Clerk I, Financial Aid (HELPS Program)

Monroe-Community-College; City of Rochester (NY); On-site; USD 46,000 - 56,000; Full time

Benefits offered by this job

Flexible Work Policy

Job summary

Monroe Community College in Rochester, NY, seeks a Clerk I to perform advanced administrative duties in a fast-paced office. You will exercise independent judgment, maintain confidentiality, and support students and staff while handling complex clerical tasks with MS Office and college systems.

The role requires evening/weekend work on occasion and reports to the Director of Financial Aid. Strong interpersonal skills and proficiency with office technology are essential.

Qualifications

• Minimum: Associate's degree or 60 credit hours plus 2 years clerical/secretarial experience; or 4 years clerical experience; or an equivalent combo.
• Experience with office systems and confidentiality essential.
• Proficiency in MS Word/Excel/PowerPoint and database entry required.

Responsibilities

• Plan, assign, and review clerical work and supervise staff.
• Perform complex clerical tasks and coordinate workloads.
• Prepare departmental reports and manage budget data.
• Maintain inventories and purchase orders; process travel arrangements.
• Greet visitors, triage student inquiries, and support advisors.

Skills

Interpersonal skills

Confidentiality

Office systems proficiency

Word processing

Database entry

Independence

Education

Associate degree or 60 credit hours + 2 years office experience

Four years office clerical/secretarial experience

Tools

BANNER

Degree Works

Starfish

Microsoft Office

Job description

This position is responsible for performing complex administrative tasks for a busy, fast-paced office. The employee is required to maintain confidentiality and exercise independent judgment in maintaining an effective office environment and solving office management problems, and to act on behalf of administrators in accomplishing administrative business. Technology is an integral part of this position; therefore, a high level of proficiency with office systems is required. This is also an interactive role that requires strong interpersonal skills and a sincere desire to assist both students and college staff. Direct supervision may be exercised over clerical staff and student employees. This position requires working occasional evenings and Saturdays. The Clerk I reports to the Director of Financial Aid.

DISTINGUISHING FEATURES OF THE CLASS: This is a senior-level position responsible for planning, administering, and performing complex clerical tasks using independent judgment and good decision-making skills. The use of a personal computer for word processing and database entry and manipulation is an integral part of this position. Responsibilities include dealing with complicated systems and interpreting laws or technical regulations. The employee reports directly to, and works under the general supervision of, a department head or an administrator. General supervision may be exercised over subordinate staff. Does related work as required.

Duties and Responsibilities:

• Plans, assigns, and reviews clerical work and instructs employees in the duties of specialized clericalwork
• Performs difficult and complex clerical tasks
• Schedules and coordinates workloads
• Analyzes clerical procedures, suggests changes to increase efficiency, and implements approved changes
• Conducts correspondence on matters in which policies and procedures are well-defined
• Responds to requests for information about department policies, procedures, and pertinent laws
• Assists in the preparation of departmental reports
• Assists in the collection of budget data and the preparation of budget information
• Requisitions supplies and maintains inventory records
• Operates office equipment such as a computer, copier, and fax machine
• Supervises or guides subordinates in the performance of their duties

Additional Responsibilities:

• Interprets and transmits administrative directives and policies throughout the department
• Manages physical office spaceandmaintenance
• Creates and updates documents using Microsoft Word, Excel, and PowerPoint
• Conducts research and makes recommendations to administrators on new initiatives, issue resolution, or projects
• Plans and assists in scheduling and coordinating internal and external meetings, workshops, on-campus visits, etc., while ensuring all parties are contacted and any scheduling conflicts are resolved
• Prepares agendas and transcribes minutes for department and, if needed, at college-wide meetings
• Occasionally serves as receptionist for the department: greeting visitors, checking students in, answering phones, and scheduling appointments
• Helps explain MCC communications, college policies, and procedures to students
• Triages questions and concerns, connecting students to advisors or to other offices as needed
• Reviews and approves timesheets for office staff
• Completes complex clerical assignments independently; composes and proofreads business correspondence and reports dealing with well-defined administrative activities using proper grammar, punctuation, terminology, and spelling
• Establishes and maintains database and record-keeping systems
• Monitors the budget for the department; develops budget justifications and estimates for office supplies and equipment
• Creates purchase orders/check authorizations, receives receipts, and maintains records of purchase orders
• Manages travel arrangements and conference/webinar registrations
• Handles material in a confidential manner
• Provides clerical oversight for the Federal Work Study Program
• Adheres to the College Code of Conduct
• Contributes to, supports, and maintains an equitable, inclusive, and collaborative College environment
• Maintains technological competencies utilized by the College
• Commits to the philosophy of a comprehensive community college
• Commits to professional growth.which includes seeking ongoing training in diversity, equity and inclusion to better serve students

Requirements:

Required Qualifications:

Must currently hold the Monroe County Civil Service title of Clerk I or meet the minimum qualifications below to be hired through the HELPS Program.

MINIMUM QUALIFICATIONS: Graduation from high school or possession of an equivalency diploma, plus EITHER:

(A) Graduation with an Associate's degree or successful completion of at least sixty (60) credit hours from a college or university, plus two (2) years paid full-time or its part-time equivalent office clerical or secretarial experience*; OR

(B) Four (4) years paid full-time or its part-time equivalent office clerical or secretarial experience*; OR

(C) An equivalent combination of education and experience as defined by the limits of (A) and (B) above

*Experience as a Teller, Cashier, or Sales Clerk will not be considered appropriate experience for the purposes of these minimum qualifications.

Preferred Qualifications:

• Earned certificate or associate degree in office technology or related field from a regionally accredited higher education institution
• Proficient in BANNER, Degree Works, Starfish, and Microsoft Office products
• Bilingual and able to read, write, and speak Spanish or other languages
• Minimum of five years of administrative assistant experience
• Bilingual and able to read, write, and speak Spanish or other languages proficiently

Additional Information:

Job Type: Full-Time Permanent

Hours: 8:45 am to 4:45 pm, Monday through Friday

Salary: Starting salary is$50,760.23, with an increase after six months.

Pay Transparency Disclaimer:The posted salary range represents the full salary scale for this position, which includes all pay steps within the range. The starting salary for all new hires is typically at the entry-level figure, as determined by the step placement of the Collective Bargaining Agreement. Progression through the range occurs over time based on established criteria such as length of service and performance. This range is provided to give applicants an understanding of the potential earnings over the course of a career in this role.

MCC offers a Flexible Work Policy for benefit eligible employees. Types of flexible work arrangements include flextime/staggered shifts, remote work/telecommuting and compressed work schedule. The availability of flexible work arrangements varies by division, department, and position, based upon business and operational needs. Limitations to flexible work arrangements are outlined in the official policy.

Prohibition of Remote Work Outside New York State: Remote work locations outside New York State are not authorized by the College due to out-of-state tax and regulatory implications. In limited circumstances, prompted by business or operational needs, the College may approve requests to work remotely outside of New York State, on a short term, temporary basis.

Monroe Community College prohibits discrimination based on race, color, religion, sex, sexual orientation, pregnancy, familial status, gender identity or expression, age, genetic information, national or ethnic origin, physical or mental disability, marital status, veteran status, domestic violence, victim status, criminal conviction, or any other characteristic or status protected by state or federal laws or College policy in admissions, employment, and treatment of students and employees, or in any aspect of the business of the College.

The following documents MUST be submitted to be considered for this position.

Please note:As part of the application process all applicants will be asked to provide the contact information for 3 professional references. References will only be contacted after interviews have occurred and only for applicants who are considered as finalists for the opportunity they applied to.