PROGRAM ASSISTANT

West Valley -Mission Community College District

CLASSIFIED EMPLOYMENT OPPORTUNITY

PROGRAM ASSISTANT
Administrative Services

Job Number: 0708C033
Please put this number on the application.

APPLICATION DEADLINE:  Tuesday, May 6, 2008, 5:00 P.M.

Under the direction of the Vice President of Administrative Services at Mission College, assist by implementing routine but specialized aspects of an instructional, administrative, or student services program independently; perform a wide variety of specialized clerical duties involving database management, scheduling and coordinating facilities use for all college activities and outside organizations as requested by college and district staff; train and provide work direction to student or hourly clerical assistants as assigned.

ASSIGNMENT
100% of full-time, 37.5 hours per week, 12 months per year. Work schedule may change to include some evening and/or weekend hours, as needed. Work location: Mission College.

SALARY AND BENEFITS
- $3,408 - $3,703 entry level / $3,408 - $4,458 maximum earnable excluding longevity and educational growth
- Employer-paid medical, dental, vision for employee and dependents including children, spouse, or domestic partner (benefit costs prorated for employees working less than 100% of full-time)
- Employer-paid long-term disability for employee
- Voluntary life insurance
- State and Federal holidays plus 1 floating holiday annually; paid non-workdays between Christmas and New Year
- 12 days sick leave accrued annually (prorated for employees working less than 100% and 12 months)
- 10 to 22 days vacation annually (prorated for employees working less than 100% and 12 months)
- Educational growth incentive program from $35 to $175 monthly
- $1,000 longevity award annually after 20 years of service
- CalPERS retirement
- Union-affiliated position with required dues

MINIMUM QUALIFICATIONS
Any combination equivalent to:
- Graduation from high school including or supplemented by clerical training, including office practices and procedures AND
- Three (3) years of increasingly responsible clerical experience involving public contact and microcomputer operation, including one year as sole clerical support in an office.
- Demonstrated ability to work with persons of diverse socioeconomic, cultural, disability, and ethnic backgrounds.

KNOWLEDGE AND ABILITIES
Knowledge of:
- Modern office practices, procedures and equipment.
- Operation of computer equipment and various software programs including word processing, database management and spreadsheet computer applications software, internet and e-mail.
- Operation of office equipment, such as fax machine, copier and electronic telephone system.
- Correct English usage, spelling, grammar and vocabulary.
- Oral and written communication skills.
- Interpersonal skills including tact, patience and diplomacy.
- Telephone techniques and etiquette.
- Data entry techniques.
- Record keeping and filing methods.

Ability to:
- Learn specifics of assigned program quickly and accurately.
- Perform responsible and difficult clerical work with speed and accuracy.
- Learn, interpret apply and explain rules, laws, policies and procedures and apply them with good judgment in a variety of procedural situations.
- Receive, record, verify, process and document information.
- Process documents accurately and in a timely manner.
- Maintain accurate records and databases using computers and peripheral equipment.
- Carry out verbal and written directions independently.
- Establish and maintain effective and cooperative working relationships with others.
- Communicate effectively both orally and in writing.
- Analyze situations and adopt an effective course of action.
- Work effectively with frequent interruptions and stringent timelines.
- Apply and explain procedures and requirements for area of assignment.
- Collect, compile and analyze data.
- Make arithmetical calculations with speed and accuracy.
- Operate office equipment such as computer, computer terminal, printer, calculator, copier and fax machine.
- Use word processing, spreadsheet and database management computer software effectively.
- Operate a keyboard at a speed of not less than 50 word per minute from clear copy.
- Take and transcribe dictation as required.
- Relate effectively to people of varied academic, cultural and socio–economic background using tact, diplomacy and courtesy.
- Work independently with minimum supervision.

