Cerritos College — Administrative Clerk II

FT Administrative Clerk II

Salary: $49,082.04 – $58,813.08 Annually
Job Type: Full Time
Job Number: Admin-clerk II -23
Closing: 1/31/2023 11:59 PM Pacific
Location: Norwalk, CA
Department: Admin-clerk II -23
Division: Science, Engineering, Mathematics

Equity and Diversity
The District is strongly committed to achieving staff diversity and the principles of equal opportunity employment. The District encourages a diverse pool of applicants and does not discriminate on the basis of race, color, national origin, ancestry, sex, age, religion, marital status, disability, or sexual orientation in any of its policies, procedures or practices. In fact, the college encourages applications from all segments of qualified people.

Closing Date
This position will close on January 31, 2023 at 11:59 PM (or when 150 applications are received, whichever occurs sooner

College Profile
Cerritos College is ranked 14th among the top 100 schools with the highest Hispanic enrollment in the United States by the United States Department of Education. Cerritos College serves as a comprehensive community college for southeastern Los Angeles County. Communities within the college's district include Artesia, Bellflower, Cerritos, Downey, Hawaiian Gardens, La Mirada, Norwalk, and portions of Bell Gardens, Lakewood, Long Beach, Santa Fe Springs and South Gate. Cerritos College offers degrees and certificates in more than 180 areas of study in nine divisions. Enrollment currently averages 20,000 students. Visit Cerritos College online at http://www.cerritos.edu

Department Profile
The Division of Science, Engineering, and Mathematics (SEM) is committed to promoting equity, providing service excellence, and ensuring student success as we guide students in investigating and understanding the world in which we live. The Division offers degree programs, certificates, and courses in a variety of disciplines across six departments—biology; chemistry; computer and information sciences; Earth sciences; mathematics; and physics, astronomy, and engineering. The Division's rigorous programs of study prepare students to seamlessly transfer into a four-year course of study or to successfully start a career in the workforce. Programs and courses are offered in a variety of formats, including traditional on-campus, hybrid, and fully online sections. In addition to courses at our main campus in Norwalk, we offer classes at multiple educational sites in the area. The SEM Division provides effective, experiential learning environments in the sciences, engineering, and mathematics at the highest standards by using the latest technology in our state-of-the-art laboratories and learning spaces.

Performs recurring, yet technically oriented clerical, secretarial, and customer service duties within a department, program, or equivalent College function.

Distinguishing Career Features
Administrative Clerk II requires a working knowledge of the terminology and procedures used in the area of assignment, the ability to research and extract information from commonly used databases, and the ability to troubleshoot problems encountered with customer service transactions.

Job Duties
Essential Duties and Responsibilities
Specific duties may vary among departments and jobs. Incumbents typically perform a substantial portion or all of the following kinds of duties:

  • Types letters, memoranda, reports, work orders, requisitions or other materials from straight copy, rough drafts or verbal instructions. Prepares handbooks, brochures, and other program materials.
  • Processes documents requiring knowledge of the special terminology, policies and procedures of department or area of specialized function.
  • Performs analytical duties such as evaluating student profiles for specific programs (e.g., limited English proficiency) by pre-screening registration materials or other materials that would identify and profile student needs.
  • Performs receptionist duties. Greets visitors, staff, or students in person or over the telephone, and ascertains the nature of their business and provides standard information related to area of assignment.
  • Receives applications and fees for classes, events, or services that do not require contact with financial aid, or admissions and records. Prepares class/course packets of student information to be used by instructors.
  • Provides special assistance to students, including those with special needs. May introduce students to other services and college support.
  • Maintains records and files of documents ensuring that they are processed and readily accessible. Compiles various reports according to well-defined operating procedures.
  • Ensures the timely distribution and receipt of a variety of records and reports requests or provides information as necessary to assure completeness and accuracy.
  • Compiles statistical data, posts routine administrative or financial transactions or other data and maintains various department information on established data entry formats. Searches out information in departmental records and files.
  • Arranges for, and assembles printed materials such as College and community information, news, and interest items.
  • Assists with scheduling and setting up events that involve registration, arranging seating and multimedia equipment, and hospitality services.
  • Reviews and prepares documents for entry of information into electronic data processing system. Follows up as necessary to complete documents. Enters and updates student and business information into computer-aided systems using established formats. May update and modify web pages as approved by the supervisor.
  • nitiates requisitions by accessing on-line purchasing programs.
  • Maintains confidentiality of information processed or received during the course of performing assigned duties.
  • May receive, sort and distribute incoming mail. Composes routine correspondence independently as appropriate.
  • Maintains currency of knowledge and skills related to the duties and responsibilities.
  • Performs other related duties as assigned.

Minimum Qualifications
Education and Experience
The position requires a high school diploma or the equivalent, and 2 years of general clerical, record keeping, and keyboarding experience in a customer service oriented environment.

