"Outreach Assistant, Categorical"

SUMMARY DESCRIPTION

Under general supervision from assigned management staff, provides general administrative, secretarial and clerical assistance in support of departmental programs and functions; responsible for operation of a central switchboard; provides information and assistance to students, faculty, staff, and the general public; maintains schedules, budgetary records, files, and other materials that support daily operations; may provide direction to student workers; and participates in a variety of meetings, special events, and projects related to outreach activities.

DISTINGUISHING CHARACTERISTICS

This is a single incumbent classification that is distinguished by its responsibility for performing a broad range of administrative, secretarial, and clerical duties in support of outreach activities while having primary responsibility for the operation of a centralized switchboard. Incumbents in this classification must have broad knowledge of campus operations and resources in order to direct incoming calls appropriately and must be able to adapt quickly to changing work priorities in order to meet the needs of the department. Centralized switchboard and reception services are essential and, as the primary operator, the incumbent is responsible for training and overseeing hourly student workers that provide back-up assistance to maintain coverage.

REPRESENTATIVE DUTIES

• Perform a variety of duties in support of departmental services and operations and to assist the administrator in meeting program objectives; relieve assigned administrator of a variety of clerical and technical details; develop schedules related to departmental activities; assure the timely completion of work in accordance with established policies, procedures, and standards.
• Operate a central switchboard console for an assigned campus; receive and transfer calls to appropriate personnel; provide general information; take and transmit messages for staff.
• Greet and assist the students, faculty, staff, and the general public at central reception area; provide general information regarding the location, dates, and times of events, College policies and procedures, and other general College information; provide materials, maps, class schedules, catalogs, and other information as requested.
• Develop schedules and provide training to hourly and/or student workers to assure adequate coverage of central switchboard and reception desk; process and prepare timesheets or other documents required to verify work.
• Assist in the administration of the telephone system college-wide; report trouble with phone lines including pay phones; place new phone orders; coordinate with technicians to ensure phones are in proper working order.
• Word process, enter data, and proofread a variety of documents and forms including general correspondence, agendas, reports, and memoranda as necessary from rough draft, recordings, or verbal instruction; compose routine correspondence; disseminate information as appropriate.
• Operate a variety of office equipment and learn to use new technology as necessary to perform duties; utilize electronic technology to correspond with others and to maintain calendars, schedules, and appointments; coordinate and arrange meetings; coordinate activities with other divisions, departments, and outside resources.
• Perform a variety of general clerical duties including photocopying, distribution of information and forms, and operating a fax machine; receive, sort and distribute incoming and outgoing mail.
• Initiate purchasing of departmental goods and services; maintain adequate inventory levels of office supplies, equipment and other departmental inventories; prepare and process forms and requisitions, including purchase requisitions, check requests, independent contracts, and work order forms; post, monitor, and track invoices and other expenditures.
• Establish and maintain accurate and up-to-date departmental files and records; update and monitor various logs, accounts, and files for current and accurate information; verify accuracy of information, researching discrepancies and recording information.
• Provide staff support to standing and ad hoc committees and other groups as assigned; attend meetings and take notes or record proceedings; assist in organizing special events and activities.
• Maintain schedule for assigned rooms; assist faculty and staff in scheduling rooms; maintain accurate records.
• Assist students with navigating through the District's website; assist with on-line registration and related matters.
• Perform related duties as required.

QUALIFICATIONS

Knowledge of:

• Operating characteristics of a multi-line switchboard console.
• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
• Basic principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.
• Basic principles and practices used to establish and maintain files and information retrieval systems.
• Basic principles, practices, and procedures of record keeping.
• Basic mathematical concepts.
• Basic research methods and techniques.
• Work organization principles and practices.
• English usage, grammar, spelling, punctuation, and vocabulary.

Ability to:

• Learn and understand the organization and operation of the assigned department as necessary to assume assigned responsibilities.
• Learn, understand, interpret, and apply general administrative and office policies and procedures.
• Maintain current knowledge of campus events and locations.
• Perform a variety of campus receptionist and administrative and clerical support functions of a general nature for an assigned office.
• Operate a switchboard.
• Respond tactfully, clearly, concisely, and appropriately to requests and inquiries from students, staff, the general public, press, or other agencies; effectively present information in person or on the telephone to students, staff or the public.
• Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
• Use sound judgment in recognizing scope of authority and resolving difficult situations.
• Type or enter data at a speed necessary for successful job performance.
• Compile and organize data and information to prepare routine reports and business correspondence.
• Maintain filing systems.
• Train and provide work direction to others.
• Plan and organize work to meet schedules and changing deadlines.
• Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
• Adapt to changing technologies and learn functionality of new equipment and systems.
• Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
• Work effectively with minimal supervision.
• Work with and exhibit sensitivity to and understanding of the varied racial, ethnic, cultural, sexual orientation, academic, socio-economic, and disabled populations of community college students.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Report to work on a regular and consistent basis, as scheduled, to assigned job.

EDUCATION AND EXPERIENCE GUIDELINES

Education/Training: Equivalent to the completion of the twelfth grade; college level coursework or specialized training in business administration, public relations, or other directly related field is desirable.

Experience: One year of experience providing administrative and clerical support in an environment that involves frequent interruptions. Demonstrated experience operating a centralized switchboard and providing information to the general public is highly desirable.

License or Certificate: A valid California driver's license and proof of insurability may be required to drive a District or personal vehicle to attend meetings or events and/or to pick up/deliver documents or other materials.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

Environment: Work is performed primarily in a standard office setting. Duties are typically performed at a desk, computer terminal, or central switchboard that may limit the ability to leave the incumbent's workstation. Environment is subject to noise from office equipment operation; frequent interruptions and contact in person and on the telephone with students, academic and classified staff, and the public. At least minimal environmental controls are in place to ensure health and comfort.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate to exchange information; and to travel to other offices or locations in the performance of assigned duties. Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents; and to operate assigned equipment. Hearing: Hear in the normal audio range with or without correction.

Supplemental Information

Range 117 of the CSEA Salary Schedule

Work schedule: Monday - Friday (11:30 AM - 5:00 PM) - Schedule and shift are subject to change in accordance with the department's needs.

Required Documents: Resume and Cover Letter.

Applications missing the required documents will not be considered.

Hours per Week: 25 - (62.5% of Full-Time)

Months per Year: 12

Employment in this position is contingent upon funding by Covid Block Grant.