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Office Specialist - Clovis Community College and Herndon Center

Office Specialist - Clovis Community College and Herndon Center

$42,013.00 Annually

Clovis Community College, CA

Job Type

DO Personnel Commission

Job Number

4/9/2020 11:59 PM Pacific

General Purpose
Undergeneral supervision,performs routine to complexadministrativesupportforcounselors, professionalsormanagers,requiringthe application of detaileddepartment orprogram-specific knowledge; oversees complex data entry,tracking and reporting processes; performs complex scheduling;staffs committees andtakes minutes; coordinatesevent logistics;and performsrelated duties as assigned.

Essential Duties & Responsibilities

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
  • Provides day-to-day lead work guidance and direction to otherlower level clerical supportstaffand student aides;assigns, schedules and monitors work for completeness, accuracy and conformance with District, department and legal/regulatory requirements and standards; provides information, instruction and training on work procedures and technical,legalandregulatory requirements.
  • Oversees and performs front counter andprogram/departmentoperationalduties;coordinatesand assignsfront-deskcoverageordelivery ofprogram services;answers, screens and refers telephone callsand visitors;resolves escalatedquestionsand concernsfrom students, faculty, staff, vendors and the public regarding assigned department, program and services.
  • Schedulesand cancelsappointmentsand testing;sets up, maintains and posts department and staff calendars and room reservation calendarsforinternal and externalgroups and events; makes meeting and event arrangementsincludingbooking travel,developing event logistical plans and approvingvendors and participants;makescommittee and departmentmeeting arrangements includingthepreparation and distribution ofagendas and supporting documents; takes and transcribes meeting minutes; may track completion of action items.
  • Maintains a variety of standard office and specialized records and files; creates and maintains spreadsheets and databases to trackstudents,files,projects, activities and services;extracts data and reports from multiple data sources andreconciles data entriesand reports including thoseof other employees and departments;tracksand maintainsfederal,state and District-required data and student outcomes and preparesfor submission or reporting.
  • Creates, submits and tracks requisitions; prepares travel and conference expense forms; routes forms for signature; calculates budget usage and fund percentages; tracks multiple funding sources; may participate in grant administration functions including collecting basic program data and generating performance reports.
  • Coordinates full-and part-time staff and faculty payrollprocesses at a department levelincluding auditing time logs;reconciles timesheets and absence slips;computes and categorizes pay according to departmental/program billing accounts; ensuresaccurate usage of funding codes and calculatesdepartmental/program billing.
  • Drafts, formats, types, proofreads, edits and prints correspondence, forms, reports, schedules, rosters, statistical and technical documents including reports, manuals and other documents and materials ranging from routine to complex; creates forms, charts, tables and spreadsheets involving difficultcoding,dataextraction andmanipulation; reviews documents for clerical accuracy, completeness and compliance with College and department requirements;prepares standardized contractsand rental agreementsfor signature and approval;routes documents for signature.
  • Answers student or customer questions regarding policies, procedures, programs and services including clarification ofprogramenrollment requirements and departmentprocesses andprocedures;verifies student participation forprogramfunding or reimbursement;sends reportsand correspondence to students or customers;responds to questions and complaints over the phone or at a public counter.
  • Receives and inputs a variety of student or customer information into computer systems; researches information in computer systems; provides initial screening, assists with the preparation of forms and documentation;verifies accuracy of information with third parties; tracks students in College services and programs.
  • Demonstrates sensitivity to and understanding of historically minoritized groups and participates in professional development activities to increase cultural competency to enhance equity-minded practices within the District.

  • Provides backup for other departmentsor division office administrative support staff.
  • Interacts with other departments and with state and federal programs on behalf of the department/program or a student.
  • Orders and replenishes aninventoryof office materials andsupplies.
  • Performsrelated duties as assigned.

