Staff Assistant (Temporary)

San Mateo County Community College District - Redwood City, CA

Temporary | Contract
Who We Are
The San Mateo County Community District is committed to achieving educational equity for all students. As outlined in the District’s Strategic Plan, “success, equity, and social justice for our students are longstanding goals.” The District’s “Students First” Strategic Plan is focused on “Student Success, Equity and Social Justice.” We provide students with a rich and dynamic learning experience that embraces differences — emphasizing collaboration and engaging students in and out of the classroom, encouraging them to realize their goals, and to become global citizens and socially responsible leaders. When you join our team at San Mateo County Community College District, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, classified staff, administration, students and community partners.

The College and the District
Cañada College is part of the San Mateo County Community College District and is designated as a Hispanic Serving Institution (HSI), enrolling approximately 11,000 students each academic year. Cañada College has a diverse student population that is a reflection of the communities that is serves. Detailed information about the student population, including data related to student success, can be found on Cañada College’s Office of Planning, Research and Institutional Effectiveness (PRIE) website.

Who We Want
We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities and orientations. Therefore, we prioritize applicants who demonstrate they understand the benefits diversity brings to a professional educational community. The successful candidate will be an equity-minded individual committed to collaborating with faculty, classified staff, administration, students and community partners who are also committed to closing equity gaps. The San Mateo County Community College District seeks employees who value mentorship and working in a collegial, collaborative environment, guided by a commitment to helping all students achieve their educational goals.

The Position
Under general supervision, the Staff Assistant performs detailed clerical and operational support for a department or office. Under direction, the Staff Assistant initiates, implements, and coordinates office procedures and timelines in order to provide support for an office or department. Public contact is extensive, and involves college and District staff, faculty, students, vendors, other educational institutions, business and community representatives, regulatory agencies, and governmental agencies for the purpose of exchanging policy and procedural information. A moderate degree of independent judgment and creativity are required to resolve many minor and occasional major problems that arise, by selecting from among alternative procedures that are available. Consequences of errors in judgment could be costly in public relations, staff, and employee time. Staff Assistants can train and lead the work of other clerical staff, volunteers, and student assistants as assigned.

Duties and Responsibilities
The duties below are representative of the duties of the classification and are not intended to cover all of the duties performed by the incumbent(s) of any particular position. The omission of specific statements of duties does not exclude them from the position if the scope of work is similar, related, or a logical assignment to this classification.

1. Exchanges information with college staff and others regarding department services, as well as to provide operating policies and procedures

2. Screens calls, visitors, and electronic inquiries to provide policy and procedural information and/or to take messages and make appropriate referrals

3. Sets up and maintains a management calendar

4. Plans and coordinates department events and activities in conjunction with other management and staff

5. Attends meetings and other events to obtain and provide current information

6. Uses a database and a variety of computer software to set up, track, and maintain a wide variety of data and electronic and manual files and to perform data entry and retrieval

7. Composes and prepares correspondence, memoranda, report narratives, forms, publicity materials, and other materials from original ideas or with general instruction

8. Uses standard software applications to prepare correspondence and reports, agendas and meeting minutes, and spreadsheets

9. Collects monies received, issues receipts, and prepares deposits as needed

10. Researches, compiles, and maintains data for reports, grant applications, contracts, special projects, correspondence, surveys, presentations, and department programs and services

11. Performs departmental budget maintenance, including processing budget transfers and expenditure journals

12. Prepares purchase requisitions and completes electronic supply orders

13. Compiles items and materials for meeting agendas

14. Takes and transcribes meeting notes as assigned

15. Sorts and distributes department mail as needed and coordinates bulk mailings

16. Performs other related duties as assigned

Minimum Qualifications
  • A combination of education and experience equivalent to graduation from high school and college courses in business administration, office administration, or a closely related field
  • Successful general clerical experience of increasing responsibility
  • Demonstrated cultural competence, sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty and staff
  • Experience with the organization and maintenance of electronic and manual files and records
  • Experience with training and leading the work of others
  • Experience with the use of a variety of computer software to compose and prepare correspondence, forms, reports, presentations, and other written materials
  • Experience with research and compiling data for, formatting, and preparing statistical, financial and other reports
  • Demonstrated skill in multi-tasking, prioritizing workloads, and working independently
  • Demonstrated skill in working as part of a customer service team
Knowledge, Skills and Abilities
1. Knowledge of office organizational procedures, including workflow, current office equipment, supplies, file systems, and computer applications

2. Skill in multi-tasking and workload prioritizing under deadline pressure, using independent judgment for decision-making

3. Skill in use of the Microsoft Office Suite and web-based content management systems

4. Skill in respectful, tactful and sensitive interaction with people who are diverse in their academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds

5. Skill in oral communication, including public speaking

6. Skill in written communication

7. Skill in organizing data, setting up, tracking, and maintaining data in electronic and manual files

8. Ability to coordinate, anticipate, and resolve workload issues and problems

9. Ability to work effectively as part of a customer service team

Physical Requirements
This classification requires sitting for various lengths of time; the ability to type, use phone, stand intermittently, walk, bend and stoop, occasionally lift, carry, push, pull or otherwise moving items of light to moderate weight up to 30 pounds, work at a computer, including viewing a monitor for various lengths of time, repetitive use of keyboard, mouse or other control device, and manual dexterity of hands and fingers to operate keyboard in order to perform the essential functions.

Preferred Qualifications
Benefits
Due to the temporary nature of this position, benefits are not included.

Posting Detail Information
Open Date 08/09/2019
First Review Date 08/23/2019
Close Date
Open Until Filled Yes
Special Instructions Summary
Required Application Materials

All applicants are required to submit:
1. A completed online District application form (go to https://jobs.smccd.edu to complete the application and to apply for this position).

2. A resume that details all relevant education, training, and other work experience.

3. A cover letter of no more than 3 pages that addresses the applicant’s cultural competence, sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff as well as the applicant’s qualifications as they relate to the requirements, knowledge, skills, and abilities listed in this announcement.

Candidates for interview will be selected from among those who most closely meet the requirements and knowledge, skills and abilities. Meeting the minimum qualifications does not guarantee an interview. As part of the interview process, candidates may be asked to demonstrate job-related knowledge and skills.

For questions related to this posting, please contact:
SMCCCD Office of Human Resources
3401 CSM Drive, San Mateo, CA 94402
Tel.: (650) 574-6555
Fax:(650) 574-6574
Web Page: www.smccd.edu/hr

Conditions of Employment
Prior to employment, the selected candidate will be required to complete the following:

1. Submit official transcripts (applies to all faculty or educational administrative positions)
2. Submit verifications of prior employment
3. Satisfactory references
4. Successfully being cleared for employment through the background checking process

In addition to background checks, the District may review publicly available information about a candidate on the Internet. If a candidate is aware of incorrect or inaccurate information that is available on the Internet, the candidate is welcome to address such an issue with the Office of Human Resources.
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5. Present original documents for proof of eligibility to work in the United States
6. Approval of your employment by the SMCCCD Board of Trustees
7. Provide a certificate of Tuberculosis exam for initial employment.
8. Have fingerprints taken by a Live Scan computer (Clearance must be received prior to first day of employment). Please note that the California Education Code requires, in part, that community college districts shall not employ or retain in employment persons in public school service who have been convicted of certain felonies, a misdemeanor drug charge (including alcohol offenses) or misdemeanor moral turpitude (sexual offense) crime. However, consideration may be given to those whose drug convictions occurred more than five years ago. A conviction for other crimes may not necessarily disqualify you from the job for which you may be applying.