Department Assistant III

Job Details

Department Assistant III

Kern Community College District

Salary: $3,828.74 - $5,409.91 Monthly

Job Type: Classified

Job Number: FY25-2600305

Location: District Office, CA

Department: Public Safety Training

Basic Function

Under the direction of an assigned supervisor, provide a variety of complex and confidential clerical and secretarial services to college administrators, faculty and staff; to provide information to the faculty, staff, students and public; to provide complex staff assistance to departments.

DISTINGUISHING CHARACTERISTICS: The Department Assistant III provides specialized clerical support requiring a broad knowledge of an assigned program or functional area. Incumbents are typically assigned to a functional area where use of independent judgment requires related specialized training and experience.

Representative Duties

• Perform general secretarial and clerical work; schedule appointments and process personnel information; monitor, order, distribute and maintain office supplies; order textbooks; maintain and troubleshoot new equipment; receive and sort mail.
• Type and proofread a wide variety of reports, letters, projects and proposals; compose correspondence related to assigned responsibilities; assist in preparing and typing course outlines and catalog information including class and final examination schedule information.
• Participate in the planning, development and implementation of a variety of events and functions directly related to area of responsibility, including fund raising and special events related to college programs.
• Assign work activities, projects and programs to clerical and student help; monitor work flow; review and evaluate work products, methods and procedures; participate in the selection of clerical or student staff; assist in staff training.
• Perform a variety of work involved in student assistance including scheduling classes; arrange special accommodations such as testing or audiovisual equipment; inform students of class cancellations; transfer students.
• Prepare a variety of reports and requests such as travel request forms and faculty request forms; prepare monthly payroll; report teacher absences; verify student assistants' time cards; issue, receive, type and process various applications, permits and other forms.
• Organize and maintain filing systems; maintain a variety of files and record logs directly related to area of assignment including certificated and classified employee files, budget information, student rehabilitation progress and general student files.
• Receive and deliver supplies; verify incoming shipments for appropriate quantity and quality; record receipt of merchandise on purchase order; file purchase order; forward purchase orders to District office for partial or full payment; send District updated inventory list.
• Respond to supply and material delivery problems; identify shipping problems and return goods shipped in error to vendors. Assist in reviewing outgoing correspondence and reports for accuracy, completeness and compliance with established standards; participate in the development of program newsletters.
• Maintain calendars and schedules of activities, meetings, interviews and appointments; coordinate activities with other departments, various Board and committee members, the public and outside agencies; maintain departmental bulletin board.
• Review materials for completeness and conformance with established regulations and procedures; apply applicable policies and procedures in determining completeness of applications, records and reports; provide information and forms to the public; collect and process appropriate information.
• Serve as a receptionist; answer the telephone and provide information to students, other offices and the general public regarding the College's policies and procedures as required; provide information on classes, instructors and schedules.
• Participate in budget preparation and administration; prepare cost estimates for budget recommendations; submit justifications for budget items; prepare requisitions for supplies and equipment for all specially funded projects; monitor and control expenditures.
• Exercise functional and technical supervision over clerical and secretarial staff and student assistants. Perform related duties as assigned; duties performed at extension sites may be diverse and varied.

Minimum Qualifications

Any combination equivalent to: graduation from high school and three years of responsible clerical experience

Knowledge & Abilities

KNOWLEDGE OF:

• Modern office procedures, methods and computer equipment.
• Word processing methods, techniques and programs.
• Correct English usage, spelling, grammar and punctuation.
• Principles of budget administration. Basic arithmetic.

ABILITY TO:

• Learn, interpret and apply the policies and procedures of the District.
• Learn class scheduling and academic requirements.
• Perform general secretarial and clerical work including maintenance of appropriate records and compiling information for reports.
• Work courteously with students and the general public on the telephone or in person.
• Train clerical and student staff.
• Participate in budget administration.
• Operate a variety of office machines including a computer and applicable software.
• Understand and follow oral and written direction.
• Perform simple mathematical calculations.
• Communicate effectively both orally and in writing. Establish and maintain cooperative and effective working relationships with others.

SALARY RANGE $3,828.74- $5,409.91 monthly Maximum Entry Level Salary: $4,022.57 monthly