    Employment Standards / Minimum Qualifications

    Knowledge of:
  • Office practices, procedures and equipment including computers and applicable software programs.
  • Methods, practices, procedures and requirements for drafting a wide variety ofdocuments, reports, presentations, contracts, regulationsand otherpolicies.
  • Department services,program goals, objectives, policies, procedures and practices.
  • Customer service practices and telephone etiquette.
  • Districtstudent recordkeeping practices and procedures for processing studentinformation and interpreting input and output data.
  • Districtpayrolland general accounting systemsoperations,practices and procedures.
  • Practicesand techniquesof sound business communication; correct English usage, including spelling, grammar and punctuation.
  • Collegeand Districtorganization, rules, policies and procedures applicable to departmental and division operations.
  • Districtpolicies, procedures and rules regarding budgeting, purchasing and travel/training and expense reporting.
  • Applicable sections of the California EducationCode and other applicable laws.
  • Data gathering methods and practices and basic researchprocedures.
  • Safety policies and safe work practices applicable to theassignment.
  • Basic principles and practices of employee work guidance and direction.
  • Uses and operations of scanners, phone systems, computers, standard business software and database and spreadsheet applications.
    When Assigned to Allied Health:
  • HIPAA regulations as they pertain to client information and medical records.
    Skills andAbilitiesto:
  • Assign and review the work of assigned staff.
  • Oversee the dailyadministrativeoperations ofaprogram or department front desk.
  • Provide customer service in person and over the phone.
  • Compose clear, concise and comprehensive correspondence, reports, studies, agreements, presentations and other written materials from brief instructions.
  • Analyze problems, evaluate alternatives and recommend or adopt effective courses of action in accordance with establisheddepartment or program requirements,policies and procedures.
  • Set priorities and exercise sound judgment within areas of responsibilityduring heavy, peak workload periods.
  • Trackand reportstatistical information utilizing complex spreadsheets and databases.
  • Perform mathematical calculations; assist in monitoringexpenditures fora program or department budget.
  • Understand, interpret, explain and apply applicable laws, codes and regulations.
  • Maintain confidentiality ofDistrictand student files and records.
  • Effectively engage and support historically minoritized groups by addressing issues of equity and improving culturally responsive service-oriented practices.
  • Communicate effectively, both orally and in writing.
  • Understand and follow written and oral instructions.
  • Operate a computer andusestandard business software.
  • Type accurately at a speed necessary to meet the requirements of the position.
  • Represent the District effectively to students, customers and the public.
  • Exercisetact and diplomacy in dealing with sensitive, complex and confidentialstaff andstudent issues and situations.
  • Establish and maintain effective working relationships with all those encountered in the course of work.

    Graduation fromhigh school or GED equivalent,andat least three years of progressively responsibleclericalsupportexperience,preferablyinvolvingwith high-volume customer service or student interactions;or an equivalent combination of training and experience.

    Certain assignments may requireavalidCaliforniadriver's license and the ability to maintain insurability under theDistrict'svehicle insurance program.

    The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    Physical Demands
    While performing the duties of this class, employees are regularly required to sit; talk or hear, in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; and reach with hands and arms.?Employees are frequently required to walk and stand; andlift upto 10 poundsand occasionally up to 25 pounds.

    Specific vision abilities required by this job include close vision and the ability to adjust focus.

    Mental Demands
    While performing the duties of this class, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve problems; observe and interpret situations; learn and apply new information or skills; perform highly detailed work; work on multiple, concurrent tasks; work with frequent interruptions; work under intensive deadlines; and interact with District managers, staff, the public and others encountered in the course of work, some of whom may be upset and disagreeable.

    The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this class.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    Employeeswork under typical office conditions, and the noise level is usually quietto moderately noisy.

    The employee may be required to travel to locations other than assigned work site and to adjust to work schedule changes and requirements to work overtime.

    Assessment Process

    To move forward in the selection process, you must complete an online application through our web site at may also be uploaded but cannot be used in lieu of a completed application.


    When completing the application, please make sure you include ALL current and previous employment in the Work Experience section of the application and complete ALL fields, including the name and contact information for your supervisors. Experience that is included in the resume but not in the Work Experience section of the application may not be considered for the purpose of determining whether you meet the minimum qualifications.

    All required documents must be submitted by the applicant. Personnel Commission staff will not upload your documents for you. The State Center Community College District does not accept letters of recommendation for classified positions. Please do not attempt to attach letters of recommendation to your application.

    The application review process includes an evaluationof training and experience based on given application information and answers to supplemental questionnaire.Only the most qualified applicants, who pass the minimum qualifications review, will be invited to the assessment process.

    The assessment process will include a competency assessment (45% weight) and an oral interview assessment (55% weight). Of those achieving a passing score on the competency assessment, only the 15 highest scoring candidates, plus ties, will be invited to the oral interview assessment. Passing score is 75% out of 100% on each assessment section.


    The assessment process / assessment date is subject to change as needs dictate. All communication regarding this process will be delivered via email to the address listed on your application.

    Candidates who attain a passing score on each part of the assessment will be placed in rank order on a district wide Open-Competitive List. Using the same process, a separate Promotional List will be established and both Lists will be used concurrently. The eligibility list will be used to fill current vacancies in this classification at Clovis Community College and Herndon Center ONLY for at least six months.


    Individuals with disabilities requiring reasonable accommodation in the selection process must inform the State Center Community College District Personnel Commission Department in writing no later than the filing date stated on the announcement. Those applicants needing such accommodations should document this request including an explanation as to the type and extent of accommodation needed to participate in the selection process.

    State Center Community College District is an Equal Opportunity Employer. It is the policy of State Center Community College District to provide all persons with equal employment and educational opportunities without regard to race, ethnicity, national origin, gender, age, disability, medical condition, marital status, religion or similar factors as defined by law. We are a Title V employer.

    To Apply, visit:

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  • State Center Community College District 
    Document ID: AE115-22RZ  
    Job Type:  Regular

    Job Schedule: Full-time

    Posted on: 2020-04-0204/02/2020

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