Staff Assistant/Student Accessibility Services (Grant Funded)

City of Santa Fe Springs; Oakland (CA); On-site; USD 45,000 - 60,000; Full time

Job summary

Peralta Community College District is seeking a Staff Assistant to support the Student Accessibility Services (SAS) department. The role involves clerical and technical duties, intake processing, data entry for MIS/state reporting, inventory management, and assisting counselors with orientation sessions.

The successful candidate will handle confidential information, coordinate appointments, and support budgeting and payroll tasks, contributing to accessible services for a diverse student

Qualifications

• Three years of clerical and technical office experience.
• Proficiency with word processing, spreadsheet, and database programs (MS Office Suite).
• Accurate typing from clear copy; ability to pass a PC skills assessment.

Responsibilities

• Provide technical and clerical support to the SAS department.
• Maintain confidential SAS records and intake forms.
• Assist SAS counselors with orientation intake sessions.
• Order and inventory SAS equipment and supplies.
• Enter confidential SAS data for MIS and state reporting.
• Utilize MS Word, Excel, Access, and PowerPoint for office tasks.
• Maintain SAS office calendar and schedule appointments.
• Receive and route calls; assist students with SAS intake forms.
• Ensure mail delivery and a welcoming SAS environment.
• Provide enrollment assistance and support with promotional materials.
• Assist in budget record maintenance and payroll paperwork.
• May supervise student employees and handle special projects.

Job description

Class Purpose

This position is grant funded. Continued employment is contingent upon refunding of the position.

Under general supervision of the Dean of Student Services and the direction of the Student Accessibility Services (SAS) Coordinator, the Staff Assistant performs technical office and clerical work, specifically to assist in the provision of services to students with disabilities and to facilitate communication among personnel employed within the various areas of SAS.

Examples of Duties

Examples of duties may include, but are not limited to, the following:

• Act as a technical resource person in the SAS department, performing a variety of technical and general office clerical duties.
• Maintains confidential filing systems and records of the SAS department, including intake forms, measurable progress forms, and Individual Education Progress forms.
• Assists SAS counselors with group orientation intake sessions.
• Orders and maintains inventory of SAS equipment and supplies.
• Enters confidential SAS data and keeps track of multiple SAS databases in the district mainframe for MIS and state reporting purposes for the SAS department.
• Performs general office duties, utilizing word processing, database management, and spreadsheet software applications (e.g., MS Word, MS Excel, MS Access, and MS PowerPoint).
• Maintains the SAS office calendar and schedules student appointments with SAS counselors and staff.
• Receives and screens calls, disseminates information, refers calls to appropriate staff, assists students in completing SAS intake forms.
• Ensures that the interoffice and outside mail is picked up and delivered.
• Ensures maintenance of a welcoming and organized atmosphere in the SAS area to include: Test proctoring, alternate media support and supporting students with learning disabilities.
• Provides registration and enrollment assistance to SAS students
• Provides technical and clerical support with promotional and informational materials.
• Assists in the maintenance of budget records and reports, including budget books; prepares budget transfers and corrections; reviews, codes, and records hourly employee and student timesheets; prepares personnel action forms; and ensures all paperwork is processed in a timely manner.
• May supervise and train student employees.
• Operates a variety of modern office equipment, such as fax machines, copy machines, computers, electronic typewriters and printers.
• Attends various college and district meetings as it relates to disability of SAS issues.
• May be assigned special projects as needed.
• Performs other related duties as assigned.

Minimum Qualifications

• Three (3) years of clerical and technical experience in general office work, or an equivalent combination of training and qualifying experience, which demonstrates the knowledge and ability to perform the duties of the position.
• Knowledge and proficiency in the operation and use of personal computers utilizing word processing, spreadsheet, and database management software programs (e.g., MS Office Suite-Word, Excel, Access, and PowerPoint), the internet browser, and e-mail.
• Ability to type accurately from clear copy. A word processing and/or spreadsheet skills assessment may be given. A Personal Computer Assessment Certificate from public agencies and business schools will be accepted in lieu of taking the district’s personal computer skills assessment provided the certificate is not older than one (1) year from the date the certificate was issued.
• Understanding of, sensitivity to and respect for the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of Peralta Colleges’ students, faculty, staff and community.

Desirable Qualifications

• Possession of an associate’s degree or equivalent from an accredited college or university.
• Experience working in an educational or social service setting.
• Experience working with individuals with disabilities.
• Strong organizational skills and the ability to handle numerous tasks simultaneously, and complete assignments in a timely manner.

Ability to

• Ability to communicate effectively, both orally and in writing, and handle confidential matters judiciously.
• Ability to establish and maintain cooperative relationships with those contacted in the course of work.
• Ability to exercise discretion and judgment when performing assigned work; ability to prioritize multiple tasks.
• Ability to operate adaptive equipment (i.e., a TTY).
• Ability to work effectively with a diverse student population and campus personnel.
• Ability to work under pressure and maintain a pleasant personality.
• Ability to understand and follow oral and written directions.
• Ability to demonstrate strong interpersonal skills using tact, patience and courtesy.

Peralta Community College District offers a competitive benefits package that may include medical, dental, and vision coverage, retirement benefits through CalPERS or CalSTRS, paid leave, and other employee wellness programs. Benefits eligibility and coverage vary by position and employment status.

Please note, the District’s preferred method of communication with applicants is via e‑mail. As such, please ensure you verify the e‑mail address on your application, and check your e‑mail frequently, including your spam and junk folders.

The successful candidate will be required to undergo a reference/background check (to include a conviction record) and may be required to pass a post‑offer pre‑employment medical examination including a drug/alcohol screening depending upon job classification. New employees must provide documentation to establish both identity and work authorization.

For more information, please visit our Benefits Information Webpage.