Office Assistant, Categorical, Irvine Valley College
| Job Title: Office Assistant, Categorical | |
| Job Category: CSEA | |
| Location: Irvine Valley College | |
| Department: Veterans Service Center | |
| Salary: Starting at $3,807 per month | |
| Job Description: C.S.E.A. Classified Bargaining Unit Salary Range 113 |
Under supervision from assigned supervisory or management staff, performs a variety of office support, clerical, and routine secretarial duties of a general or specialized nature in support of the function to which assigned; provides word processing and data entry support; maintains a variety of files and records; and provides information and assistance to students, faculty, staff, and the general public.
May receive technical training and work direction from an academic bargaining unit program supervisor, an executive assistant, or an administrative assistant.
DISTINGUISHING CHARACTERISTICS
This is a journey level clerical classification. Positions at this level are not expected to function with the same amount of program knowledge or skill level as positions allocated to the Administrative Assistant level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and/or fits an established structure or pattern. Exceptions or changes in procedures are explained as they arise.
REPRESENTATIVE DUTIES
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.
Serve as receptionist for assigned area; receive office and telephone callers; provide material and information in response to requests for information related to assigned area of responsibility; convey telephone messages; refer callers to appropriate staff for further assistance as needed.
Verify and review materials, applications, records, files, and reports for completeness and conformance with established regulations and procedures; apply applicable policies and procedures in determining completeness of applications, records, files, and reports; collect and process appropriate information.
Type, word process, and proofread a variety of documents and forms including general correspondence, agendas, reports, and memoranda from rough draft, recordings, or verbal instruction; disseminate information as appropriate.
Maintain accurate and up-to-date files and records for assigned areas; develop and monitor various logs, accounts, and files for current and accurate information; verify accuracy of information, researching discrepancies and recording information; organize and maintain filing systems.
Access student files on computer terminal; input corrections such as status, address, and course changes.
Perform a variety of routine clerical accounting duties and responsibilities involved in financial record keeping and reporting for assigned area; maintains a variety of accounting records, logs, and files; compile information and data for statistical and financial reports; check and tabulate data.
Receive, sort, and distribute incoming and outgoing correspondence.
Present program information to students and faculty; assist in preparing program materials; receive, sort, and deliver materials.
May prepare a variety of documents for publications and marketing pieces including brochures, flyers, event programs, and related materials.
Maintain office supplies and inventories; order, receive, and maintain office supplies and equipment; prepare and deliver requisitions, purchase orders, and work order forms.
Maintain calendar of activities, meetings, and various events for assigned staff; coordinates activities with others.
Schedule and prepare for a variety of meetings; prepare and distribute agendas; make arrangements for facility usage; attend meetings related to assigned division; take and prepare minutes as assigned; disseminate information as appropriate.
Utilize various computer applications and software packages; maintain and generate reports from a database or network system.
Operate office equipment including computer equipment, typewriter, calculator, copier, and facsimile machine.
Perform related duties as required.