Sub-Pool - Staff Support Technician
Company: Imperial Valley College
Location: Imperial
Posted on: April 25, 2024
|
|
Job Description:
Sub-Pool - Staff Support Technician
Salary: $25.08 Hourly
Job Type: Classified Substitute
Job Number: SST
Closing: Continuous
Location: Imperial, CA
Division: Student Services
Representative Duties
BASIC FUNCTION:
Under direction of a Division Chair, plan, organize and coordinate
the day-to-day operation of an assigned instructional division
office in such a manner as to enhance and promote its overall
efficiency and effectiveness; serve as secretary to the Division
Chair and as a liaison between the Division Chair, other academic
and support staff, students, other college representatives and the
public; coordinate communications and the timely flow of paperwork;
process materials not requiring the attention of the Division
Chair; prepare financial and statistical reports and other
documents using automated equipment.
DISTINGUISHING CHARACTERISTICS:
This classification is distinguished from other levels of the Staff
Secretary series in that a Staff Secretary II independently
coordinates the office services and activities of a large
instructional division office under minimal direction of a Division
Chair and also provides secretarial assistance and support to the
Division Chair while a Staff Secretary I provides secretarial,
clerical and office coordination support for a College division of
moderate size and complexity. The Staff Secretary III supports a
Manager of a District-wide multi-function operation.
REPRESENTATIVE DUTIES:
Provide support to relieve a Division Chair of administrative and
technical detail; resolve problems within the division that do not
require approval of management; orient Division academic and
classified staff to Division and College policies and
procedures.
Review directives and correspondence from other College
departments, assess impact, ascertain required actions or changes
and confer with Division Chair and/or other division instructional
staff to obtain data, indications of probable conclusions, and
projected completion dates.
Serve as liaison between/among Division and various College
services to accomplish Division tasks and resolve procedural and/or
documentation problems; work with Division Chair to determine
appropriate actions or changes to existing policies and procedures;
establish and revise work priorities or independently assure the
timely completion of assignments.
Coordinate, organize, monitor and process the paper/work flow of
the Division office; analyze, organize and facilitate office
operations and procedures in a manner consistent with College
policies and procedures.
Evaluate office production, revise procedures or devise new forms
to improve efficiency of workflow; plan office activities and work
projects and assign student workers or clerical assistants to carry
out and complete specific projects and duties when available.
Learn and understand the logistics and instructional basis of
assigned instructional division; maintain accurate and
up-to-date-information regarding assigned instructional division
program, schedules, staff, activities, classes, room assignments,
and other college and District programs and services; assist in
preparing the division class schedule; schedule classroom and
facility use as required. Board Approved July 2017 Imperial Valley
College Staff Support Technician
Enter and retrieve date from a computer terminal; obtain, input
correct and formulate ALL schedule information; generate periodic
computer reports related to Division activities; obtain reports
involving student and other information.
Using the current college catalog and schedule as references,
provide oral and written information to students, staff, other
colleges and the general public concerning course offerings,
registration, College standards and student support services; refer
specific program inquiries to appropriate personnel.
Serve as receptionist/front desk contact for Division; establish
and maintain positive staff and public relations; receive telephone
calls and greet office visitors; provide detailed information
requiring judgment and knowledge of pertinent programs and
functions; receive verbal or telephone absence requests for
academic or classified staff and post notices for students;
ascertain the need for substitute staff; contact and secure
substitutes as needed.
Maintain records of expenditures and budget balances; compile and
consolidate information to prepare budgets, timekeeping and other
fiscal reports; independently analyze data and prepare and maintain
financial, statistical and narrative data, records and reports as
assigned; contact Division Chair or other division staff to assure
accurate and timely receipt or submission of data required.
Receive, screen, post, copy and distribute all e-mail as
appropriate; receive, sort, screen and distribute U.S. and
inter-district mail.
Determine need and prepare work orders pertaining to unexpected
emergencies, facility needs and routine requirements; order,
receive, store and issue office supplies; assure proper operation
of computers, peripherals and other office equipment; request
service and repairs as needed.
Compose, type, format, proofread, revise, generate, duplicate and
distribute correspondence, reports, lists, summaries, contracts,
forms, requisitions and other items to College offices, public
agencies or other appropriate recipients.
