Department Assistant III (Temporary Pool)

<undefined><strong>This is a temporary, short-term applicant pool. There may be opportunities for hours in multiple departments depending on operational needs.</strong></undefined><br><undefined><br></undefined><undefined><br></undefined><div style="text-align: justify">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.</div><div style="text-align: justify"><br></div><div style="text-align: justify">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.</div><div style="text-align: justify">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.</div><div style="text-align: justify"><br></div><div style="text-align: justify">&nbsp;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.</div><div style="text-align: justify"><br></div><div style="text-align: justify">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.</div><div style="text-align: justify"><br></div><div style="text-align: justify">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.</div><div style="text-align: justify"><br></div><div style="text-align: justify">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.</div><div style="text-align: justify"><br></div><div style="text-align: justify">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.</div><div style="text-align: justify"><br></div><div style="text-align: justify">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.</div><div style="text-align: justify"><br></div><div style="text-align: justify">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.</div><div style="text-align: justify"><br></div><div style="text-align: justify">Respond to supply and material delivery problems; identify shipping problems and return goods shipped in error to vendors. E Assist in reviewing outgoing correspondence and reports for accuracy, completeness and compliance with established standards; participate in the development of program newsletters.</div><div style="text-align: justify"><br></div><div style="text-align: justify">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.</div><div style="text-align: justify"><br></div><div style="text-align: justify">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.</div><div style="text-align: justify"><br></div><div style="text-align: justify">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.</div><div style="text-align: justify"><br></div><div style="text-align: justify">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.</div><div style="text-align: justify"><br></div><div style="text-align: justify">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.</div><div style="text-align: justify">Any combination equivalent to: Graduation from high school and three years of responsible clerical experience.</div><div style="text-align: justify">KNOWLEDGE OF:</div><div style="text-align: justify">Modern office procedures, methods and computer equipment.</div><div style="text-align: justify">Word processing methods, techniques and programs.</div><div style="text-align: justify">Correct English usage, spelling, grammar and punctuation.</div><div style="text-align: justify">Principles of budget administration. Basic arithmetic.</div><div style="text-align: justify"><br></div><div style="text-align: justify">ABILITY TO:<strong><br></strong>Learn, interpret and apply the policies and procedures of the District.</div><div style="text-align: justify">Learn class scheduling and academic requirements.</div><div style="text-align: justify">Perform general secretarial and clerical work including maintenance of appropriate records and compiling information for reports.</div><div style="text-align: justify">Work courteously with students and the general public on the telephone or in person.</div><div style="text-align: justify">Train clerical and student staff.</div><div style="text-align: justify">Participate in budget administration.</div><div style="text-align: justify">Operate a variety of office machines including a computer and applicable software.</div><div style="text-align: justify">Understand and follow oral and written direction.</div><div style="text-align: justify">Perform simple mathematical calculations.</div><div style="text-align: justify">Communicate effectively both orally and in writing. Establish and maintain cooperative and effective working relationships with others.</div>