EXAMPLES OF DUTIES AND RESPONSIBILITIES
(Any one position may not include all of the duties listed nor do the listed examples include all tasks, which may be found in positions of the class).  To perform this job successfully, an individual must be able to perform each essential duty of the position satisfactorily.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Serve as initial source of information and assistance to persons contacting program office in person and on the telephone; answer questions and explain program requirements and procedures; provide information about schedules, policies and procedures, registration, course offerings or other program services; refer callers areas of the college as appropriate.
- Review requests for information, appeal or action by electronic mail, mail, telephone or in person; determine appropriate course of action and respond appropriately; provide information and assistance to administrative, academic and support staff as appropriate.
- Process registration requests; accept registration payments, authorize refunds and maintain required records; process adds, drops, reinstatements, withdrawals and related registration transactions.
- Provide clerical support to assigned function; distribute, explain, receive, review, process, enter, check, compile, verify, track, retrieve, maintain and file a variety of data, forms, applications, records and petitions; process, prepare, issue and distribute other program information and material as required.
- Monitor budget balances and expenditures; recommend budget revisions related to office supplies; prepare purchase requisitions as authorized.
- Prepare, maintain and distribute a variety of financial, statistical or narrative documents, specifications, records or reports related to assignment; assure appropriate or requested action by monitoring and following up as necessary.
- Operate a computer, mainframe computer terminal, multi–line telephone console, fax machine, copier, calculator and other office equipment related to assignment.
- Schedule facilities, meetings or travel arrangements and maintain calendars; complete related reports as assigned.
- Receive, open, sort, route and distribute mail and faxes; order, store and maintain office supplies; order forms and other items as required.
- Type correspondence, requisitions, memos, forms, reports and related material independently or from rough draft, copy, notes or oral instructions; format, proofread, edit, print, duplicate and distribute as appropriate.
- Perform related duties as assigned.

To receive a detailed job description that includes working conditions and physical demands, please contact the District Human Resources Department at (408) 741-2415.

APPLICATION DOCUMENTATION
Documents to be considered for this position must be received at the following location on the date and time noted above:  

District Human Resources Department
West Valley-Mission Community College District
14000 Fruitvale Avenue, Saratoga, CA 95070-5698
(West Valley College Campus – Administration Building
by Lot 4).

REQUIRED DOCUMENTS
To insure fairness and consistency to all candidates, do not submit materials other than those identified below.  Submit all application materials in the following order:
- A completed West Valley-Mission Community College District Classified Employment Application (see attached).
- A current, typed, detailed resume.
- A completed supplemental questionnaire (see attached).
- A completed Personal Data Report form (see attached).

NOTE: All required documents must be submitted with your application packet; otherwise, your application will be considered incomplete and will not receive further consideration.

OPTIONAL DOCUMENTS
- Copies of licenses and certificates you possess as related to this position.
- Voluntary identification form (for statistical purposes only and will be kept confidentially in the Human Resources Department).

 APPLICATION INFORMATION
- Submission of complete application documents to Human Resources by the deadline is the applicant’s responsibility. Postmarks will not be accepted.
- Incomplete or late documents will not receive committee consideration.
- Application documents will not be sent to applicants or received by Human Resources via email or fax.
- All materials in your file become District property, will not be returned, and will be considered for this vacancy only.
- Current employees must provide documentation and materials in the same manner and degree of detail as any other applicant.
- If transcripts are required, include copies of ALL college transcripts with application packet to verify all degrees earned and college coursework taken. Please note: Certified copies will be required at time of hire.
- Copies of diplomas, grade reports, graduation petitions, transcript evaluation requests, or similar documents WILL NOT BE ACCEPTED IN LIEU OF TRANSCRIPTS.
- Foreign transcripts and degrees require official certification of equivalency to U.S. transcripts and degrees by a certified U.S. review service at the time of application.
- Un-requested documents, such as cover letters, letters of recommendation, and any other documents that are not specifically asked for under Required Documents, will be removed from the application packet.  
- DO NOT STAPLE DOCUMENTS TOGETHER.  USE A PAPERCLIP OR OTHER MEANS OF BINDING.
- Include the job number on the application.
- Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- West Valley-Mission Community College District will not sponsor any visa applications.

SELECTION PROCESS
- The committee will review, evaluate, and consider applications and supporting materials received by the deadline.  
- Meeting the minimum qualifications does not assure the candidate an interview.  It is, therefore, important that the application be thorough and detailed.
- Reference checks for the finalists will be conducted.
- The District may re-advertise, delay, choose not to fill the position, or choose to fill more than one position.

INFORMATION AND APPLICATION MATERIALS MAY BE OBTAINED FROM:

HUMAN RESOURCES
West Valley–Mission Community College District
14000 Fruitvale Avenue
Saratoga, CA 95070–5698 http://www.wvmccd.cc.ca.us/wvmccd/hr/

Applicants who, due to a disability, require accommodations to complete the application, testing, or interview process, please contact Human Resources at (408) 741-2415 to arrange for assistance.


WEST VALLEY-MISSION COMMUNITY COLLEGE DISTRICT IS AN EQUAL OPPORTUNITY EMPLOYER.


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