22 days old

Senior Counseling Office Assistant

Irvine, California 92618
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  • Job Type
    Employee
  • Job Status
    Full Time

Irvine Valley College

 

Senior Counseling Office Assistant (one or more positions)

Job Close Date: 12/16/2019

 

Pay Range:  119-starting salary at $3,296 per month

 

Classification Benefits:

The District offers a comprehensive package of insurance benefits to eligible employees, which includes medical and dental insurance, a vision-care plan, life insurance and dependent life coverage, accidental death and dismemberment coverage, and a long-term disability income-protection plan. All premiums are

fully paid by the District. Mandatory retirement incentive is with California Public Employees Retirement System (CalPERS).

 

 

PLEASE NOTE: In order to be considered for this opening, you must apply through the District website at https://jobs.socccd.edu

 

Summary Description:

Under direction from assigned supervisory or management staff, organizes, coordinates, and participates in the front office functions of the assigned counseling office; trains and provides work direction to staff and students as assigned; performs the full range of specialized office support and clerical duties in support of the assigned counseling office activities; screens and assesses student counseling needs and schedules appointments with appropriate counselors; maintains a variety of records and files and generates a variety of statistics and reports; and serves as the primary contact person for problems and issues related to the automated counseling scheduling and reporting system.

 

This is the advanced journey level class in the Counseling Office Assistant series. Positions at this level are distinguished from other classes within the series by the level of responsibility assumed and the complexity of duties assigned. Employees perform the most difficult and responsible types of duties assigned to classes within this series including responsibility for coordinating front office activities, serving as the office supervisor during morning hours, managing the scheduling and reporting system, coordinating counselors’ schedules, and serving as the primary contact person for problems and issues related to the automated counseling scheduling and reporting system. Employees at this level are required to be fully trained in all procedures related to assigned area of responsibility.

 

 

Knowledge of:

• Operations, services, and activities of a college counseling center.

• Work organization and office management principles and practices specific to counseling office.

• Principles and practices of providing training, work direction, and guidance to lower-level office staff and student workers.

• Methods and techniques used to respond to students with a variety of counseling requests, both personal and academic.

• Operational characteristics and capabilities of the automated counseling scheduling and reporting system.

• Office assistance and support duties applicable to a counseling office.

• Student services available at a community college.

• Confidentiality requirements applicable to office reports and records.

• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.

• Principles, practices and procedures of fiscal, statistical, and administrative research and report preparation.

• Principles of business letter writing.

• Principles and practices used to establish and maintain files and information retrieval systems.

• Principles, practices, and procedures of record keeping.

• Principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.

• Basic mathematical concepts.

• Work organization principles and practices.

• English usage, grammar, spelling, punctuation, and vocabulary.

 

Ability to:

• Understand the organization and operation of the assigned program area as necessary to assume assigned responsibilities.

• Understand, interpret, and apply general administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances.

• Coordinate counseling front office activities and ensure adequate coverage to meet student needs.

• Organize, coordinate, perform, and oversee specialized office support and clerical duties and activities of a general and specialized nature involving the use of independent judgment and personal initiative in support of the assigned counseling office including screening callers and visitors, scheduling appointments, and maintaining records and information.

• Plan and organize work to meet schedules and changing deadlines.

• Establish, review, and revise office work priorities.

• Plan, schedule, direct, coordinate, and review the work and performance of assigned staff in a manner conducive to proficient performance and high morale.

• Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.

• Prepare and maintain procedure manuals.

• Use sound judgment in recognizing scope of authority.

• Participate in the preparation and administration of assigned budgets.

• Schedule appointments for a large number of individuals in a high-volume setting.

• Respond appropriately to the needs and requests and inquiries from students, staff, faculty, or the public; effectively present information in person or on the telephone.

• Exercise good judgment and maintain confidentiality regarding critical and sensitive information, records and reports.

• Independently compose and prepare correspondence and memoranda.

• Type or enter data at a speed necessary for successful job performance.

• Research, compile, analyze, and interpret data.

• Prepare a variety of clear and concise administrative and financial reports.

• Implement and maintain filing systems.

• Exercise good judgment in maintaining information, records, and reports.

• Plan and organize work to meet schedules and changing deadlines.

• Operate and ensure proper functioning of counseling office scheduling and reporting system.

• Serve as primary liaison with systems representatives for the automated counseling scheduling and reporting system.

• Troubleshoot system malfunctions and irregularities and perform user functions within established authority.

• Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.

• Adapt to changing technologies and learn functionality of new equipment and systems.

• Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.

• Work with and exhibit sensitivity to and understanding of the varied racial, ethnic, cultural, sexual orientation, academic, socio-economic, and disabled populations of community college students.

• Communicate clearly and concisely, both orally and in writing.

• Establish and maintain effective working relationships with those contacted in the course of work.

Requirements

Education and Experience Guidelines:

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying.

 

Education

Equivalent to the completion of the twelfth grade supplemented by coursework or on-the-job training in clerical and administrative support practices and procedures.

 

Experience

Three years of responsible clerical experience including two years of counseling or other related office experience that included responsibility for scheduling appointments for a large staff.

 

License or Certificate:

A valid California driver’s license and proof of insurability may be required for some positions to drive a District or personal vehicle to attend meetings or pick up/deliver documents or other materials.

 

To Apply:

Please visit the District’s Employment Opportunities website at https://jobs.socccd.edu for a detailed job description, to learn more about the District and to complete an on-line application.  

 

NOTICE TO ALL CANDIDATES FOR EMPLOYMENT: The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country.  

 

EQUAL OPPORTUNITY EMPLOYER

Posted: 2019-11-21 Expires: 2019-12-22

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Senior Counseling Office Assistant

Irvine Valley College
Irvine, California 92618

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