Office Technician (Part Time) (Library & Learning Resources)

Riverside Community College District; Riverside (CA); On-site; USD 36,000 - 48,000; Full time

Job summary

Riverside Community College District is seeking a detail-oriented clerical support specialist to assist students, staff, and the public. You will handle front desk duties, process forms, maintain records, and help publish classroom materials and campus communications.

The role requires basic office skills, a high school diploma, and the ability to follow policies while delivering excellent customer service in a busy district environment.

Qualifications

• High school diploma or equivalent and 1 year of clerical experience or equivalent.
• Strong typing, data entry, and basic arithmetic skills.
• Ability to learn program policies and procedures and apply them.
• Proficient in using standard office equipment and software.

Responsibilities

• Perform receptionist duties and operate multi-line phone systems; direct calls and provide information.
• Provide front counter support; explain program requirements and campus services.
• Process forms, applications, and maintain accurate records and files.
• Publish documents and prepare routine reports and memos.
• Assist with mail distribution, supplies, and basic administrative tasks.
• Maintain student and department records, confidentiality, and data entry integrity.

Skills

Customer service

Data entry

Recordkeeping

Office equipment

Phone systems

Education

High school diploma or equivalent

Tools

Attendance software

Database systems

Job description

BASIC FUNCTION

Performs a variety of clerical support duties that require knowledge of the assigned division, department or program, and its policies, procedures, and/or operating details; performs customer service tasks by imparting information and providing assistance to faculty, staff, students, and the public; and prepares a diverse range of documents.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from assigned area supervisor. May provide lead direction to temporary staff and/or student workers.

CLASS CHARACTERISTICS

This classification in the Office series is responsible for independently performing routine clerical duties in support of an assigned District division, department, or program. Employees at this level exercise judgment and initiative, receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the department. Education: Education and Experience:

Completion of the twelfth (12th) grade and one (1) year of general clerical experience; or an equivalent combination of education, training, and/or experience. Experience: Knowledge of:

1. Modern office clerical support practices and procedures.
2. Operational characteristics of a wide range of office equipment.
3. Methods and techniques of compiling and organizing files and documents.
4. Methods and techniques of publishing and distributing business documents, classroom materials, event flyers, and related materials.
5. Methods and techniques of proctoring student exams.
6. Basic business arithmetic.
7. Recordkeeping principles and procedures.

Ability to:

1. Perform standard office clerical administrative support duties.
2. Learn and understand the organization and operation of the assigned program and/or work unit to assume assigned responsibilities.
3. Review and process a variety of forms and applications.
4. Type and format a diverse range of business documents including letters, reports, and related materials.
5. Learn, correctly interpret, and apply the policies and procedures of the function to which assigned.
6. Make basic accurate arithmetic computations.
7. Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
8. Establish and maintain a variety of filing, recordkeeping, and tracking systems.
9. File materials alphabetically, chronologically, and numerically.
10. Use discretion in processing and filing confidential student files and other records.
11. Understand and carry out oral and written directions.
12. Independently organize work, set priorities, meet critical deadlines, and follow up on assignments.
13. Exercise judgment within general policy and procedural guidelines.
14. Effectively use computer systems, software applications relevant to work performed, and business equipment to perform a variety of work tasks.
15. Communicate effectively in the course of performing work tasks.
16. Establish, maintain, and foster effective working relationships with those contacted in the course of work.
17. Demonstrate clear evidence of sensitivity and understanding of the diverse academic, socio-economic, disability, and ethnic backgrounds of students, staff, and the community.
18. Provide efficient, high-level customer service to the public, vendors, contractors, and District personnel.

Licenses/Certifications: Licenses and Certifications:

None.

None. Other:

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This classification primarily works in an office and standing in and walking between work areas is occasionally required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Employees in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 20 pounds.

The essential functions of this classification must be performed by the incumbents with or without reasonable accommodations.

ENVIRONMENTAL CONDITIONS

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset individuals in interpreting and enforcing departmental policies and procedures.

