Examples of Duties

Duties and Responsibilities

1. Provides administrative, clerical and office support.
2. Assists with a variety of reports, including program review data, budget documents and other reports as required.
3. Schedules appointments, and arranges a variety of conferences, staff meetings, committee meetings, and other activities.
4. Maintains fiscal files and office inventory supplies for fiscal services department.
5. Processes Civic Center Rentals including handling of request for rentals and database entry for space/room reservations, and maintenance of records. Coordinates facility requests with Maintenance and Operations and special technology requests with Information Technology.
6. Assists with Clery Act compliance and yearly reports. Maintains files regarding Clery Act federal reports and local data.
7. Assists with District inventory records by performing annual inventory counts, maintaining inventory control records, and disposing of inventory according to policies and procedures; including donations, surplus sale, disposal or destruction.
8. Assists with receipt of funds to the District. Assists with the processing of District payments, deposits, and banking. Uses cash register for fee collection.
9. Ensures there is an adequate supply of forms, applications, and office supplies. Creates purchase requisitions, processes travel requests.
10. Provides clerical support including note taking, typing, filing scanning, and digitally archiving documents and uploading meeting agendas minutes and other documents on Boardocs or appropriate systems.
11. Assists with the maintenance of District copier services including but not limited to service calls, supplies, and assistance with the use of the machine.
12. Prepares outgoing mail and packages for the post office and other delivery services.
13. Provides support to accounts payable which includes audit of accounts payable documents for accuracy, and distribution of the checks as appropriate.
14. Receives and distributes all packages for the District. Ensures delivery of equipment and supplies to the appropriate parties.
15. Assists with updating Board Policies and Administrative Procedures for the Fiscal Services Department using Community College League of California updates.
16. Controls the inventory, collection, and distribution of Districts keys.
17. Assists with State facilities reporting as required by the Chancellors Office.
18. Performs other related duties as assigned.

Educational/Experience Qualifications

Required Qualifications

1. High School Diploma or GED equivalent.
2. Knowledge of and proficiency in the utilization of standard office productivity software programs (e.g., MS Word, Excel, PowerPoint, Outlook), personal computers, and the internet.
3. Knowledge of record-keeping techniques.
4. Perform duties requiring attention to detail.
5. Work under time constraints.
6. Communicate effectively orally and in writing.
7. Type at 40 wpm.
8. Passage of the Districts clerical skills tests.
9. Sensitivity to and understanding of the diverse academic, ethnic, racial, age, national origin, religious, gender, sexual orientation, disabilities, and socio-economic backgrounds.

Preferred Qualifications

1. Associates Degree from an accredited institution.

Supplemental Information

Physical Demands and Work Environment

1. The physical demands and work environment are typical of an administrative job in an office environment.
2. The incumbent must be able to perform the essential functions of the job, with or without a reasonable accommodation.

Classification/Salary

1. This is a 12-month full time classified position. May include evening and weekend duty.
2. Row 5 on the classified salary schedule.
3. The District offers an attractive package of fringe benefits including medical, prescription, dental, vision and life insurance as accorded per CSEA agreement.

Application Process

Our employment online application process is designed to assist the search committee in evaluating whether or not you possess the required knowledge and skills for the position for which you are applying. Job-related information from all applicants will be evaluated to identify those best qualified. Only the best-qualified applicants will be selected for testing and further consideration. Therefore, the online application must be completed to allow a comprehensive review and evaluation. Failure to complete the online application (and supplemental material, when required) will constitute failure to comply with the selection process and the application will be rejected.

1. To guarantee consideration, a completed application and any other required material listed, must be submitted with the online application by the published closing date.
2. Applications are only accepted for positions currently open for recruitment.
3. Meeting minimum requirements does not guarantee you an interview.
4. Current employees who are applying for a position should be aware that material from their personnel files will not be included as part of the application packet, and they should provide information on past and present employment in the same degree of detail as any other candidate.
5. Applicants wishing to apply for more than one position must submit a separate application and required materials for each position.
6. Legible photocopies of documents will only be accepted.
7. Travel costs related to the interview process will be borne solely by the candidate.
8. Please read the job announcement/description carefully to ensure your background and education meet the requirements of the position
9. The selection process may also include practical exercise (i.e., training demonstration and/or other written, technical manipulative, or simulation exercises), or skilled testing to evaluate candidates qualifications.
10. Applicants with foreign transcripts must be evaluated by an Accredited United States Institution, please see the approved organizations listed in the following link: https://www.ctc.ca.gov/docs/default-source/leaflets/cl635.pdf?sfvrsn=bb4f6e6a_6 or the National Association of Credential Evaluation Services link: https://www.naces.org/

Required Documents

• Cover Letter
• Resume
• Diversity Statement
• Copies of Transcripts (Must show all work completed and the conferral date of the degree. If hired original transcripts must be submitted)
• Six References (3 Professional and 3 Personal)
• Professional Licenses (If applicable)
• Recommended: Typing Certificate
• Memorandum Qualification Form (If applicable) must upload http://www.paloverde.edu/faculty-staff/pdf/memorandum-qualification-form.pdf

