Department Assistant III (19 hours/week)

Kern Community College District; Bakersfield (CA); On-site; USD 22,000 - 32,000; Part time

Job summary

Kern Community College District in Bakersfield, CA seeks a Department Assistant III (19 hours/week) to provide clerical and secretarial support to college administrators, faculty and staff. The role involves handling confidential information, scheduling, correspondence and data entry.

Under supervision, you will assist in budgeting, payroll-related tasks and student services support, with opportunities to contribute to program events and department projects.

Qualifications

• High school diploma or equivalent.
• Three years of responsible clerical experience.

Responsibilities

• Perform general secretarial and clerical work; schedule appointments and process personnel information; monitor, order, distribute and maintain office supplies; order textbooks; maintain and troubleshoot new equipment; receive and sort mail.
• Type and proofread reports, letters, projects and proposals; compose correspondence; assist in preparing and typing course outlines and catalog information including class and final examinations schedule information.
• Assist in planning, development and implementation of events and functions related to area of responsibility, including fund raising and special events.
• Assign work activities, monitor workflow, review and evaluate work, participate in staff training.
• Schedule classes, arrange accommodations, inform students of cancellations, transfer students.
• Prepare reports and requests such as travel requests, payroll, attendance records; process applications and forms.
• Maintain filing systems and records including budgets and student files.
• Receive and deliver supplies, verify shipments, process purchase orders and update inventory.
• Assist in reviewing outgoing correspondence and reports for accuracy, participate in program newsletters.
• Maintain calendars and coordinate activities with other departments, boards, committees and the public.

Skills

Clerical experience

Education

High school diploma or equivalent

Job description

Department Assistant III (19 hours/week)

Kern Community College District

Salary: $22,345.44 - $31,573.44 Annually38.0

Job Type: Classified

Job Number: FY26-2700065

Location: Bakersfield College -- Panorama Campus, CA

Department: Native American Student Support SuccessProgram

Basic Function

Under the direction of an assigned supervisor, provide a variety ofcomplex and confidential clerical and secretarial services tocollege administrators, faculty and staff; to provide informationto the faculty, staff, students and public; to provide complexstaff assistance to departments.

DISTINGUISHING CHARACTERISTICS

The Department Assistant III provides specialized clerical supportrequiring a broad knowledge of an assigned program or functionalarea. Incumbents are typically assigned to a functional area whereuse of independent judgment requires related specialized trainingand experience.

Representative Duties

• Perform general secretarial and clerical work; scheduleappointments and process personnel information; monitor, order,distribute and maintain office supplies; order textbooks; maintainand troubleshoot new equipment; receive and sort mail.


• Type and proofread a wide variety of reports, letters, projects andproposals; compose correspondence related to assignedresponsibilities; assist in preparing and typing course outlinesand catalog information including class and final examinationschedule information.


• Participate in the planning, development and implementation of avariety of events and functions directly related to area ofresponsibility, including fund raising and special events relatedto college programs.


• Assign work activities, projects and programs to clerical and student help; monitor work flow; review and evaluate work products,methods and procedures; participate in the selection of clerical orstudent staff; assist in staff training.


• Perform a variety of work involved in student assistance includingscheduling classes; arrange special accommodations such as testingor audiovisual equipment; inform students of class cancellations; transfer students.


• Prepare a variety of reports and requests such as travel requestforms and faculty request forms; prepare monthly payroll; report teacher absences; verify student assistants' time cards; issue, receive, type and process various applications, permits and other forms.


• Organize and maintain filing systems; maintain a variety of filesand record logs directly related to area of assignment includingcertificated and classified employee files, budget information, student rehabilitation progress and general student files.


• Receive and deliver supplies; verify incoming shipments for appropriate quantity and quality; record receipt of merchandise onpurchase order; file purchase order; forward purchase orders to District office for partial or full payment; send District updated inventory list.


• Respond to supply and material delivery problems; identify shippingproblems and return goods shipped in error to vendors. E Assist in reviewing outgoing correspondence and reports for accuracy,completeness and compliance with established standards; participate in the development of program newsletters.


• Maintain calendars and schedules of activities, meetings, interviews and appointments; coordinate activities with other departments, various Board and committee members, the public and outside agencies; maintain departmental bulletin board.


• Review materials for completeness and conformance with established regulations and procedures; apply applicable policies and procedures in determining completeness of applications, records and reports; provide information and forms to the public; collect and process appropriate information.


• Serve as a receptionist; answer the telephone and provide information to students, other offices and the general publicregarding the College's policies and procedures as required; provide information on classes, instructors and schedules.


• Participate in budget preparation and administration; prepare cost estimates for budget recommendations; submit justifications for budget items; prepare requisitions for supplies and equipment for all specially funded projects; monitor and control expenditures.


• Exercise functional and technical supervision over clerical and secretarial staff and student assistants. Perform related duties as assigned; duties performed at extension sites may be diverse and varied.

Minimum Qualifications

Any combination equivalent to: graduation from high school andthree years of responsible clerical experience

Knowledge & Abilities

KNOWLEDGE OF

• Modern office procedures, methods and computer equipment.


• Word processing methods, techniques and programs.


• Correct English usage, spelling, grammar and punctuation.


• Principles of budget administration. Basic arithmetic.

ABILITY TO

• Learn, interpret and apply the policies and procedures of the District.


• Learn class scheduling and academic requirements.


• Perform general secretarial and clerical work including maintenance of appropriate records and compiling information for reports.


• Work courteously with students and the general public on the telephone or in person.


• Train clerical and student staff.


• Participate in budget administration.


• Operate a variety of office machines including a computer and applicable software.


• Understand and follow oral and written direction.


• Perform simple mathematical calculations.


• Communicate effectively both orally and in writing. Establish and maintain cooperative and effective working relationships with others.

For all positions, sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, shall be considered a core system competency and job requirement. (5 CCR § 53022)

Discrimination based on race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation of any person, military and veteran status, or the perception that a person has one or more of these characteristics is illegal and violates Kern Community College District policy.

The Kern CCD Equal Employment Opportunity Plan guides the development, implementation, and monitoring of the District's efforts to foster equal employment opportunities and workplace diversity.

See our Discrimination-Free Work Environment webpage for more information.

Kern Community College District does not provide sponsorship for authorization to work in the United States. Work authorizations should be established at the time of application submission.

The Kern Community College District participates in the U.S. Department of Homeland Security's E-Verify program to verify the identity and employment eligibility of all newly hired employees. To learn more about E-Verify, please visit e-verify.gov.