Duties and Responsibilities: EXAMPLES OF TYPICAL JOB FUNCTIONS

1. Performs receptionist duties; operates multi-line phone systems; answers, screens, directs, and transfers calls; takes messages and relays pertinent information; responds to inquiries received through e-mail, text, and other electronic communications; and provides general information on a variety of District services, policies, and procedures.
2. Provides front counter support to students, parents, staff, faculty, and the public; responds to routine inquiries by explaining program requirements, policies, and procedures consistent with established guidelines; distributes information regarding area of responsibility, classes, and campus facilities.
3. Assists with and troubleshoots general technical challenges in assigned area; signs students in and out of assigned area using attendance software or manual system.
4. Research records within areas of responsibility to prepare and provide follow-up information to customer and staff inquiries; refers visitors/callers to other programs, departments, off-campus services, and other community groups, as appropriate.
5. Receives, time stamps, sorts, and distributes incoming and interdepartmental mail; prepares and distributes outgoing mail.
6. Distributes applications, forms, and other documents; may assist students, visitors, and other customers in completing such documents and tasks; verifies and reviews forms and reports for completeness and conformance with established policies and procedures by applying knowledge of these matters.
7. Provides information and assistance to students, staff, and the community on federal, state, and local policies and regulations as they relate to, and include the processing of, applications, admissions, registration, student refunds, cashiering, financial aid, advising, and other District services and programs; registers students and issues photo ID cards and parking passes; assists with mailings and transcript requests; maintains student files; checks equipment in and out to students and staff and maintains related logs. Performs a variety of routine office clerical duties to support the operations of the assigned work unit including filing, preparing records, processing work orders, and assisting in ordering and maintaining office and other related supplies.
8. Types and edits a variety of documents, including correspondence, letters, memos, agendas, reports, flyers, and event materials; inputs and retrieves data into various program, department, and/or software applications and database systems.
9. Publishes a wide variety of documents such as exams, classroom materials, brochures, study guides, manuals, syllabi, transparencies, and slide presentations incorporating graphs, charts, and other graphics; publishes documents of highly specialized nature including those incorporating foreign languages, medical terminology, mathematics/chemistry, and organizational charts.
10. Copies, compares, or compiles data to generate monthly statistical reports for management; checks data, makes necessary corrections, and produces data in final form; prepares and maintains a variety of databases and reports. Assists in planning and organizing program or department-related events, workshops, informational seminars, presentations, and related activities; distributes forms, flyers, brochures, and information packets; assists presenters and outside contractors with coordinating programs, ordering materials and supplies, and providing enrollment information; coordinates program facilities; receives and accounts for all registration monies and processes student refunds.
11. Maintains file, index, and recordkeeping systems requiring sorting and filing; searches, retrieves, and distributes departmental and programmatic records or other documents as directed.
12. May assist in the administration of a variety of assessment tests; provides assistance to students regarding queries and/or issues pertaining to assessment testing, which may include test proctoring, scribing, and note taking.
13. Operates a variety of standard office equipment, including computer hardware and software applications, copiers, printers, scanners, facsimile machines, multi-line telephones, and audio/visual equipment; makes minor repairs and adjustments and arranges for equipment repair, when necessary.
14. Participates in District-provided in-service training programs.
15. Performs other related duties as assigned; specific duties not listed does not exclude them for this classification if the work is similar or related. Conditions of Employment: Conditions of Employment:

SALARY: Salary grades consist of nine steps. A new employee is normally placed on Step 1 of the grade. Changes in step placement take place on the first day of the first month following the anniversary date of attaining permanent classified employee status until the maximum of the grade is reached.

HOLIDAYS: There are 13 holidays observed each year. A pro-rata reduction will be made for employees working less than full-time and less than twelve months.

VACATION: Employees are granted 12 days of vacation per year through the first five years of service to the District; 15 days after completion of five continuous years of service to the District; and 22 days after completion of 10 continuous years of service to the District. This computation is based on full-time, twelve-month employment. A pro-rata reduction will be made for employees working less than full-time and less than twelve months.

SICK LEAVE: One day of sick leave for each month of service is granted. This is based on full-time, twelve-month employment. A pro-rata reduction will be made for employees working less than full-time and less than twelve months. There is no limit to the number of days of sick leave which may be accrued.

FRINGE BENEFITS: The District provides a health and welfare benefit package for employees and legal qualifying dependents. Those employees working less than full-time and less than twelve months will receive a pro-rata share of the benefit package. The dollar value of the package is a subject of negotiation between the District and the Bargaining Unit.

The work location and assignment within a job classification is determined by the District and may be subject to change.

All offers of employment will be contingent upon the availability of funds and approval by the Board of Trustees.

The Riverside Community College District (the District) fosters and maintains a work environment free from discrimination harassment or retaliation, where all persons are treated with dignity and respect. The District is a proud equal opportunity employer and does not discriminate against any person based on ethnic group identification, national origin, religion, age, gender, gender identity, gender expression, race, color, genetic information, sexual orientation, physical or mental disability, or any characteristic listed or defined in Section 11135 of the Government Code or any characteristic that is contained in the prohibition of hate crimes set forth in subdivision (1) of Section 422.6 of the California Penal Code, or any other status protected by law. The District adheres to these principles in all aspects of employment, including, recruitment, hiring, training, compensation, promotion, benefits, discipline and termination. All employees share in the responsibility for fulfilling the District’s commitment to equal employment opportunity.

In addition, it is the policy of the District to provide reasonable accommodation to qualified applicants and employees. If you need assistance or an accommodation due to a disability or have inquiries regarding compliance or grievance procedures you may contact the District Compliance Officer and Title IX, Section 504/ADA Coordinator Lorraine Jones as follows:

Lorraine Jones, Ed.D., M.S.W.

District Compliance Officer and Title IX/ADA/504 Coordinator

3801 Market Street

Riverside, CA 92501
[email protected]

951-222-8039. Work Hours/Work Days for Classified and Hourly Positions Only: Monday: 12:30 pm – 8:00 pm, Tuesday/Wednesday: 1:30 pm – 8:00 pm