Office Assistant

West Valley College - Saratoga, CA

Full-time | Part-time
The Department of Student Health Services is seeking a talented individual to fill the position of Office Assistant.

The purpose of this is to perform a wide variety of general clerical duties in support of specific functions and programs within the department assigned, and to train and provide assignments to student workers as assigned.


53.3% of full time, 20 hours per week, 11 months per year, with anticipated start date of January 2020. Schedule may change to include some evening or weekend hours, as needed. This position is a member of the West Valley-Mission Classified Employees Association (WVMCEA), [Office, Technical & Business Services Employee Unit].

Work Location: West Valley College, Saratoga, CA

Salary and Benefits

Anticipated Hiring Range:
$2,262–$2,467.39 monthly (salary shown is prorated for 53.3% of full-time, WVMCEA Salary Schedule, Range 50, Steps A-C).

Benefits include:
Employer-contributed medical, dental and vision for employee, spouse, and/or dependents (prorated for employees working less than 100% of full-time).
Employer-paid long term disability for employee.
  • Employer-provided life insurance.
13 paid holidays, plus 1 floating holiday annually; paid non-workdays between Christmas and New Year.
12 days vacation leave accrued annually; rate increases step-wise up to maximum 22 days vacation leave accrued annually. (prorated for employees working less than 100% and 12 months).
12 days sick leave accrued annually (prorated for employees working less than 100% and 12 months).
Personal necessity leave and personal business leave.
Educational growth incentive program from $45 to $225 monthly.
$500 longevity award annually after 10 years of service and $1,000 longevity award annually after 15 years of service.
CalPERS retirement.
Position is union affiliated.
Minimum Qualifications

Any combination of experience and education that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:
1. 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.
2. Two years of responsible clerical experience.
3. Equivalent to the completion of the twelfth grade.

Desired Qualifications Knowledge and Abilities

Knowledge of:
Modern office practices, procedures, and equipment.
English usage, spelling, grammar, and punctuation.
Computer equipment and software applications related to assignment.
Applicable federal, state and district laws, rules, and regulations.
Arithmetic calculations and research methods.
Database and software programs specific to area of assignment.

Ability to:
Perform responsible and difficult clerical work with speed and accuracy.
Evaluate and assess urgent or difficult situations; obtain assistance from other staff when needed.
Train and provide work direction to others.
Learn and perform clerical duties required by area of assignment.
Intermittently, review documents related to department operations; observe, identify, and problem solve office operations and procedures; understand, interpret, and explain program or department policies and procedures.
On a continuous basis, sit at desk and/or stand at counter for long periods of time; intermittently twist and reach office equipment; use telephone; write and use keyboard to communicate through written means; run errands; and lift or carry weight of 10 pounds or less.
Receive, record, verify, and process a variety of documents and data; maintain accurate databases and records.
Perform basic mathematical calculations.
Use sound judgment in recognizing scope of authority.
Operate and use modern office equipment including computers and applicable software.
Maintain regular attendance and adhere to prescribed work schedule to conduct job responsibilities.
Utilize appropriate safety procedures and practices for assigned duties.
Communicate effectively orally and in writing.
Relate effectively with people of varied academic, cultural, and socio-economic backgrounds using tact, diplomacy, and courtesy.
Establish and maintain effective, cooperative and collaborative working relationships with others.
Examples of Duties and Responsibilities

Duties may include, but are not limited to, the following:
Perform a wide variety of routine clerical work including filing, billing, checking, tracking, recording information, and processing data.
Sort, check, produce, upload and file documents and records, maintaining alphabetical index and cross-reference files; prepare notifications, agendas and other documents as needed.
Deposit fundraisers and process expenditures including stipends, record revenue and expenses for assigned groups,
Act as receptionist; answer telephone, screen calls and visitors, and refer inquiries, including students, as appropriate.
Schedule, coordinate, and/or participate in meetings and appointments as assigned.
Perform data entry; maintain a variety of databases and compile data for reports.
May collect and process payments; receive, sort and distribute mail; and order supplies as necessary.
May assist with graduation ceremony process.
Build and maintain positive working relationships with co-workers, other district employees, and the public using principles of good customer service.
Foster an environment that embraces diversity, integrity, trust, and respect.
Be an integral team player, which involves flexibility, cooperation, and communication.
Perform related duties as assigned.
Working Conditions Other Duties Physical Demands Applicant Information

Interested applicants must submit online all materials requested, including: (1) A completed online West Valley-Mission Community College District application; (2) Supplemental application questions; (3) Resume; (4) Unofficial copies of transcripts, if requested; (5) Cover letter and/or reference list, if requested; and (6) Any requested licenses or certificates, if applicable.
All sections of the online application, including Education and Educational Work History, must be completed thoroughly.
Supervisor(s) name(s) and telephone numbers must be included in the application.
Incomplete applications will not be considered.
Do NOT send unrequested materials. Unrequested materials will be removed from your application and will not be used for consideration of employment.
The employment application and supporting documents represent you; it is to your advantage to fill out the application form carefully and completely.

If a minimum requirement is possession of a degree, then a copy of transcripts is required to be included with your application to verify the degree being awarded. If no transcripts are included, the application may be screened as not meeting minimum requirements.
Should the minimum qualifications state “any combination equivalent to,” then additional relevant work experience may substitute for education. In this case, please upload a document stating such in the Required Transcripts document field.
Degrees must have been awarded by a college or university accredited by an accrediting body recognized by the U.S. Council on Post-Secondary Accreditation and/or the U.S. Department of Education.
Candidates with degrees earned outside of the United States must provide official certification of equivalency to U. S. degrees by a certified U. S. credential review service, must have a U.S. evaluation (course by course of the transcripts) and must be submitted with this online application.
If you do not have an electronic version of the transcript, you can get it scanned at an office supply or copy store; then attach the electronic version of your transcript to this online application.
Copies of diplomas, grade reports, graduation petitions, transcript evaluations requests, or similar documents WILL NOT be accepted in lieu of transcripts.

For assistance, contact:
Office of Human Resources, Attn: Recruitment
14000 Fruitvale Ave, Saratoga, CA 95070
Phone: (408) 741-2174 Fax: (408) 867-9059

Selection Process

After the deadline date, a committee will review and evaluate applications and supporting materials to select the applicants to be interviewed. Meeting the minimum qualifications does not assure the candidate an interview.
All candidates will receive an e-notification to acknowledge receipt of their application materials. If not contacted within 3-6 weeks following the close of the recruitment, no suitable match was determined at this time.
Travel expenses to attend first-level interview are the responsibility of the candidate.
Application materials become the property of the District and will not be returned or duplicated.
The District may choose to re-advertise or indefinitely delay filling a position. Some positions may include first and second level interviews.
The District reserves the right to contact former, current, the most recent employers, and others to investigate past employment records of applicants.
Any tentative verbal offer of employment is contingent upon formal approval of the college Governing Board.
Upon hire the successful candidate must provide the required documents of identity and authorization to work and attest he/she is authorized to work in the United States.

West Valley-Mission Community College District is an Equal Opportunity Employer that seeks to employ a diverse workforce who will contribute to an inclusive and welcoming educational and employment environment. The District is committed to nondiscrimination on the basis of ethnic group identification, race, color, national origin, religion, age, sex, physical disability, mental disability, genetic information, ancestry, gender identity, gender expression, sexual orientation, language, accent, citizenship status, transgender status, parental status, marital status, economic status, military or veteran status, and medical condition consistent with applicable federal and state laws.

Special Instructions to the Applicant