Golden West College

Office Services Assistant (Maintenance & Operations)

Job# G-006-26

Salary: $57,285.23 - $77,232.19 Annually

Deadline: 7/1/2025 11:59 PM Pacific

Full job description and OFFICIAL application available ONLY at: http://50.73.55.13/counter.php?id=304364

Provides generalist clerical support connected with the processing of customer-service-oriented transactions of enterprise, business, and/or student support nature and performs general clerical support, data entry, and reception to a functional area, following well-established policies, procedures, and methods.

Distinguishing Career Features

The Office Services Assistant is part of a clerical or administrative support career path. Work is focused in these areas: data entry, receptionist, records maintenance, cashier or equivalent transactions, file maintenance and retrieval of information, and reports. The Office Services Assistant requires clerical, recordkeeping, cashier experience, and the ability to process financial and non-financial business and student information, and has the basic knowledge of the terminology, practices, and procedures used by customer-service-oriented departments.

Advancement potential exists in a variety of administrative support and technical career ladders, each requiring additional specialized clerical and subject matter knowledge.

Essential Duties and Responsibilities

Specific duties may vary among departments, divisions, and jobs. Incumbents typically perform a substantial portion or all of the following types of duties, as assigned:

• Receives, greets, and directs phone inquiries and visitors. Determines their needs and provides a variety of routine information that prepares visitors for meetings and official proceedings.

• Prepares (keyboards) records or documents from copy or standing instructions, such as forms, absence reports, memoranda, correspondence, and reports using established formats.

• Enters data onto established data entry screens of business transactions (e.g., cash receipts to an accounting system, payroll data, requisitions, forms, etc.). Data entry may require skill at handling private information.

• Processes business transactions such as, but not limited to, invoices, cash receipts, and other business transactions. Receives and accounts for money paid by others for items such as, but not limited to, deposits, fees, fines, and permits

• Works with staff, vendors, students, and other customers to process transactions and in some circumstances, serves as an advocate to troubleshoot non-routine issues.

• Sets up and maintains files. Assembles, collates, and prepares materials for distribution. Post information and documents to records.

• Screens, sorts, and distributes mail. Organizes and processes special mail such as urgent deliveries, packages, and bulk mailings.

• Prepares documents and information packets from established formats such as those used for promoting or describing services and programs within the college, and routine communications for administrative purposes.

• Assists others with reports by locating and compiling information onto established formats and maintaining supporting records. May be required to extract data from existing databases and convert it to alternate formats.

• Contacts other departments and outside agencies to locate information and/or services not provided by the department, or to prepare work and event schedules and services.

• Performs administrative support to a department involving secretarial, technical, and logistics services. Applies working knowledge of the functions, policies, and procedures of the division/department, as well as those having implications to other functions.

• Interprets and conveys policies and procedures, referring difficult or sensitive matters to an administrator. Responds to inquiries and conveys information about programs and services provided by the organizational unit.

• Organizes work by researching and setting up a business and academic calendars and cycles, then establishing and sequencing deadlines and/or timelines for projects, activities, and required submissions.

• Researches and may prepare requisitions and claims for reimbursable services. Initiates communications to resolve, invoice, purchase order, and contractual matters with vendors and other service providers.

• Assists an administrator or designee with personnel-related transactions such as those for tracking leaves, time, and attendance, and employing part-time and temporary staff.

• Maintains approved budgets, transaction records, and audit trails, including those for projects and grant-funded activities.

• Researches and may reconcile expenditures and initiates budget allocation changes and reassignments of funds to and from various accounts, working with accounting staff to assure compliance with business practices and regulations

• May schedule and/or arrange meetings, appointments, events, rooms, etc., and may make travel arrangements.

• Participates in division and college committees as appropriate.

• Responsible for providing functional oversight and work direction to student and/or hourly support staff, as assigned, including such activities as the assignment of tasks and duties, distribution of work, training, scheduling, and checking on work performed in collaboration with the supervisor. Monitors hours and processes timesheets for approval by the supervisor.

• Assists with or performs other duties related to the functional office, program, or department assigned, such as assisting with equipment management duties, assisting with the eligibility and intake of the student services program or an emergency student loan program, or maintaining the key issuance and inventory of campus keys and access cards.

• Assists with training of student leaders, hourly staff, and employees as it relates to equipment and department-related matters.

• Performs other related duties as assigned that support the objective of the position.

• Required to abide by all District policies and procedures including Board Policy 3050 – Code of Professional Ethics.

Qualifications and Physical Demands

Knowledge and Skills

• The position requires working knowledge of modern office practices, procedures, and equipment including receptionist and telephone techniques and etiquette.

• Requires working knowledge and understanding of methods and procedures used for alphanumeric record keeping.

• Requires working knowledge of data entry techniques and access to database menus.

• Requires working knowledge in the use of common personal computer-based office productivity software including special applications used by the college.

• Requires sufficient math skills to perform columnar calculations, decimals, fractions, etc.

• Requires sufficient knowledge of the English language, grammar, spelling, and punctuation to prepare routine correspondence and memoranda

• Requires sufficient human relations skills to greet, exercise patience, and work collaboratively with others, inside and outside the department

Abilities

• Requires the ability to perform the essential responsibilities and functions of the position.

• Requires the ability to perform all the duties of the position under general supervision.

• Requires the ability to learn, understand, and apply rules, policies, procedures, and terminology used by the college and its functional areas and programs for customer service processes.

• Requires the ability to use a personal computer for data entry, data management, word processing, and spreadsheets.

• Requires the ability to operate standard office machines.

• Requires the ability to maintain record files and prepare reports on pre-determined formats.

• Requires the ability to accurately complete tasks and transactions within an environment dominated by interruptions.

• Requires the ability to work cooperatively with all individuals, including employees and the public.

• Requires the ability to work as a contributing member of a team, work productively and cooperatively with other teams and external customers, and convey a positive image of the college.

• Requires the ability to work weekends, early mornings, and evenings to support student activities.

Physical Abilities

• The general physical demands, working conditions, and essential job functions associated with this classification will be kept on file with the Office of Human Resources.

• Essential functions will vary by position.

• As defined by Title I of the Americans with Disabilities Act (“ADA”) and California’s Fair Employment and Housing Act (“FEHA”), the District shall engage in a timely, good-faith interactive process with employees or employment applicants who are requesting or are in need of reasonable accommodations and, provide reasonable accommodations for employees or employment applicants who, because of their disability, are limited in or unable to perform one or more of the essential functions of their job in accordance with applicable state and federal law.

Education and Experience

The position typically requires a High School diploma supplemented by course work in general office skills and three years of experience in high-volume customer service, general clerical, data entry, and production keyboarding environment. Post-secondary education in business may substitute for some experience. Or, any combination of education and experience which would provide the required equivalent qualifications for the position.

Licenses and Certificates

May require a valid driver's license.

Desirable Qualifications

Working knowledge of the marine industry

Working knowledge of recreational boating and safe boating practices

Working Conditions

Work is performed indoors or outdoors where health and safety considerations are minimal. May require work during the early morning, evening, and weekend hours, based on the needs of the department.

Coast Community College District is an Equal Opportunity Employer

Job Details

Office Services Assistant (Maintenance & Operations)

About the Role: