Office Assistant (Academic Support)

Job Description

BASIC FUNCTION

Performs clerical support duties for an assigned division, department, or program, according to its policies, procedures, and/or operating procedures; prepares documents; and performs customer service tasks by providing information and assistance to faculty, staff, students, and the public.

SUPERVISION RECEIVED AND EXERCISED

Receives direct supervision from assigned area supervisor. May provide lead direction to temporary staff and/or student workers.

CLASS CHARACTERISTICS

This classification in the Office series is responsible for performing routine clerical duties in support of an assigned division, department, office, or program.

Education and Experience:

Completion of the twelfth (12th) grade and six (6) months clerical experience; or an equivalent combination of education, training, and/or experience.

Knowledge of:

1. Methods and techniques of compiling and organizing files and documents.
2. Operational characteristics of standard office equipment.
3. Basic business arithmetic.
4. Recordkeeping principles and procedures.

Ability to:

1. Perform standard office clerical administrative support duties.
2. Learn and understand the organization and operation of the assigned program and/or work unit to assume assigned responsibilities.
3. Review and process relevant forms and applications.
4. Type and format business documents including letters, reports, and related materials.
5. Learn, correctly interpret, and apply the policies and procedures of the function to which assigned.
6. Make basic arithmetic computations.
7. Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
8. Maintain a variety of filing, recordkeeping, and tracking systems.
9. File materials alphabetically, chronologically, and numerically.
10. Use discretion in processing and filing confidential student files and other records.
11. Understand and carry out oral and written directions.
12. Follow directions, guidelines, and standard operating procedures of the department or area of assignment.
13. Exercise judgment within policy and procedural guidelines of the assigned area.
14. Effectively use computer systems, software applications relevant to work performed, and business equipment to perform a variety of work tasks.
15. Communicate effectively in the course of performing work tasks.
16. Establish, maintain, and foster effective working relationships with those contacted in the course of work.
17. Demonstrate clear evidence of sensitivity and understanding of the diverse academic, socioeconomic, disability, and ethnic backgrounds of students, staff, and the community.
18. Provide efficient, high-level customer service to the public, vendors, contractors, and District personnel.