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Office Specialist - Extended Opportunity Programs (EOPS) (LTO)

Cabrillo College -
Aptos, CA

Job Details

Full-time
$4,226 - $5,664 a month
14 days ago

Benefits

Disability insurance
Health insurance
Dental insurance
Life insurance

Qualifications

Administrative experience
Working with students from diverse cultural backgrounds
Clerical experience

Full Job Description

Please apply for this job directly on the Cabrillo College job opportunities page here.

Employment Opportunity

To qualify for this internal lateral transfer opportunity, you must be a current Classified or Confidential employee of Cabrillo College and meet all of the following eligibility requirements:

Successful completion of your probationary period
Placed at Range 32 or higher on the Classified salary schedule or Range I or higher on the Confidential salary schedule
Meet the qualifications of the lateral transfer opportunity as noted in the “Minimum Qualification” section of this job announcement

Unsure of your salary range? Visit HR’s website to view the salary schedule for Classified or Confidential for this position.

This full-time, 100%, 12 months per year Office Specialist - Extended Opportunity Programs (EOPS) position performs routine to complex administrative support requiring the application of EOPS knowledge; provides customer service to students and the public; performs complex EOPS data entry and appointment scheduling, and maintains tracking systems, reports, records and files required for work processes; accepts payments and distributes permits and vouchers following established guidelines; and performs related duties as assigned.

PLEASE NOTE:

This position is in-person, on-site at our Aptos and Watsonville campuses as needed, but may also have a flexible/hybrid online schedule along with on-site options as available

Examples of Duties

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

Performs customer service and program/department operational duties; answers student or customer questions regarding policies, procedures, programs and services including clarification of program enrollment requirements and department processes and procedures; responds to questions and complaints at a public counter, over the phone or via email or text.
Receives and inputs a variety of student or customer information into computer systems; researches information in computer systems; provides initial screening for program or service; assists with the preparation and submission of applications, forms and documentation; verifies accuracy of information with third parties; sends reports and correspondence to students or customers.
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.
Tracks and enters/scans complex student, departmental and financial data into appropriate systems; 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 data and prepares for submission or reporting.
Drafts, formats, types, proofreads, edits and prints correspondence, forms, reports, schedules, rosters, statistical and technical documents including reports, manuals and other documents and materials ranging from routine to complex; creates forms, charts, tables and spreadsheets involving difficult coding, data extraction and manipulation; reviews documents for clerical accuracy, completeness and compliance with District and department requirements.
Makes meeting and event arrangements including typing and distributing agendas, facility requests, setup and cleanup; contacts other departments or vendors for food orders, supplies and audio-visual equipment; coordinates other meeting logistics.

OTHER DUTIES

Demonstrates sensitivity to and understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation and ethnic backgrounds of community college students, faculty and staff.
Maintains and updates divisional web pages, social media and online calendar.
Assists with the training and oversight of student, work release and volunteer workers; monitors work for completeness, accuracy and conformance with District, department and legal/regulatory requirements and standards.
Provides backup for other departments or division office administrative support staff.
Maintains office supply inventory.
Performs related duties as assigned.

Minimum Qualifications

EDUCATION AND EXPERIENCE
Any combination of experience and training that is likely to provide the required knowledge and abilities qualifies. A typical way to obtain the knowledge and abilities would be:

Understanding of, and sensitivity to, the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation, of community college students, faculty and staff AND
Graduation from high school or GED equivalent AND two (2) years of clerical support experience, preferably involving frequent public or student contact
Bilingual skills in English/Spanish OR
An equivalent combination of training and experience.

PLEASE NOTE: Additional education may be substituted for experience on a year-for-year basis, up to two (2) years.

Desirable:

Biliterate skills in English/Spanish

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:

Modern office practices, procedures, and equipment, including knowledge of computers and applicable software programs.
Department services, program goals, objectives, policies, procedures, and practices.
Customer service practices and telephone etiquette.
District student recordkeeping practices and procedures for processing student information and interpreting input and output data.
District general accounting systems operations, practices, and procedures applicable to assignment.
District rules, policies, and procedures applicable to departmental and division operations.
Practices and techniques of sound business communication; correct English usage, including spelling, grammar, and punctuation.
Applicable sections of the California Education Code, Title V, and other applicable laws.
The Family Educational Rights and Privacy Act and other District, state, and federal laws, rules, regulations, and policies governing student records.

Skills and Abilities to:

Provide customer service in person and over the phone.
Oversee and participate in the daily administrative operations of a program or department front desk.
Review applications and forms for completeness and accuracy.
Type accurately at a speed necessary to meet the requirements of the position.
Track and report statistical and financial information utilizing complex spreadsheets and databases.
Perform mathematical calculations.
Exercise tact and diplomacy in dealing with sensitive, complex, and confidential student issues and situations.
Organize, set priorities, and exercise sound, independent judgment within areas of responsibility.
Maintain the confidentiality of District and student files and records.
Communicate effectively, both orally and in writing.
Understand and follow written and oral instructions.
Establish and maintain effective working relationships.
Uphold the District’s mission, values and objectives, including equity and Guided Pathways.
Support an inclusive work environment that fosters diversity, respect, and engagement.

Additional Information

Starting Salary Range: $4,226 to $5,664 per month, plus 5% annual increases up to step 7. Full-time, 100% assignment (40 hours per week), 12 months per year; Monday through Friday, 8:00 a.m. – 5:00 p.m. with evenings and weekends as required.

Application Process:

Complete the application with a minimum of three (3) professional references and answer all supplemental questions; provide detailed information to aid in determining that the minimum qualification requirements have been met
Attach resume
Attach all unofficial transcripts for college coursework completed, if applicable, displaying any degrees conferred (photocopies, scans, photos, and downloads are acceptable). Foreign transcripts must be evaluated for U.S. equivalency and are at the applicant's expense

Please note: All application materials must be received by 11:59 pm on the closing date indicated above.

Attention Applicants

Only completed applications with the above required documents will be reviewed by the committee. Application materials not required (including cover letters or letters of recommendation) for this position will not be reviewed. Remove personally identifiable information such as personal photos, social security number, birth date, age, and gender from your application materials.

Questions? Concerns? Please contact HR as Departments, Divisions, and Committee Members are unable to discuss active recruitments with potential candidates.

Selection Procedure

A search committee will review and invite applicants for an interview. Meeting the posted requirements does not guarantee an interview. Selected applicants will be required to pass a bilingual test prior to being hired. A written performance exercise and/or presentation may be a part of the interview, and finalists may be invited to return for a second interview. All notifications will be via email and by accessing your application profile.

EEO Statement

Cabrillo College is an equal opportunity employer and actively seeks a diverse pool of qualified applicants. The policy of the College is to encourage applications from all persons. No person shall be denied employment because of ethnicity or race, color, sex or gender, gender identity, gender expression, age, religion, marital status, disability, sexual orientation, national origin, medical conditions, status, or protected veteran status.

Accommodations

Persons with disabilities who require reasonable accommodation to complete the employment process must notify Human Resources at [email protected].

Employment Opportunity

Examples of Duties

Minimum Qualifications

Additional Information

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