion dates; work with supervisor to establish and revise work priorities or assure the timely completion of assignments.
Plan office activities and work projects and assign students or other clerical assistants to carry out and complete specific projects and duties when available; coordinate and monitor activities of clerical assistants in office or department if assigned.
Coordinate and facilitate communication between assigned supervisor and District or college officials, academic and support staff, students, the public and external organizations and agencies; interact and relay information regarding assigned areas; interpret information and policies and exchange information.
Establish and maintain positive staff and public relations; receive telephone calls and greet office visitors; provide detailed information requiring judgment and knowledge of pertinent programs and functions.
Order, receive, store and issue office supplies; assure proper operation of office machines; request service and repairs as needed.
Type, format, edit, proofread and distribute correspondence, reports, lists, summaries, contract forms, requisitions and other items to appropriate District offices, public agencies and other organizations.
Compile and consolidate information to prepare budgets, time keeping and other fiscal reports; analyze data and prepare and maintain financial, statistical and narrative data, records and reports as assigned; contact supervisor or other personnel to assure accurate and timely receipt or submission of data required.
Establish and maintain inter-related filing systems containing financial, statistical and student information; maintain confidentiality of sensitive information as appropriate; create and maintain logs and other manual records as required.
Maintain calendars and schedule appointments, meetings and conferences for supervisor and other personnel as assigned; may arrange transportation and hotel accommodations and process required documentation; arrange and attend meetings and conferences; prepare agendas and background materials; take and transcribe meeting minutes; compose and distribute minutes as appropriate.
Operate office equipment, including mainframe computer terminals and microcomputers proficiently; prepare correspondence, reports, lists and other documents using word processing, spreadsheet and data base management software.
Train and provide work direction to student and hourly workers if assigned; may provide input to supervisor concerning the performance of clerical assistants when assigned.
Perform related duties as assigned.



To receive a detailed job description that includes working conditions and physical demands, please contact the District Human Resources Department at (408) 741-2415.



APPLICATION DOCUMENTATION

Documents to be considered for this position must be received in the District Human Resources Department, West Valley-Mission Community College District, 14000 Fruitvale Avenue, Saratoga, CA 95070-5698 (West Valley College Campus) on the date and time noted above.



REQUIRED DOCUMENTS

To insure fairness and consistency to all candidates, do not submit materials other than those identified below. Submit all application materials in the following order:
A completed West Valley-Mission Community College District Classified Employment Application.
A current, typed, detailed resume.
A completed supplemental questionnaire (see attached).
A completed Personal Data Report form (see attached).



NOTE: All required documents must be submitted with your application packet; otherwise, your application will be considered incomplete and will not receive further consideration.



OPTIONAL DOCUMENTS

Copies of licenses and certificates you possess as related to this position.
Voluntary identification form (for statistical purposes only and will be kept confidentially in the Human Resources Department).



APPLICATION INFORMATION

Submission of complete application documents to Human Resources by the deadline is the applicant?s responsibility. Postmarks will not be accepted.
Incomplete or late documents will not receive committee consideration.
Application documents will not be sent to applicants or received by Human Resources via email or fax.
All materials in your file become District property, will not be returned, and will be considered for this vacancy only.
Current employees must provide documentation and materials in the same manner and degree of detail as any other applicant.
Foreign transcripts and degrees require official certification of equivalency to U.S. transcripts and degrees by a certified U.S. review service at the time of application.
Un-requested documents, such as cover letters, letters of recommendation, and any other documents that are not specifically asked for under Required Documents, will be removed from the application packet.



DO NOT STAPLE DOCUMENTS TOGETHER. USE A PAPERCLIP OR OTHER MEANS OF BINDING.

Include the job number on the application.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
West Valley-Mission Community College District will not sponsor any visa applications.



SELECTION PROCESS

The committee will review, evaluate, and consider applications and supporting materials received by the deadline.
Meeting the minimum qualifications does not assure the candidate an interview. It is, therefore, important that the application be thorough and detailed.
Reference checks for the finalists will be conducted.
The District may re-advertise, delay, choose not to fill the position, or choose to fill more than one position.





INFORMATION AND APPLICATION MATERIALS MAY BE OBTAINED FROM:


HUMAN RESOURCES

West Valley?Mission Community College District

14000 Fruitvale Avenue

Saratoga, CA 95070?5698

http://www.wvmccd.cc.ca.us/wvmccd/hr/





Applicants, who, due to a disability, require accommodations to complete the application, testing, or interview process, please contact Human Resources at (408) 741-2415 to arrange for assistance.