Under the direction of an assigned supervisor, the Administrative Clerk assists in processing and tracking a variety of office operations in support of a supervisor, department faculty, students, and/or other staff. Ensures compliance with District policies and procedures and follows office transactions through to completion.
Tracks and maintains accuracy and compliance of data submissions, office-generated transactions, and general office operations in accordance with District policies and procedures. Ensures timely delivery, integrity of data, and departmental compliance within pre-established office protocols.
Prepares and generates a wide variety of office documents and electronic transactions for a department. Assembles and organizes data from different sources. Transcribes and/or uploads data into online systems, as needed. Ensures critical deadlines are met.
Reviews documents generated by others for accuracy. Edits content as appropriate. Proofs own work for completeness. Serves as a central hub for document workflows within an office. Follows-up with individuals to ensure errors are corrected and/or missing information is filled in. Quality checks documents on behalf of a supervisor before forwarding for approval signature.
Liaises with other District offices (e.g., Fiscal Services, Purchasing, Human Resources) to review data submissions and resolve problems and/or discrepancies. Researches transactions, follows-up with other District offices, and locates and provides support documentation as needed. Informs supervisor of document and/or data submission statuses.
Tracks payroll data, office budget lines, and other expense accounts. Reconciles office expenditures, inventory levels, invoices, reimbursements, service agreements, etc. Researches and resolves discrepancies, as needed. Prepares requisitions and related documents. Orders supplies as needed. Provides supervisor with input on ending balances and initiates budget transfers as approved by the supervisor.
Receives office visitors, ascertains pertinent information, and maintains confidentiality as appropriate. Answers phone calls and email messages. Provides information or refers inquiries to appropriate individuals. Takes and delivers messages. Schedules appointments, room reservations, meetings, and maintains calendar(s).
Uses a variety of office software programs to enter, store, process, and retrieve electronic data from department systems and District-wide systems (e.g., performance evaluations, payments for special assignments, etc.) Reviews submitted data and follows up on workflows to ensure completion of transactions. Maintains confidentiality of data.
Establishes, organizes, and maintains department filing systems, logs, statistical data, and other records. Enters data into electronic files, databases, and/or spreadsheets, as needed.
Compiles data and prepares reports on a regular and/or ad hoc basis. Calculates, verifies, and posts information upon request. Writes supporting correspondence and other documents.
Monitors the physical organization and upkeep of office facilities and equipment. Trains and assists others in the use of office equipment. Operates and maintains office machines and may troubleshoot minor problems. Reports malfunctions, arranges for maintenance and equipment repairs, and reports hazards, as appropriate.
The ability to pass a pass a Basic Word 2019 Computer Skills Test with at least 70% accuracy.
Applicants who meet the qualifications will be sent an email from [email protected] with a link to take the tests. The information will be sent to the email address provided on your application.
Salary increases are granted on the first day of the month following each year of service, until step F is reached.
Employees contribute 7% of their earnings toward the Public Employees Retirement System (PERS).
Offer and acceptance of employment is subject to verification of all information provided on the employment application, credential(s), and transcripts. Candidates selected for employment must agree to be fingerprinted, submit proof of COVID-19 Vaccination, submit Certificate of Completion of the Tuberculosis Risk Assessment and/or Examination, provide proof of eligibility for employment in the United States, and present a valid Social Security card upon hire.
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