Job Description

Posting Number:  0601475

Open Date:   02/02/2024

Position Title: Clerical Assistant III

Working Title:    

Department:  EOPS

Work Site:   Main Campus: 900 Otay Lakes Road, Chula Vista, CA 91910

FLSA:   Non-Exempt

Position Type:  Classified Bargaining/Staff (Permanent Contract)

Months of Service:  12 months

FTE:       

1.0 (full-time)

Hours Per Week:              

40

Funding Source: District

District Values: 

Incumbents in District positions are expected to exhibit an equity-minded focus, responsiveness, and sensitivity to and understanding of the diverse academic, socioeconomic, cultural, gender identity, sexual orientation, and ethnic backgrounds of community college students, and employees, including those with physical or learning disabilities, and successfully foster and support an inclusive educational and employment environment.

 

Job Description 

https://www.swccd.edu/_resources/vision/documents/465.pdf

Responsibilities:

Under the direction of an assigned supervisor, provide specialized clerical support to the EOPS and Special Populations Department including the Extended Opportunity Programs and Services (EOPS), Cooperative Agencies Resources for Education (CARE), Former Foster Youth (FFY)/Guardian Scholars Program (GSP), and other related programs and service areas as assigned. 

REPRESENTATIVE DUTIES:

1. Plan, schedule and perform a wide variety of specialized clerical support duties related to an assigned program or functional area.
2. Prioritize and coordinate office activities to assure time lines are met; develop schedules, type and process documents, coordinate communications and disseminate information.
3. Provide reference and resource information for an assigned program or functional area; read, interpret, apply and explain policies, procedures, rules and activities in conducting transactions with District personnel and the public.
4. Compile and tabulate statistical data; compile information from various sources and prepare appropriate forms, schedules, and reports; list, abstract or summarize data.
5. Review and summarize data and prepare special and periodic reports related to an assigned program or function including State and federally mandated reports; verify accuracy, completeness and compliance to rules, procedures, regulations, policies and other mandates.
6. Establish and maintain filing systems on a variety of subjects; assemble, post and file data in specialized records.
7. Register students for programs and receive and process fees as assigned; establish, organize and maintain student records and files including attendance records.
8. Type a wide variety of materials from various rough drafts or oral instructions; compose correspondence and memos distribute as appropriate.
9. Review documents for accuracy, completeness and conformance to established procedures and standards.
10. Perform related duties and responsibilities as required.

Knowledge & Abilities:   

MUST HAVE KNOWELDGE OF:

• Standard office procedures and organizational skills.
• Modern office practices, procedures and equipment.
• Record-keeping techniques.
• Telephone techniques and etiquette.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Interpersonal skills using tact, patience and courtesy.

MUST HAVE ABILITY TO: 

• Perform a variety of clerical duties involving independent judgment in the interpretation, application or modification of existing procedures.
• Complete assignments with minimal supervision.
• Demonstrate sound judgment in the application and interpretation of existing methods and procedures.
• Understand and follow oral and written directions.
• Provide sole clerical support of an entire office or functional area.
• Work with and exhibit sensitivity to and understanding of the diverse racial, ethnic, disabled, sexual orientation, and cultural populations of community college students.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

Education & Experience:               

Any combination equivalent to: graduation from high school including course work in office procedures and equipment

AND

Two (2) years of related clerical experience, that involves operation of a computer terminal.

Minimum Qualifications (Faculty and Academic Administrator Positions Only)      

Desired Qualifications:  

Proficiency in Microsoft Office including Word, Outlook, Excel, Publisher, PowerPoint and Access is desirable.

Licenses and Other Requirements:           

All District employees must participate in the COVID-19 Vaccination Program, which requires them to be fully vaccinated against COVID-19 unless they receive an approved medical or religious exemption.

Working Conditions:      

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

 

Environment: Work is performed primarily in a standard office setting with frequent interruptions and distractions; extended periods of time viewing computer monitor; possible exposure to dissatisfied individuals.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Vision: See in the normal visual range with or without correction.

Hearing: Hear in the normal audio range with or without correction.

Salary:  

Range 13, Steps 1-7, $3,966.19-$5,018.75. Initial placement for external applicants is Step 1. An excellent benefits package which includes medical, vision, dental, retirement, vacation, generous sick leave package, and life insurance is available for the employee and eligible dependents.

 

An excellent benefits package which includes medical, vision, dental, retirement, vacation, generous sick leave package, and life insurance is available for the employee and eligible dependents.

Salary Schedule:                Classified Bargaining Unit

Work Schedule:

Monday-Friday:   8:00 a.m.-5:00 p.m. (Approximately). Work schedule may be adjusted to meet the needs of the department, additional evening and weekend hours may be required.

 

Successful candidate may be assigned to any of the campus sites (Chula Vista, National City, Otay Mesa, and/or San Ysidro).

Start Date:           As soon as the successful candidate is identified and following the subsequent governing board approval.

Initial Screening Deadline:            

All application materials must be received on-line at https://jobs.swccd.edu. Position is open until filled. Applications received by the first screening deadline of 11:59 p.m. on Friday, February 23, 2024 are guaranteed to be reviewed by the selection committee. Any application received after the deadline is not guaranteed a review.

