"Clerk IV Advising, Career and Transfer - Mount Wachusett Community College"

General Statement of Duties:

The Clerk IV will provide essential administrative support for the Advising, Career & Transfer and SUCCESS Scholar Teams and supportive administrative support for the THRIVE Center. The Clerk IV will assist students, faculty, and staff with essential advising administration functions as instructed by supervisor; prepare documents related to student advising and registration; answer telephones; send emails; triage student, faculty and staff correspondence and inquires, operate standard office equipment and technology (such as Microsoft Office products); and perform related work as assigned.

Responsibilities:

• Provides routine information concerning departmental and college services according to established procedures via telephone, email, mail, and in person;
• Answers inquiries relative to laws, rules, regulations, policies, procedures, and processes regarding departmental and college services;
• Greets students, staff, faculty and other community members and assists them with connecting with the appropriate staff member or office;
• Receives, records, files, and retrieves materials according to established procedures;
• Prepares standardized forms according to detailed procedures;
• Receives and distributes incoming mail, memoranda, packages, etc. to appropriate individuals within the department;
• Operates standard office machines and equipment requiring brief orientation for use;
• Performs typing functions such as typing forms, letters, memoranda, routine correspondence, envelopes, labels, index cards, etc.;
• Maintains records according to established procedures in order to ensure accurate and complete information;
• Makes calculations according to prescribed formulae for the purpose of processing documents such as invoices, etc.;
• Files material such as correspondence, reports, applications, etc. in accordance with a prescribed classification system;
• Schedules or arranges for conferences, meetings, interviews, appointments, or similar activities by reserving required facilities, checking the availability of parties involved and notifying appropriate individuals of dates, times and locations to ensure the availability of facilities and attendance by appropriate individuals;
• Prepares requisitions according to standard procedures in order to replenish supplies;
• Notifies appropriate parties, orally and in writing, of information such as meetings, conferences, departmental or college decisions, cancellations, appointment and visitor arrivals, etc.;
• Conducts on-the-job training of assigned employees concerning routine clerical procedures, agency policies;
• Compiles statistical information to be included in reports of agency activities;
• Compose correspondence for routine letters such as requests for information, confirmation of meetings, etc.;
• Proofreads and reviews departmental and/or college materials for grammatical, punctuation and spelling errors and for proper format, accuracy and completeness;
• Reviews forms, lists, documents, correspondence and/or applications for accuracy and completeness;
• Processes Change of Program paperwork, corresponds with stakeholders;
• Performs data entry into Student Information Systems, such as Banner;
• Monitors Mount 101 correspondences, makes appointments, updates and communicates with advisors;
• Assists with organizing and updates to student technology platforms;
• Assists with logistics and communication for ACT, SUCCESS and THRIVE programming;
• Contributes to an environment of student support and success that is holistic, diverse, equitable and inclusive and promotes a sense of belonging.

For complete union specifications please click HERE

Job Requirements:

Minimum Qualifications:

Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office work, or (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:
I.    A diploma as evidence of graduation from the commercial or business course of a recognized high school or vocational/technical high school may be substituted for a maximum of one year of the required experience.*
II.   A diploma as evidence of graduation from a course other than the commercial or business course of a recognized high school or vocational/technical high school or possession of a Massachusetts high school equivalency certificate may be substituted for a maximum of eight months of the required experience.*
III.  A diploma for completion of a one-year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for a maximum of one year of the required experience.*
IV.  A diploma for completion of a two-year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for a maximum of two years of the required experience.*
*Education toward such a degree or diploma will be prorated on the basis of the proportion of the requirements actually completed.
NOTE:   Educational substitutions will only be permitted for a maximum of two years of the required experience.

Required Knowledge, Skills, and Abilities:

1. Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controlling work through periodic reviews and/or evaluations; determining subordinates' training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action.
2. Ability to communicate effectively in written expression.
3. Ability to exercise sound judgment.

Desired Qualifications:

• Experience working in a college or educational setting
• Bilingual

Equivalency Statement

Applicants who do not meet the qualifications as stated above are encouraged to put in writing precisely how their background and experience have prepared them with the equivalent combination of education, training and experience required for the responsibilities of this position.

Additional Information:

Salary: $49,261.16-$66,732.64

*An appointment made from outside the bargaining unit will be at step one unless the collective bargaining agreement dictates otherwise.*

Grade: 13
Employee Status: Full Time
Benefits: Yes
Hours per Week: 37.5  8:00 AM-4:00 PM Monday- Friday
Number of Weeks: 52