Office Assistant, CalWORKS Program - Part Time - West Valley-Mission Community College District in Santa Clara California

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West Valley-Mission Community College District

Santa Clara, California

United States

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Detailed Job Description

The Department of CalWorks is seeking a talented individual to fill the position of Office Assistant.

Mission College is located in the heart of Silicon Valley. Our staff and faculty are among the most qualified in the state and our students appreciate the college for its friendly staff and supportive atmosphere.

Under direction of an assigned supervisor, perform a wide variety of data entry and specialized clerical duties independently; train and provide work direction to student or hourly clerical assistants as assigned.

Applicants who possess the knowledge, skills, and life experiences to address the cultural and educational needs of a culturally diverse student population are encouraged to apply.


72% of full time, 27 hours per week, 12 months per year, with anticipated start date of April 20, 2016. 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: Mission College, Santa Clara, CA.

We have begun a district-wide classification study of all regular, non-faculty staff positions. A classification study is a process of studying, analyzing, and describing the nature and level of work performed by employees. This classification study will ultimately produce uniform job descriptions for every employee.

The classification study will also include a compensation study that will provide information on what other employers pay employees who are performing similar duties. The District will use this information to ensure that our employees are adequately compensated.

The classification study started in November 2014 and is expected to take approximately 12-18 months to complete. As a result of this study, it is possible for the job description and/or compensation to change in this position opening.

Minimum Qualifications

Any combination equivalent to:
1. Education – Graduation from High School including or supplemented by clerical training, including office practices and procedures;


2. Experience – Two years of increasingly responsible clerical experience involving public contact and microcomputer operation;


3. Demonstrated ability to effectively work with persons of diverse socioeconomic, cultural, disability, and ethnic backgrounds.

Desired Qualifications

  • Strong communication skills
  • Experience working with under-represented populations
  • Experience working in an educational setting
  • Ability to work under pressure
  • Experience explaining detailed information to others
  • Experience entering detailed data onto computer spreadsheets

Examples of Duties and Responsibilities

Any one position may not include all of the duties listed nor do listed examples include all tasks which may be found in positions of this class. To perform this job successfully, an individual must be able to perform each essential duty of the position satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions required for the position.

  • Provide clerical support to assigned function; serve as receptionist and answer telephones, providing information and assistance to administrative, academic and support staff and the general public; respond to electronic mail as appropriate.
  • Receive, process, enter, check, compile, verify, track, retrieve, maintain, distribute and file data; process, prepare, issue and distribute information and other material as required.
  • Prepare, maintain and distribute a variety of financial, statistical or narrative documents, specifications, records or reports related to assignment; assure appropriate or requested action by monitoring and following up as necessary.
  • Review requests for information, appeal or action and determine appropriate course of action.
  • Operate a microcomputer, mainframe computer terminal, multi–line telephone console, facsimile machine, copier, calculator and other office equipment related to assignment.
  • Schedule facilities, meetings or travel arrangements and in maintain calendars; complete related reports as assigned.
  • Receive, open, sort, route and distribute mail and faxes; order, store and maintain office supplies; order forms and other items as required.
  • Type correspondence, requisitions, memos, forms, reports and related material independently or from rough draft, copy, notes or oral instructions; format, proofread, edit, print, duplicate and distribute as appropriate.
  • Train and provide work direction to student or hourly workers as assigned.
  • Perform related duties as assigned.

Knowledge and Abilities

Knowledge of:

  • Modern office practices, procedures and equipment.
  • Operation of microcomputer equipment and various software programs including word processing, database management and spreadsheet computer applications software.
  • Operation of office equipment, such as facsimile machine, copier and electronic telephone system.
  • Correct English usage, spelling, grammar and vocabulary.
  • Oral and written communication skills.
  • Interpersonal skills including tact, patience and diplomacy.
  • Telephone techniques and etiquette.
  • Data entry techniques.
  • Record keeping and filing methods.

Ability to:

  • Perform responsible and difficult clerical work with speed and accuracy.
  • Learn, interpret apply and explain rules, laws, policies and procedures and apply them with good judgment in a variety of procedural situations.
  • Receive, record, verify, process and document student applications and support documentation for assigned area of Student Services.
  • Process documents accurately and in a timely manner.
  • Maintain accurate records and databases using microcomputers and peripheral equipment.
  • Carry out verbal and written directions independently.
  • Establish and maintain effective and cooperative working relationships with others.
  • Communicate effectively both orally and in writing.
  • Analyze situations and adopt an effective course of action.
  • Work effectively with frequent interruptions and stringent timelines.
  • Apply and explain procedures and requirements for area of assignment.
  • Collect, compile and analyze data.
  • Make arithmetical calculations with speed and accuracy.
  • Operate office equipment such as microcomputer, computer terminal, printer, calculator, copier and facsimile machine.
  • Train and provide work direction to others.
  • Use word processing, spreadsheet and data base management computer software effectively.
  • Operate a keyboard at a speed of not less than 50 words per minute from clear copy.
  • Relate effectively to people of varied academic, cultural and socio–economic background using tact, diplomacy and courtesy.

Salary and Benefits

  • Anticipated Hiring Range: $2,513–$2,742 monthly (Prorated from the WVMCEA Salary Schedule, Range 50, Steps A-C).
  • 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.
  • Voluntary life insurance.
  • 13 paid holidays, plus 1 floating holiday annually; paid non-workdays between Christmas and New Year.
  • 10 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% of full-time).
  • 12 days sick leave accrued annually (prorated for employees working less than 100% of full-time).
  • Personal necessity leave and personal business leave.
  • Educational growth incentive program from $40 to $200 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 with required dues.
West Valley-Mission Community College District is an Equal Opportunity Employer

Keyword Phrases

  • Office Assistant, CalWORKS Program - Part Time
  • 2 Silicon Valley locations
  • student-centered learning environment
  • empowering diverse human capital
  • Academic Administration
Employment Type:Administrative Staff
Degree Required: See Job Description
Experience: See Job Description
Level of Job: See Job Description
Salary: See Job Description
Type of School:2 - Year Institution / Technical
Application Requirements: CV/Resume