Undergeneral supervision,performs routine to difficult administrative support tothePersonnelCommissionorHuman Resourcesdepartmentsrequiring human resources-specific knowledge; provides information and assistance to District employees and the public regarding personnel matters/policies;and performsrelated duties as assigned.
Essential Duties & Responsibilities
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.
Performsprimary department receptionist duties for telephone and walk-up inquiries regarding employment opportunities, benefits and procedural information; receives, sorts and distributes office mail; preparesoffice correspondence;servesas the primary clerical support for the Human Resourcesand Personnel Commission offices; obtainsfrom applicantsproper documentation and clearance related to screening for employment such as fingerprintformreview and medical examination; verifieseducation.
Performs a wide variety of clerical work, including typing, proofreading, filing, checking and recording information on records from rough drafts,notesor general instructions; orders, issuesand maintainsdepartment suppliesand equipment; files materials, prepares mailingsand duplicates materials;retains and purges documents in accordance with record retention policies and regulations.
Assists department staff in the employee recruitmentand lateral transferprocesses; distributes and posts job announcements on multiple platforms; updates the employment examination plans in the District's applicant tracking system; generates, prints and assembles competency, performance and oral examination materials.
Assistsin soliciting subject-matter experts for examination panels and performance examinations used in the testing/selection process; contacts internal District employees and external community members to solicittheir service; maintains oral board andrater paneldatabase for ongoing use.
Assistswith the preparation for and reporting of monthly Personnel Commission meetings; compiles agenda items; utilizesBoardDocsprogram to support conduct of the meeting; takes, edits and posts meeting minutes and meeting audio for public access; updates the Personnel Commission Meetingpageon the District website; verifies Commissioner attendance at meetings and processes quarterly stipend payments.
Receives employment application materials; screens, verifies and follows up on documents, correspondence, transcripts and other information to ensure application files arecomplete.
Schedulesand cancelsappointments;sets up, maintains and posts department and staff calendars and room reservation calendars;schedulesmeetings and appointments following instructions and procedures;makes event arrangements including contacting vendors and participants; may attend and take notes at routine meetings and typesand distributesmeeting notes.
Compiles, maintains, processes and verifies travel and conference expense reimbursement fordepartmentstaff; completes transportation requestsfor travel; maintains monthly expense receipts and credit card statements;collects and maintains petty cash;assistsin monitoring budget expenditures and maintaining financial records.
Maintains a variety of standard office and specialized personnel records and recruitment files; creates and maintains spreadsheets and databases to track recruitments, projects and activities; extracts data and reports from multiple data sources and reconciles data entries and reports; compiles information/data from a variety of sources to assist staff in thepreparationof classifications, salary and benefits studies/surveys; prepares and processes a variety of forms; prepares andsubmits facility requeststoreservelocations for meetings, testing and special events.
Using standard office software, composes and/or types memoranda, correspondence, reports, agreements, materials, presentations, spreadsheets, forms and other documents; coordinates massmailings; prepares and sends email blasts.
Answers questions from District staff and the public regarding personnel policies, procedures, programs and services.
Demonstrates sensitivity to and understanding of historically minoritized groups and participates in professional development activities to increase cultural competency to enhance equity-minded practices within the District.
Proctors examinations by checking candidate identification, distributing exam material,instructingand monitoring job candidates to ensure testing security and instructions are being followed, collecting and accounting for test documents and materials used in the examination.
Updates/maintains thedepartmentwebsiteand Districtwide phone list directory; tracks the maintenance of office equipment and submits reports to appropriate vendors.
Performsrelated duties as assigned.
Employment Standards / Minimum Qualifications
KNOWLEDGE, SKILLS AND ABILITIES Knowledge of:
Modern office practices, procedures and equipment including computers, applicable software programsand online platforms,includingBoardDocs, HRIS, InDesign,SchoolDudeand NEOGOV.
Personnel Commission and Human Resources services,objectives, policies, procedures and practices.
Basic practicesof recruitment and selection.
Customer service practices and telephone and email etiquette.
Social media platforms and their use for District andPersonnel Commissionoutreach/communication.
Recordkeeping policies, practices and procedures involving human resources operations.
Practices and techniques of sound business communication; correct English usage, including spelling, grammar and punctuation.
College and District organization and locations.
District policies, procedures and rules regarding budgeting, purchasing and travel/training and expense reporting.
Relevant sections of the California Education Code, Personnel Commission rules, the Brown Act, collective bargaining agreements and other applicable laws.
Safety policies and safe work practices applicable to the assignment. Skills andAbilitiesto:
Understand and applytheCalifornia Education Code,merit system rules, Board policy, administrative regulations and collective bargaining agreements.
Provide support and service in a wide range of recruitment, testing and employment activities.
Support thePersonnel Commission in preparation for and conduct of monthly meetings.