Preferred Qualifications

  • Associate's degree (or higher) or postsecondary education in a related field (e.g., business administration, communications, human resources)
  • Demonstrated experience with the following:
    1. Database management (e.g., textbook and learning materials orders, supplies inventory)
    2. Creation and submission of various reports and notices (e.g., work orders)
    3. Knowledge of various office technologies and software suites
      • Microsoft Office (especially Excel)
      • Adobe Acrobat (including routing documentation)
    4. Serving as first contact for incoming customers/students for large organization
  • Proven ability to multi-task while meeting deadlines and quick turn-around requests from the dean/manager and other departments in the organization
  • Strong communication skills—verbal, written, and digital
    1. Ability to collaborate with and support the dean/manager and other members of a large, complex organization in a dynamic work environment
    2. Ability to work with students/customers to defuse potential conflict

Demonstrated commitment to promoting equity and providing service excellence

Supplemental Information

Knowledge and Skills The position requires a working knowledge of office practices, procedures and equipment, including filing systems, receptionist and telephone techniques, and letter and report writing. Requires a working knowledge of procedures associated with processing financial transactions such as purchase orders and budget line item changes. Requires a working knowledge of personal computer-based software that support this level of work, including but not limited to word processing, spreadsheet, and software (with data entry screens) used in education. Requires sufficient arithmetic skills to compute sums and statistics. Requires sufficient skill using the English language, grammar, spelling, punctuation, proofreading/editing, to prepare standardized correspondence. Requires sufficient human relations skills to present a positive image of the department and College, convey technical information to others, and exercise sensitivity when dealing with a diverse population.
Requires the ability to perform in a high volume environment that may be dominated by distractions. Must be able to perform clerical and secretarial work with speed and accuracy. Must be able to learn, understand and apply College and State agency rules, regulations and policies. Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines. Requires the ability to use a personal computer to produce correspondence, informational materials, and conduct basic research. Requires the ability to operate standard office equipment, maintain records and files, and compile alphanumeric information for reports. Requires the ability to maintain confidentiality of private and sensitive information. Requires the ability to maintain productive and cooperative relationships with staff, students, external organizations, and the public using sensitivity to diverse populations and courtesy.

Physical Abilities
Must be able to function indoors engaged in work of primarily a sedentary nature. Requires the ability to use near vision to write and to read printed materials and computer screens. Requires the ability to use hearing and speech for ordinary and telephonic conversation and to hear sound prompts from equipment. Requires ambulatory ability to sit, often for long periods of time, move about campus locations, and to reach work materials. Requires manual and finger dexterity to type/keyboard and/or operate mouse and/or otherwise operate a microcomputer and other equipment.

Licenses and Certificates
May require a valid driver's license.

Working Conditions
Work is performed indoors where minimal safety considerations exist.

Salary/Fringe Benefits

Grade 24 on District Classified Salary Schedule ($4,090.17 -$4,901.09/month).

Health and welfare benefits include District contribution for medical/dental/vision benefits and employee life insurance ($50,000). (Cash in lieu option available on medical insurance.)

Participation in the Public Employee's Retirement System that is also integrated with Social Security

Conditions of Employment

This is a full-time, 12-calendar month classified position

Hours of employment are:

Monday thru Friday 8:00 am to 4:30 pm

Initial placement of employees on Classified Salary schedule is at Step 1. After six months of successful probationary employment, employee is placed at Step 2.

Employment is to be effective as soon as possible following completion of the selection process.

Individual who is offered employment shall be required to obtain fingerprints for a criminal history clearance through the State Department of Justice and remit the required fee for processing the fingerprints, Federal Bureau of Investigation (no fee if obtained at Cerritos College Campus Police Station), produce an original social security card, and submit negative TB test results (must be within the past four years or within the last 60 days if not previously employed in a school district in California) before employment.

Proof of eligibility to work in the United States and signing of loyalty oath per Government Codes 3100-3109.

Board Policy 2905 requires mandatory COVID-19 vaccinations as a condition of employment. The District requires all employees to submit proof of full vaccination against COVID-19, as defined by the CDC. Full policy details can be found on the website; Cerritos College – Chapter 2 – Board of Trustees. Employees may submit requests for medical or religious exemptions to the vaccine mandate for consideration. Details are available on the District's COVID-19 webpage

**Please note – the District does not provide for immigration sponsorships such as H1B Visas

Application Procedures

Application materials must be submitted by the closing date. Applicants who need special services or facilities due to disability in order to apply or interview for this position must notify Human Resources at the time of application or at least 72 hours prior to the closing date or date of a scheduled interview.

Documents needed to apply

Resume/Curriculum Vitae

Cover letter / Letter of Interest

Optional Documents
Recommendation Letters

To apply, visit https://www.schooljobs.com/careers/cerritosedu/jobs/3842333/ft-administrative-clerk-ii

The District ensures that all qualified applicants for employment and employees have full and equal access to employment opportunity, and are not subjected to discrimination in any program or activity of the District on the basis of national origin, religion, age, sex or gender, race, color, medical condition, ancestry, sexual orientation, marital status, veteran status, physical or mental disability, or because he or she is perceived to have one or more of the foregoing characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics. .jeid-32ddf8b5261a034689f437111901c4ae

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