Clerical Assistant III

VENTURA COUNTY COMMUNITY COLLEGE DISTRICT

JOB OPPORTUNITY




Position Information




Posting Number 

0600625  




Official Title

Clerical Assistant III  




Position:

Full Time  




Percent Position:

100  




Months

12  




Job Category

Classified  




Brief Description:

Clerical Assistant I incumbents are assigned routine clerical work of average difficulty. Clerical Assistant II incumbents are assigned more responsible duties and require less supervision. Clerical Assistant III incumbents provide clerical and secretarial services in support of an Assistant Dean/Director and the program or office.  




Job Duties:

Perform secretarial and clerical duties for assigned supervisor and other staff who report to the supervisor, relieving them of a variety of clerical and routine administrative duties. E




Receive and screen phone calls and visitors; provide information and direct inquiries and visitors to the proper person or office; provide technical information concerning policies and procedures of assigned program or office according to established guidelines. E




Type letters, records, tests, reports, schedules, memoranda, bulletins, lists, requisitions, purchase orders and other materials from clear copy, rough draft or oral instructions; proof finished copy; address envelopes and cards. E




Serve as a liaison between the supervisor and staff, students, the public or other district or campus officials. E




Maintain budget balances; monitor expenditures of funds; make reservations and travel arrangements; process a variety of travel and expense forms.




Receive visitors, schedule appointments, screen visitors and phone calls and refer to appropriate staff members. E




Assist in the preparation of agendas and minutes; transmit confidential or sensitive information as necessary. E




Collect, complete and post data to maintain records or statistics of students and other campus or business matters; compute and tabulate statistical data. E




Receive, open and distribute mail; identify and refer matters to the assigned supervisor or staff member in order of priority. E




Establish, prepare and maintain inventory; order supplies and materials as assigned; sort and file documents according to established procedures. E




Receive, review and process a variety of reports and documents. E




Assure the timely distribution and receipt of a variety of records and reports; request or provide information as necessary to assure completeness and accuracy. E




Operate a variety of machines such as typewriter, computer, calculator, duplicating machine. E




Operate a computer to enter and retrieve data, maintain records and generate reports; utilize word processing, spreadsheet, database and other software required by position. E




Establish and maintain positivie staff and public relations image. E




Perform other related duties as assigned.




E = Essential duties  




Minimum Qualifications

Any combination equivalent to graduation from high school, including or supplemented by courses in secretarial skills and two years increasingly responsible secretarial and clerical experience.  




Preferred Qualifications:  




Knowledge Of:

Organization, policies and rules of assigned department or program.

Modern office practices, procedures and equipment.

Record-keeping and filing techniques.

Correct English usage, grammar, spelling, punctuation and vocabulary.

Interpersonal skills using tact, patience and courtesy.

Oral and written communications skills.

Basic techniques and operations of word processing.  




Ability To:

Perform responsible secretarial and clerical work of average difficulty with speed and accuracy.

Learn and apply the rules and regulations of the department and the District.

Establish and implement office procedures as needed and according to established guidelines.

Understand, interpret rules and written directions and apply to specific situations.

Plan and organize work.

Understand and follow oral and written directions.

Work confidentially with discretion.

Maintain records and prepare reports.

Communicate effectively both orally and in writing.

Work cooperatively with others.

Keyboard/type at 45 net words per minute from clear copy.

Type from dictating equipment.

Meet schedules and time lines.

Operate a variety of office equipment such as typewriter, computer terminals, calculators and copiers  




Physical Abilities

Dexterity of hands and fingers to operate office equipment.

Reaching to maintain and retrieve files.

Hearing and speaking to exchange information on the telephone or in person.

Seeing to sort and file documents.

Sitting for extended periods of time.  




Requested Start Date:

TBD  




Work Week/Hours

Monday through Friday, 8am to 5pm.




This 12 month, 100% position is at Ventura College.




This recruitment will establish an eligibility list that will be used to fill future full and part time vacancies in this classification at Moorpark, Oxnard and Ventura Colleges for up to one year.  




Closing Date 04-29-2008




Required Applicant Documents  

Required Selection Process:

PRELIMINARY SCREENING OF APPLICATIONS & SUPPLEMENTAL QUESTIONNAIRE

In completing the application and the supplemental questionnaire (if required), outline in detail your education, training (such as classes, seminars, workshops) and experience. Application materials will be screened by a committee of subject matter experts, who will recommend candidates for participation in the oral examination process. Appearance before the oral examination board will be limited to the candidates with the highest written and/or screening scores.




ELIGIBILITY LIST

Upon completion of the examination, the open / promotional eligibility list will be compiled by combining the screening score, oral score, and applicable seniority and veteran's credits, if any. The candidates will be ranked according to their total score on the eligibility list. Certification will be made from the highest three ranks of the open / promotional eligibility list. This eligibility list will be used to fill the current vacancies up to one year from the date of the oral examination.




APPOINTMENTS

The candidate selected will be recommended by the Chancellor to the Governing Board for final approval.




PROBATIONARY PERIOD

All appointments made from eligibility lists for initial appointment or for promotion shall be probationary for a period of six months.

ACCOMMODATIONS

Individuals with disabilities requiring reasonable accommodation in the selection process must inform the Ventura County Community College District Human Resources 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.  




Salary Range: $2,866.00 - $3,965.00




New employees may request salary placement above step one based on directly related experience, which exceeds the minimum qualifications for the classification. Advanced salary placement must be requested at the time of offer and is subject to verification of qualifying experience and applicable Collective Bargaining Agreements and/or Personnel Commission Rules.  




Special Instructions to Applicants

EXAMINATION AND SELECTION PROCESS:

OPEN / PROMOTIONAL

Written/Computerized Written Examination, Weighted 40%

Oral Examination, Weighted 60%

Keyboarding Skills Examination, 45 nwpm, Pass / Fail




An original typing/keyboarding certificate issued within the past year will be accepted and must be submitted at the time of filing application. Applicants previously tested through the VCCCD Human Resources Department within the past year and who have a passing score should indicate such at time of filing.




KEYBOARDING & WRITTEN EXAMINATIONS

Date: TUESDAY, MAY 6, 2008 Time: 2:00PM

Place: Ventura County Community College District

255 W. Stanley Avenue, Suite 150

Ventura, CA 93001




No further notice will be given once the application is on file. Examination dates/location may be subject to change. All applicants will be notified on any changes. A valid photo identification must be presented to gain entrance to the examination. Calculators will be provided.  




Starting Salary:

New employees may request salary placement above step one based on directly related experience, which exceeds the minimum qualifications for the classification. Advanced salary placement must be requested at the time of offer and is subject to verification of qualifying experience and applicable Collective Bargaining Agreements and/or Personnel Commission Rules. $2,866.00 - $3,194.00




For more information and to apply please visit http://www.vcccd.edu




EOE







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