DEFINITION:

Under the direction of a Supervisor, the Senior Clerk acts as a liaison between the students, the campus, the public, the California Community College Chancellor’s Office, and the LA County Department of Social Services (DPSS) while performing a variety of clerical work of above average difficulty or of a highly specialized nature; maintains records and provides information where knowledge of a variety of County and College procedures and policies is required; may lead front office tasks; and do related work as required.

REPRESENTATIVE DUTIES (ILLUSTRATIVE ONLY):

Performs office clerical functions including planning work tasks, appointment scheduling, answering phones, regular faxing/emailing, data tracking, room scheduling and other appropriate administrative support.
Provides lead direction to others.
Oversees the intake process; determines, documents and monitors participant eligibility and services provided and provides appropriate referrals.
Reviews a variety of forms and documents for completeness, accuracy and conformance with established regulations and procedures.
Provides CalWORKs program information to potential and current students individually at the front desk or in a group format.
Maintains detailed student records and updates student and program information in hard copy files and in software such as Microsoft Excel and Banner.
Communicates regularly with County agencies, including LA County DPSS representatives, child care agencies and Great Avenues for Independence (GAIN) workers, including assisting students in addressing and resolving issues.
Maintains current knowledge of CalWORKs, DPSS, GAIN and college related policies and procedures; interprets and explains complex policies and information to students.
Assists in creating forms, student handbooks, manuals and other written or online materials.
Communicates with academic counselors, campus faculty/staff or programs, county and community agencies to coordinate activities, exchange information and assist students.
Prepares reports using CalWORKs student data, records, evaluations, and other information.
Works closely with other student affairs programs such as Extended Opportunity Programs and Services/Cooperative Agencies Resources for Education (EOPS/CARE), Counseling, Career Center, Financial Aid and Disabled Student Programs & Services (DSPS) to efficiently assist students

OTHER DUTIES:

Performs related duties as assigned.

KNOWLEDGE OF:

General experiences and challenges facing CalWORKs participants and similar populations, such as low-income individuals or families.
Correct English usage, grammar, spelling punctuation and vocabulary.
Report writing.
Research methodologies.
Interpersonal skills including tact, patience and courtesy.
Oral and written communication skills.
Modern office practices, procedures, equipment and software applications, including Word, Excel and PowerPoint.
Records keeping techniques.

ABILITY TO:

Revise or develop complex and involved clerical work with independent judgment, speed and accuracy.
Develop spreadsheets and organize data.
Provide lead direction to others.
Learn, interpret, apply and explain related rules, regulations, laws, policies and procedures.
Communicate effectively both orally and in writing.
Write thorough, comprehensive and factual reports.
Maintain confidentiality.
Work confidentially with discretion.
Ability to plan, organize and prioritize work.
Meet schedules and time lines.
Organize and maintain files.
Operate a computer and assigned office equipment.
Understand scope of authority in making independent decisions.
Review situations accurately and determine appropriate action according to established guidelines.
Establish and maintain effective working relationships with others.
Demonstrate clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of community college students, faculty, staff and community.

EDUCATION AND EXPERIENCE:

Any combination training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Graduation from high school AND
Three years of increasingly responsible general clerical work involving work with the public or students.

DESIREABLE QUALIFICATIONS:

Associate’s degree.
Experience working in a community college or other educational setting.
Knowledge of or experience working with LA County DPSS, CalWORKs, welfare recipients, or other low-income programs.

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. Will require occasional travel.

ENVIRONMENTAL ELEMENTS:

Employee works in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employee 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