Compose clear, concise and comprehensive correspondence, reports, studies, agreements, presentations and other written materials from brief instructions.
Track and report statistical information utilizing spreadsheets and databases.
Perform mathematical calculations.
Maintain confidentiality of District and personnel files and records.
Effectively engage and support historically minoritized groups by addressing issues of equity and improving culturally responsive service-oriented practices.
Communicate effectively, both orally and in writing.
Prepare and present periodic training sessions as directed.
Understand and follow written and oral instructions.
Operate a computer and use standard business software.
Type accurately at a speed necessary to meet the requirements of the position.
Represent the District, Human Resources and Personnel Commission effectively to District staff, faculty and the public.
Exercise tact and diplomacy in dealing with sensitive, complex and confidential issues and situations.
Establish and maintain effective working relationships with all those encountered in the course of work.
EDUCATION AND EXPERIENCE Graduation fromhigh school or GED equivalent and at least one year of responsible clerical support experience, preferably in a human resources office;or an equivalent combination of training and experience.
LICENSES, CERTIFICATESAND OTHER REQUIREMENTS A valid Californiadriver's license and the ability to maintain insurability under the District's vehicle insurance program.
PHYSICAL AND MENTAL DEMANDS The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands While performing the duties of this class, employees are regularly required to sit; talk or hear, in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; and reach with hands and arms. Employees are frequently required to walk and stand; and lift up to 25pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
Mental Demands While performing the duties of this class, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve problems; observe and interpret situations; learn and apply new information or skills; perform highly detailed work; work on multiple, concurrent tasks; work with frequent interruptions; work under intensive deadlines; accommodate stressful situationsand interact with District managers, staff, the public and others encountered in the course of work.
WORKINGENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Employeeswork under typical office conditions, and the noise level is usually quiet.
The employee may be required to travel to locations other than assigned work site and to adjust to work schedule changes and requirements to work overtime.
To move forward in the selection process, you must complete an online application through our web site at http://www.schooljobs.com/careers/scccd. Please attach to your application a copy of your degree or transcripts (including when degree was awarded) or your application may be considered incomplete. Resumes may also be uploaded but cannot be used in lieu of a completed application.
ONCE YOU HAVE SUBMITTED YOUR APPLICATION YOU WILL NOT BE ABLE TO MAKE REVISIONS TO YOUR APPLICATION MATERIALS.
When completing the application, please make sure you include ALL current and previous employment in the Work Experience section of the application and complete ALL fields, including the name and contact information for your supervisors. Experience that is included in the resume but not in the Work Experience section of the application may not be considered for the purpose of determining whether you meet the minimum qualifications.
All required documents must be submitted by the applicant. Personnel Commission staff will not upload your documents for you. The State Center Community College District does not accept letters of recommendation for classified positions. Please do not attempt to attach letters of recommendation to your application.
APPLICATION REVIEW AND ASSESSMENTS The application review process includes an evaluation of training and experience based on given application information and answers to supplemental questionnaire. Only the most qualified applicants, who pass the minimum qualifications review, will be invited to the assessment process.
The assessment process will include a competency assessment (40% weight) and an oral interview assessment 60% weight).Of those achieving a passing score on the competency assessment, only the 10 highest scoring candidates, plus ties, will be invited to the oral interview assessment. Passing score is 75% out of 100% on each assessment section.
INITIAL ASSESSMENT TENTATIVELY SCHEDULED FOR FEBRUARY 21, 2020
The assessment process / assessment date is subject to change as needs dictate. All communication regarding this process will be delivered via email to the address listed on your application. Please attach to your application a copy of your transcripts (including when degree was awarded) or your application may be considered incomplete.Resumes may also be uploaded but cannot be used in in place of a completed application.
ELIGIBILITYLIST Candidates who attain a passing score on each part of the assessment will be placed in rank order on district wide Open-Competitive List. Using the same process, a separate Promotional List will be established and both Lists will be used concurrently. Unless otherwise indicated, the eligibility list will be used to fill current vacancies in this classification districtwide for at least six months.
PASSING THE ASSESSMENTS AND BEING PLACED ON THE ELIGIBILITY LIST DO NOT GUARANTEE AN OFFER OF EMPLOYMENT
Individuals with disabilities requiring reasonable accommodation in the selection process must inform the State Center Community College District Personnel Commission Department in writing no later than the filing date stated on the announcement. Those applicants needing such accommodations should document this request including an explanation as to the type and extent of accommodation needed to participate in the selection process.
State Center Community College District is an Equal Opportunity Employer.It is the policy of State Center Community College District to provide all persons with equal employment and educational opportunities without regard to race, ethnicity, national origin, gender, age, disability, medical condition, marital status, religion or similar factors as defined by law. We are a Title V employer.
State Center Community College District is committed to lifelong learning and success for all students by providing accountable, accessible, innovative and quality educational programs and services that enable productive citizenship in a diverse, global society.