Office Assistant II – Community College Job Openings

Website California Community Colleges

Job Description:

Under general supervision, the Office Assistant II performs detailed clerical and operational support for a department or office. Under direction, the Office Assistant II initiates, implements and coordinates office procedures and timelines in order to provide support for an office or department. Public contact is extensive, and involves College and District staff, faculty, students, vendors, other educational institutions, business and community representatives, regulatory agencies, and governmental agencies for the purpose of exchanging policy and procedural information. A moderate degree of independent judgment and creativity are required to resolve many minor and occasional major problems that arise, by selecting from among alternative procedures that are available.

Job Responsibilities:

  • Compiles items and materials for meeting agendas
  • Uses a database and a variety of computer software to set up, track and maintain a wide variety of data and electronic and manual files and to perform data entry and retrieval
  • Schedules and proctors student placement and other tests and scores tests using well-prescribed methods and follow-up
  • Performs other related duties as assigned
  • Sorts and distributes department mail as needed and coordinates bulk mailings
  • Screens calls, visitors and electronic inquiries to provide policy and procedural information and/or to take messages and make appropriate referrals
  • Sets up and tracks budget expenditures and files
  • Takes and transcribes meeting notes as assigned
  • Exchanges information with college staff and others regarding department services, as well as to provide operating policies, and procedures
  • Composes and prepares correspondence, memoranda, report narratives, forms, publicity materials and other materials from copy or with general instruction
  • Attends meetings and other events to obtain and provide current information
  • Uses standard software applications to prepare correspondence and reports, agendas and meeting minutes,and spreadsheets

Job Requirements:

  • Knowledge of office organizational procedures including workflow, current office equipment, supplies, file systems, and computer applications
  • Skill in written communication
  • Skill in oral communication, including public speaking
  • Ability to work effectively as part of a customer service team
  • Skill in respectful, tactful and sensitive interaction with people who are diverse in their cultures, language groups and abilities
  • Skill in use of the Microsoft Office Suite and web-based content management systems
  • Skill in multi-tasking and workload prioritizing under deadline pressure
  • Skill in organizing data, setting up, tracking and maintaining data in electronic and manual files

Qualification & Experience:

  • Successful general clerical experience of increasing responsibility
  • Experience with the use of a variety of computer software to compose and prepare correspondence, forms, reports, presentations, and other written materials
  • Graduation from high school and college courses in business administration, office administration, or a closely related field OR an equivalent combination of education and experience
  • Experience with the organization and maintenance of electronic and manual files and records
  • Demonstrated skill in working as part of a customer service team
  • Demonstrated cultural competence, sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff

Job Details:

Company: California Community Colleges

Vacancy Type: Part Time

Job Location: Eugene, OR, US

Application Deadline: N/A

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