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Department Assistant III (Admissions and Records)

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.  To apply for the position, please click the Apply for this Job link/button.

Important Information:

  • Incomplete applications packets will not be considered
  • Evidence of minimum qualifications must be established in the online application form.
  • It is important to confirm that your required documents have been uploaded correctly before final submission of your application packet. Applicants may receive a confirmation number prior to all documents being uploaded to application packet if submitted during the conversion phase. Packets received with documents that failed to convert will be screened out as incomplete.

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Position Information

Position Information

Job Title: Department Assistant III (Admissions and Records)
Position Number: 02196
Posting Date 09/07/2017
Closing Date
Initial Screening Date 09/21/2017
Open Until Filled Yes
Position Type: Classified
Rate:
Work Week 40 hours per week, 12 month position
Minimum Salary: $3,107.02 per month
Maximum Salary: $4,390.13 per month (Maximum Entry $3,107.02 per month)
Benefits:

Our competitive benefits package includes medical, dental, and vision insurance; life insurance coverage; long-term disability insurance, and an employee assistance program (EAP).

In addition, employees have the option to purchase:

  • Flex 125
  • AFLAC Policy
  • Supplemental voluntary life insurance
  • 403b Tax Shelter Annuity

All coverages begin on the first day of the month following the hire date. Employees are covered under the California Public Employees Retirement System (CalPERS) and are vested 100% after five years of full time service.

College/Site: Bakersfield College
Location BC-Main Campus
Basic Function

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.

REPRESENTATIVE DUTIES:

  • 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.
  • 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.
  • 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.
  • 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.
  • 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.
  • 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.
  • 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.
  • 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.
    *Respond to supply and material delivery problems; identify shipping problems and return goods shipped in error to vendors.

*Assist in reviewing outgoing correspondence and reports for accuracy, completeness and compliance with established standards; participate in the development of program newsletters.

*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.

*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.
*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.

*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.

*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.

Education and Experience

Any combination equivalent to: Graduation from high school AND three years of responsible clerical experience.

Note: Degrees and credits must be from accredited institutions (Title V Section 53406). Any degree from a country other than the United States, including Canada and Great Britain, must be evaluated by an evaluation service.

Note: The screening of candidates will be conducted by a screening committee. The screening committee reserves the right to limit the number of interviews granted. Meeting the minimum qualifications for a position does not assure the applicant of an interview.

Knowledge and Abilities

KNOWLEDGE OF:

  • Modern office procedures, methods and computer equipment.
  • Word processing methods, techniques and programs.
  • Correct English usage, spelling, grammar and punctuation.
  • Principles of budget administration.
  • Basic arithmetic.

ABILITY TO:

  • Learn, interpret and apply the policies and procedures of the District.
  • Perform general clerical work including maintenance of appropriate records and compiling information for reports.
  • Work courteously with students and the general public on the telephone or in person.
  • Assist in budget preparation, monitoring and administration.
  • Perform simple mathematical calculations.
  • Operate a variety of office machines including a computer and applicable software.
  • Understand and follow oral and written direction.
  • Communicate effectively both orally and in writing.
  • Establish and maintain cooperative and effective working relationships with others.
Salary Grade 38.0
Special Instructions to Applicants

First Review of Applications:
Complete application packets will be accepted until the position is filled; but those received by 5:00 p.m. (Pacific Standard Time) on September 21, 2017 are assured consideration. The College reserves the right to extend time limits or reinitiate the recruitment/selection process at any point.

Completed application packet must include:
• Completed Online Application for Employment form
• Current resume
• Letter of interest (Cover Letter)
• Copy of legible transcripts, if applicable
• List of six (6) professional references – Listed on application form

Applicants who require reasonable accommodation to participate in the selection process should contact Human Resources to make the necessary arrangements.

Recruitment Status (tentative):
• Application Screening: TBD
• Interviews: TBD

The District does not provide sponsorship for authorization to work in the United States. Work authorization should be established at the time of application submission.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you learn about the position?
    • Newspaper
    • Internet
    • Employee
    • Walk-in
    • Chronicle for Higher Education
    • Employment Agency
    • KCCD Employee
    • Other
  2. * The District does not provide sponsorship for authorization to work in the United States. Work authorization should be established at the time of application submission.
    • I understand the above statement.

Optional & Required Documents

Required Documents
  1. Resume/CV
  2. Cover Letter
Optional Documents
  1. Transcripts
  2. Other Document