Examples of Duties

Duties and Responsibilities

1. Provides administrative, clerical and office support.
2. Assists with a variety of reports, including program review data, budget documents and other reports as required.
3. Schedules appointments, and arranges a variety of conferences, staff meetings, committee meetings, and other activities.
4. Maintains fiscal files and office inventory supplies for fiscal services department.
5. Processes Civic Center Rentals including handling of request for rentals and database entry for space/room reservations, and maintenance of records. Coordinates facility requests with Maintenance and Operations and special technology requests with Information Technology.
6. Assists with Clery Act compliance and yearly reports. Maintains files regarding Clery Act federal reports and local data.
7. Assists with District inventory records by performing annual inventory counts, maintaining inventory control records, and disposing of inventory according to policies and procedures; including donations, surplus sale, disposal or destruction.
8. Assists with receipt of funds to the District. Assists with the processing of District payments, deposits, and banking. Uses cash register for fee collection.
9. Ensures there is an adequate supply of forms, applications, and office supplies. Creates purchase requisitions, processes travel requests.
10. Provides clerical support including note taking, typing, filing scanning, and digitally archiving documents and uploading meeting agendas minutes and other documents on Boardocs or appropriate systems.
11. Assists with the maintenance of District copier services including but not limited to service calls, supplies, and assistance with the use of the machine.
12. Prepares outgoing mail and packages for the post office and other delivery services.
13. Provides support to accounts payable which includes audit of accounts payable documents for accuracy, and distribution of the checks as appropriate.
14. Receives and distributes all packages for the District. Ensures delivery of equipment and supplies to the appropriate parties.
15. Assists with updating Board Policies and Administrative Procedures for the Fiscal Services Department using Community College League of California updates.
16. Controls the inventory, collection, and distribution of Districts keys.
17. Assists with State facilities reporting as required by the Chancellors Office.
18. Performs other related duties as assigned.

Educational/Experience Qualifications

Required Qualifications

1. High School Diploma or GED equivalent.
2. Knowledge of and proficiency in the utilization of standard office productivity software programs (e.g., MS Word, Excel, PowerPoint, Outlook), personal computers, and the internet.
3. Knowledge of record-keeping techniques.
4. Perform duties requiring attention to detail.
5. Work under time constraints.
6. Communicate effectively orally and in writing.
7. Type at 40 wpm.
8. Passage of the Districts clerical skills tests.
9. Sensitivity to and understanding of the diverse academic, ethnic, racial, age, national origin, religious, gender, sexual orientation, disabilities, and socio-economic backgrounds.

Preferred Qualifications

1. Associates Degree from an accredited institution.

Supplemental Information

Physical Demands and Work Environment

1. The physical demands and work environment are typical of an administrative job in an office environment.
2. The incumbent must be able to perform the essential functions of the job, with or without a reasonable accommodation.

Classification/Salary

1. This is a 12-month full time classified position. May include evening and weekend duty.
2. Row 5 on the classified salary schedule.
3. The District offers an attractive package of fringe benefits including medical, prescription, dental, vision and life insurance as accorded per CSEA agreement.

Application Process

Our employment online application process is designed to assist the search committee in evaluating whether or not you possess the required knowledge and skills for the position for which you are applying. Job-related information from all applicants will be evaluated to identify those best qualified. Only the best-qualified applicants will be selected for testing and further consideration. Therefore, the online application must be completed to allow a comprehensive review and evaluation. Failure to complete the online application (and supplemental material, when required) will constitute failure to comply with the selection process and the application will be rejected.

1. To guarantee consideration, a completed application and any other required material listed, must be submitted with the online application by the published closing date.
2. Applications are only accepted for positions currently open for recruitment.
3. Meeting minimum requirements does not guarantee you an interview.
4. Current employees who are applying for a position should be aware that material from their personnel files will not be included as part of the application packet, and they should provide information on past and present employment in the same degree of detail as any other candidate.
5. Applicants wishing to apply for more than one position must submit a separate application and required materials for each position.
6. Legible photocopies of documents will only be accepted.
7. Travel costs related to the interview process will be borne solely by the candidate.
8. Please read the job announcement/description carefully to ensure your background and education meet the requirements of the position
9. The selection process may also include practical exercise (i.e., training demonstration and/or other written, technical manipulative, or simulation exercises), or skilled testing to evaluate candidates qualifications.
10. Applicants with foreign transcripts must be evaluated by an Accredited United States Institution, please see the approved organizations listed in the following link: https://www.ctc.ca.gov/docs/default-source/leaflets/cl635.pdf?sfvrsn=bb4f6e6a_6 or the National Association of Credential Evaluation Services link: https://www.naces.org/

Required Documents

• Cover Letter
• Resume
• Diversity Statement
• Copies of Transcripts (Must show all work completed and the conferral date of the degree. If hired original transcripts must be submitted)
• Six References (3 Professional and 3 Personal)
• Professional Licenses (If applicable)
• Recommended: Typing Certificate
• Memorandum Qualification Form (If applicable) must upload http://www.paloverde.edu/faculty-staff/pdf/memorandum-qualification-form.pdf