Fresno Community College Jobs – Office Specialist

Job Description:

Under general supervision, performs routine to complex administrative support for counselors, professionals or managers, requiring the application of detailed department or program-specific knowledge; oversees complex data entry, tracking and reporting processes; performs complex scheduling; staffs committees and takes minutes; coordinates event logistics; and performs related duties as assigned.

Job Responsibilities:

• Creates, submits and tracks requisitions; prepares travel and conference expense forms; routes forms for signature; calculates budget usage and fund percentages; tracks multiple funding sources; may participate in grant administration functions including collecting basic program data and generating performance reports.
• Oversees and performs front counter and program/department operational duties; coordinates and assigns front-desk coverage or delivery of program services; answers, screens and refers telephone calls and visitors; resolves escalated questions and concerns from students, faculty, staff, vendors and the public regarding assigned department, program and services.
• Maintains a variety of standard office and specialized records and files; creates and maintains spreadsheets and databases to track students, files, projects, activities and services.
• Extracts data and reports from multiple data sources and reconciles data entries and reports including those of other employees and departments; tracks and maintains federal, state and District-required data and student outcomes and prepares for submission or reporting.
• Coordinates full- and part-time staff and faculty payroll processes at a department level including auditing time logs; reconciles timesheets and absence slips; computes and categorizes pay according to departmental/program billing accounts; ensures accurate usage of funding codes and calculates departmental/program billing.
• Provides day-to-day lead work guidance and direction to other lower level clerical support staff and student aides.
• Assigns, schedules and monitors work for completeness, accuracy and conformance with District, department and legal/regulatory requirements and standards; provides information, instruction and training on work procedures and technical, legal and regulatory requirements.
• Schedules and cancels appointments and testing; sets up, maintains and posts department and staff calendars and room reservation calendars for internal and external groups and events; makes meeting and event arrangements including booking travel, developing event logistical plans and approving vendors and participants.
• Makes committee and department meeting arrangements including the preparation and distribution of agendas and supporting documents; takes and transcribes meeting minutes; may track completion of action items.

Job Requirements:

• Certain assignments may require a valid California driver’s license and the ability to maintain insurability under the District’s vehicle insurance program.
• Type accurately at a speed necessary to meet the requirements of the position.
• Compose clear, concise and comprehensive correspondence, reports, studies, agreements, presentations and other written materials from brief instructions.
• Establish and maintain effective working relationships with all those encountered in the course of work.
• Analyze problems, evaluate alternatives and recommend or adopt effective courses of action in accordance with established department or program requirements, policies and procedures.
• Communicate effectively, both orally and in writing.
• Provide customer service in person and over the phone.
• Maintain confidentiality of District and student files and records.
• Understand and follow written and oral instructions.
• Effectively engage and support historically minoritized groups by addressing issues of equity and improving culturally responsive service-oriented practices.
• Oversee the daily administrative operations of a program or department front desk.
• Track and report statistical information utilizing complex spreadsheets and databases.
• Assign and review the work of assigned staff.
• Understand, interpret, explain and apply applicable laws, codes and regulations.
• Represent the District effectively to students, customers and the public.
• Perform mathematical calculations; assist in monitoring expenditures for a program or department budget.
• Operate a computer and use standard business software.
• Set priorities and exercise sound judgment within areas of responsibility during heavy, peak workload periods.
• Exercise tact and diplomacy in dealing with sensitive, complex and confidential staff and student issues and situations.

Qualification & Experience:

• Graduation from high school or GED equivalent.
• At least three years of progressively responsible clerical support experience, preferably involving with high-volume customer service or student interactions; or an equivalent combination of training and experience.

Job Details:

Company: California Community Colleges

Vacancy Type: Full Time

Job Functions: Information Technology

Job Location: Fresno, CA, US

Application Deadline: N/A

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