Tentative Timeline (Subject to Amendments):     

 | February 2-23, 2024 | Position advertised; District receives applications

 | February 23, 2024 | Initial screening deadline for guaranteed consideration.

 | March 4-15, 2024 | Reviewing of applications.

 | March 18-22, 2024 | Search Committee interviews candidates

 | April, 2024 | Tentative employment start date pending Governing Board approval.

Open Until Filled               Yes

Required Applicant Docs Cont'd Southwestern College Online Application

Supplemental Application:          

Special Instructions to Applicants:            

Equivalency (Academic Faculty Positions Only)   

Equivalency (Academic Faculty Positions Only)" section to read as follows, “To teach classes at Southwestern Community College District, an applicant must have completed coursework that meets the California Community College’s Chancellor’s Office Minimum Qualifications for Faculty. In some cases, an applicant who does not possess the exact degree title(s) listed by the State may meet State requirements for equivalency. In this case, the District follows a process to determine equivalency. If this is the case, please complete the Supplemental Equivalency Application, for Academic Employment and upload this form with your online application.

Foreign Degrees:              

Foreign degrees require an evaluation for United States equivalency from an agency having membership with the National Association of Credential Evaluation Services, Inc.

Transcripts issued outside the United States of America require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached to your online application at the time of applying.

For your convenience, here is a link to NACES (National Association of Credential Evaluation Services) membership list to assist you in complying with this requirement, https://www.naces.org/members. You may use any other certified transcript evaluation service at your disposal.

Additional Information:

A confirmation number will be assigned if your application packet has been successfully submitted. Assistance with the online application process is available through the Human Resources Office at 900 Otay Lakes Road, Chula Vista, CA 91910; telephone: (619) 482-6395 or e-mail to employment@swccd.edu.

It is the sole responsibility of the applicant to ensure that all application materials are received by the review deadline date. A separate, complete application packet is required for each position for which you are applying for. All materials included in your application packet become District property, will not be returned, will not be copied, and will be considered for this opening only.

Candidates selected for employment with Southwestern Community College District must be fingerprinted by an electronic fingerprinting service (i.e. LiveScan) within 10 days of employment; provide clearance of tuberculosis (dated within the past 4 years and renewed every four years as a condition of continued employment) within 60 days of employment; provide proof of eligibility to work in the United States.

In addition to the above, for Faculty/Administrator positions (only), successful candidate must submit official (sealed) college transcripts confirming date degree conferred and/or a valid CA Community College Credential.

Reasonable accommodations will be provided to candidates with verified disabilities. Accommodation requests should be made at the time the interview appointment is scheduled.

As an Equal Opportunity Employer and in compliance with the Americans with Disabilities Act, Southwestern Community College District will make reasonable accommodations for individuals with disabilities.

The Southwestern Community College District shall not discriminate against any person in employment or in any program affiliated with the District on the basis of age, ancestry, color, ethnic group identification, national origin, religion, race, sex, sexual orientation, physical or mental disability, veteran status, 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.

Notice of Availability of the Annual Security Report – Southwestern College is committed to assisting all members of the community in providing for their own safety and security. The Annual Security Report is available on the SWCPD website at https://www.swccd.edu/student-support/college-police/public-information-and-resources/index.aspx.

If you would like to receive a hard copy of the Annual Security Report, which contains this information, you can stop by the SWC College Police Department or you can request that a copy be mailed to you by calling (619) 482-6390.

The report contains information regarding campus security and personal safety including topics such as: crime prevention; public safety authority; crime reporting policies; programs to prevent dating violence, domestic violence, sexual assault, and stalking; the procedures the College will follow when one of these crimes is reported; and other matters of importance related to security on campus. The report also contains information about crime statistics for the three most recent calendar years concerning reported crimes that occurred on campus; in certain off-campus buildings or property owned or controlled by the College or a recognized student organization; and on public property within, or immediately adjacent to and accessible from the campus.

This information is required by law and is provided by the SWC College Police Department.

Drug and Alcohol Abuse Prevention Plan (DAAPP) – More information about the DAAPP, including the Drug Free Environment and Drug Prevention Program Policy and Procedure and Biennial report can be found in the Health and Safety Section of the campus Consumer Information page (https://www.swccd.edu/student-support/health-services/personal-wellness-mental-health/drug-and-alcohol-abuse-prevention-program.aspx)

Selection Procedure:      

A screening committee will evaluate applicants, taking into account the breadth and depth of relevant education, training, experience, skills, knowledge, and abilities. Selected applicants will be invited for an interview.

 

INTERVIEW TRAVEL COSTS MUST BE BORNE BY THE APPLICANT.

If additional positions become available in this classification, applications received in response to this posting may be considered for those additional positions for up to 90 days after final board approval.

 

HR Contact Information:              

Southwestern Community College

Human Resources (Bldg. 46B-150)

900 Otay Lakes Road

Chula Vista, CA 91910

www.swccd.edu

 

(619) 482-6395

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