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NEOGOV · 3 weeks ago

Administrative Clerk Senior (Business Services) (IN-HOUSE ONLY)

Huntington Beach, CA

Full-time

Onsite

Mid, Senior Level

$52K/yr - $71K/yr

4+ years exp

NEOGOV is associated with the Coast Community College District, specifically Golden West College, which serves over 10,500 students. The Administrative Clerk Senior will perform technical clerical duties, manage data and reporting, and support financial transactions within the Business Services office.

GovTechHuman ResourcesInformation TechnologySoftware

No H1B

Responsibilities

Composes routine letters, memoranda, reports, work orders, requisitions or other materials from straight copy, rough drafts, or verbal instructions. Prepares handbooks, schedules, brochures, and other program materials

Processes documents requiring knowledge of the special terminology, policies and procedures of department or area of specialized function such as contracts and vendor arrangements

Monitors contractual provisions. Sets up files and critical events and dates for internal, interim, and year-end reviews. Aids with contract documents by adapting district-approved formats and facilitating content and approvals

Compiles statistical data for use by others in research and reports. Maintains departmental information in established data entry formats. Searches out information in departmental records and files

Maintains financial records for a fund or program with activities that include processing of expenditures, documentation of inventory, and preparation of mandated reports

Greets visitors, staff or students in person or over the telephone, ascertains nature of business and provides standard information related to area of assignment

Maintains records and files of documents processed for ready access and compiles various reports according to well-defined operating procedures

Ensures the timely distribution and receipt of a variety of records and reports. Requests or provides information as necessary to ensure completeness and accuracy

Reviews and prepares documents for entry of information into electronic data processing system. Follows up as necessary to complete documents. Enters and updates information into system according to standard formats. Extracts data from existing databases and converts to other formats

Maintains privacy for student, health, and other information processed or received during performing assigned duties

Assists with the coordination of programs, workshops and meetings between program staff, managers, administrators or the general public

Assists with event and incident action plans for large scale campus events

Collects money from campus parking dispensers and delivers collected monies to the college Bursar’s office

Assists coordinator and/or manager with monthly campus emergency task force meetings

May receive, sort and distribute incoming mail

May participate in selecting, training and assigning work to regular staff and short term and student assistants

May receive cash payments and provide receipts. Places cash in cash drawer and conducts daily counts and slips

May coordinate the workflow for a high-volume customer-service oriented office

May serve as a resource for other Administrative Clerks, filling into balance workload, solving difficult transactions, and researching files and records to resolve discrepancies

May work with the Public Safety Dispatch Center

Performs other related duties as assigned that support the objective of the position

Required to abide by all District policies and procedures including Board Policy 3050 – Code of Professional Ethics

Qualification

Accounting proceduresData entry softwareStatistical record keepingOffice practicesFinancial record maintenanceHuman relations skillsMathematics skillsCommunication skillsConfidentiality maintenance

Required

High School diploma supplemented by post-secondary course work in general office skills

4 years of general clerical and keyboarding experience in a customer service-oriented environment

Demonstrated evidence of responsiveness to and understanding of the racial, ethnic, disability, gender identity, sexual orientation, socioeconomic, academic, and cultural diversity within the community college student population

In-depth working knowledge of the practices and techniques used in the assigned organization unit

Working knowledge of office practices, procedures and equipment, including filing systems, receptionist and telephone etiquette and techniques, letter and report writing

Working knowledge of the procedures used in accounting, budget, purchasing, and payroll transaction processing, and statistical record keeping

Working knowledge of personal computer-based software programs that support this level of work, including but not limited to word processing, spreadsheet, presentation graphics, and specialized database software used in education

Sufficient mathematics skills to compute sums and statistics

Sufficient knowledge of the English language, grammar, spelling, punctuation, proofreading, and editing, to prepare original correspondence

Enough human relations skills to orient and train others, convey technical information to others, and use patience in dealing with a diverse population

Ability to perform the essential responsibilities and functions of the position

Ability to perform the duties of the position efficiently and effectively, under general supervision

Ability to learn, interpret, explain, and apply knowledge of District and department organization, operations, programs, functions, and special department terminology when performing assignments

Ability to prepare financial summaries

Ability to prepare presentation quality charts, written materials, and spreadsheets

Ability to operate standard office machines and equipment

Ability to maintain records and prepare reports

Ability to maintain confidentiality of private and sensitive information

Ability to communicate with peers and other staff or public in a manner reflecting positively on the department and District

May require a valid driver license