DEFINITION

Under direction of the Associate Dean, Career and Technical Education, perform complex technical clerical duties involved in compiling statistical research reports and preparing and maintaining control of budgets in the Office of Career and Technical Education, and do related work as required.

ESSENTIAL DUTIES AND RESPONSIBILITILES (Illustrative Only)

Duties may include but are not limited to the following:

Assists in the preparation of the District Vocational Education Plan and Applications for financial assistance for vocational programs, special programs and projects.
Collects and compiles information needed to develop departmental budgets.
Maintains and controls budget expenditures according to the funding source and College guidelines.
Collects data for the VEA and GAIN applications, contracts, annual reports, and District claim for funds.
Assists in the preparation of the VEA claim and writing of the year-end report reflecting the overall effort of the College in vocational education, including completing reports such as VEDS and IPEDS.
Provides and maintains budget documentation for audits.
Acts as a liaison with Fiscal Services officer and other departments on budgetary matters for vocational education.
Assists in the development and maintenance of a system of follow-up for program graduates, completers and leavers (SSFS).
Plans, organizes and supervises office operations for clerical staff, when needed.
At the request of a supervisor, performs a variety of unscheduled duties normally and traditionally performed by a Career and Technical Education Assistant.

MINIMUM QUALIFICATIONS

Education and Experience:

Associate Degree or equivalent, including a course in bookkeeping/accounting; four years of increasingly responsible clerical or secretarial experience; and budget preparation and monitoring experience, with strong accounting background and experience in working with spreadsheets and budget printouts.

KNOWLEDGE of:

Knowledge of federal and state vocational education funding and reporting procedures.

ABILITY to:

Ability to use a computer, operate an electronic calculator, meet fixed reporting deadlines, and work in a multiethnic environment.

Additional Requirements: Willingness to attend conferences, meetings, seminars, etc., related to VEA, GAIN, and special projects.

DESIREABLE QUALIFICAITONS

Two years of college-level business training is desirable, including one year of assisting in budget preparation which may be substituted for one year of experience.

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.

ENVIRONMENTAL ELEMENTS

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

PROBATIONARY PERIOD: One year.

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Pasadena City College
1570 East Colorado Boulevard, Pasadena, CA 91106
(626) 585-7361 direct ⋅ (626) 525-7924 fax