Establish and maintain inter-related filing systems containing
financial, statistical and student information; maintain
confidentiality of sensitive information as appropriate; create and
maintain a variety of automated and manual records and reports as
required.
Maintain calendars and schedules of appointments, meetings and
conferences for supervisor and other personnel as assigned; may
arrange transportation and hotel accommodations and process
required documentation; arrange and attend meetings and conferences
as assigned; prepare agendas and background materials. Train,
supervise, direct and prioritize work activities of temporary,
hourly or student office assistants as assigned; provide evaluation
input to Division Chair for performance appraisals of office
assistants as required.
Administer make-up examinations, post notices for instructors and
prepare the Division textbook order.
Coordinate all faculty evaluations and ensue that applicable
documentation is submitted to the Office of the Vice President for
Academic Services.
Participate in special projects and events involving the
instructional division as assigned.
Receive, review packing slips, verify information; generate
purchase orders and obtain authorizations as appropriate; enter,
update and revise data in computer system to reflects purchase
order cancellations, provide information regarding change notices,
and related actions.
Purchase standard goods and services as directed by the Dean,
Director or Department Chair: research potential vendors, and
suppliers, obtain and review catalogs, and obtain price and
availability of products.
Coordinate the assembly of products with the Maintenance Department
or vendor to set-up delivery and installation.
Prepare and maintain comprehensive records related to purchase
orders, special orders, and retrieve data to generate reports as
required.
Assist in obtaining quotations; communicate with vendors to obtain
current prices, shipping and availability information as requested;
place orders with vendors upon approval. Obtain the status of
orders to secure the timely delivery of materials ordered.
Receive and process rush orders on request, transmit order via fax
or email, negotiate prices with vendors, and work closely with
accounts payable personnel to facilitate payment. Monitor and track
invoices to resolve discrepancies, and correct errors to assure
timely payments.
Review requisitions and provide information to the requesting
department regarding availability of funds to assure cost is within
budget limitation.
Perform related duties as assigned.
Please click to view the full job description
Minimum Qualifications
EDUCATION AND EXPERIENCE: Any combination equivalent to: graduation
from high school including or supplemented by course work in
secretarial science and three years of increasingly responsible
secretarial or office coordination experience, including one year
of purchasing experience, involving the operation of microcomputers
using word processing, spreadsheet and data base management
applications software.
IMPORTANT: To be considered for the position applying for,
applicants must submit the required items by the deadline, which
include: online IVC application, current resume, and ALL unofficial
transcripts (transcripts must show degree was awarded or conferred
with a completion date). All attachments will be uploaded into the
online application. Applications which do not include all of the
required materials will not be forwarded to the screening committee
for consideration. Materials submitted become property of the
District and will not be returned, copied, or considered for other
openings.
Supplemental Information
Range 14 CLASSIFIED SALARY SCHEDULE: Substitute/Short-Term are
placed at Step 1. Please click to review current salary
schedule.
**Applications in the sub-pool will be on file for one year.**
EEO Information
Imperial Valley College is an equal opportunity employer and does
not discriminate against persons on the basis of race, religion,
national origin, sexual orientation, gender, gender identity and
expression, marital status, age, disability, pregnancy, medical
condition, or covered veteran status.
To apply, visit
The Imperial Community College District is committed to the
principles of equal employment opportunity and will implement a
comprehensive program to put those principles into practice. It is
the District's policy to ensure that all qualified applicants for
employment and employees have full and equal access to employment
opportunity, and are not subjected to discrimination in any program
or activity of the District on the basis of ethnic group
identification, race, color, national origin, religion, age, sex,
gender identity, physical disability, mental disability, ancestry,
sexual orientation, language, accent, citizenship status,
transgender status, parental status, marital status, economic
status, veteran status, medical condition, ancestry, political or
organizational affiliation, or on the basis of these perceived
characteristics, or based on association with a person or group
with one or more of these actual or perceived characteristics. The
District will strive to achieve a workforce that is welcoming to
men, women, persons with disabilities and individuals from all
ethnic and other groups to ensure the District provides an
inclusive educational and employment environment. Such an
environment fosters cooperation, acceptance, democracy and free
expression of ideas.jeid-00f5a04eb68fc0458cfe231d3f4f9ce5
Keywords: Imperial Valley College, El Centro , Sub-Pool - Staff Support Technician, Professions , Imperial, California
Click
here to apply!
|