Los Angeles Community College District

Performs a variety of complex clerical functions and applies the established processes and procedures of an assigned office or department.

Applies the rules and policies of a specialized program function or activity to specific cases.

Reviews existing clerical procedures to determine more efficient methods and implements revised procedures and forms.

Reviews and processes a variety of forms, applications, and records for completeness and accuracy and codes and verifies information.

Effectively utilizes computer equipment, specialized software applications, and a variety of standard office equipment used for processing the work of an office.

Answers inquiries and explains rules, requirements, and procedures related to assigned office or department to students, District employees, and the general public.

Prepares complex correspondence, memoranda, agendas, statistical tables, documents, reports, flyers, bulletins, brochures, and other material utilizing a variety of office software applications, corrects grammar, spelling, and punctuation, and may review and edit material prepared by others for accuracy and compliance with guidelines.

Maintains and is responsible for records, files, and other information of an office or unit.

Posts, enters, and reconciles documents related to fiscal accountability of the office operations.

Searches files for required information and compiles data as necessary.

Maintains an inventory of office supplies and orders, receives, stocks, and distributes supplies.

May provide work direction and training to clerical office staff.

May take and transcribe minutes.

May maintain the office activity calendar.

May post information updates to department website.

May prepare and maintain time-keeping records.

May dispatch police personnel to respond to and assess crime and non-crime related incidents on a campus.

May receive, sort, and distribute office mail to appropriate staff.

May conduct Live Scan fingerprinting for new hires.

Performs related duties as assigned.

A Senior Office Assistant performs complex clerical duties, applies a thorough knowledge of a highly specialized office function while assisting in the daily operation of an assigned office or department, and exercises initiative and judgment in applying established practices and procedures to specific cases. Use of computer equipment and software applications is an integral aspect of the duties.

An Office Assistant performs responsible general clerical duties and exercises initiative in applying established practices. Use of computer equipment and software applications is an integral aspect of the duties. Some employees may be assigned to a multi-line telephone set station or a communications systems console to route a college’s or the District Office’s incoming and outgoing calls to the appropriate persons or offices.

An Administrative Operations Technician applies a thorough knowledge of established procedures and policies in the areas of: budgeting, purchasing and contracts, asset management, personnel, payroll, the production of a college’s schedule of classes and catalog, and other centralized administrative activities for a major organizational unit. Proficiency in the methods, procedures, and policies utilized in the Los Angeles Community College District is of greater importance than a broad knowledge of the general principles and practices of office administration. May perform lead duties. Use of computers and advanced software applications is an integral aspect of the duties.  

Immediate supervision is received from a classified or academic supervisor. Work direction is provided to assigned clerical staff and student employees.

Knowledge of:

Clerical practices and procedures

Capabilities and operation of office equipment

Organization and use of records and files

Letter, memorandum, and report formats

Proper business English, spelling, punctuation, and grammatical usage

Capabilities of computer systems, software, and hardware common to assigned office or department

Customer service techniques for public contact in person, on the telephone, and in written communication

Skill in:

Operating computer and standard office equipment

Ability to:

Provide complex clerical support to an assigned office or department

Understand, interpret, and apply rules, policies, and procedures related to an assigned office or department

Effectively utilize computer software and hardware and other office equipment used in assigned office or department

Maintain accurate files and records

Make arithmetical calculations involving fractions, decimals, and percentages

Spell, punctuate, use correct grammar, and proofread

Work effectively and tactfully with employees, students, and the public

Give clear and concise instructions

Critically review source data and detect and correct errors

Provide guidance and technical assistance to others

Train others in the functions, rules, practices and procedures of the office

Learn District policies and procedures related to general administrative and business transactions of the District

Learn specialized computer applications

Education:

Graduation from high school or its equivalent.

Experience:

None is required. One year of full-time, paid, general clerical experience which included use of computer equipment and public contact is desirable.

Special:

Appointment to a position in a Sheriff’s Office is subject to fingerprinting, a review of conviction record, and a background investigation (California Penal Code, Section 13510; California Code of Regulations, Title XI, Division II, Article I; Commission on Peace Officers Standards and Training (POST), Section 1018, Subsection C.

Appointment to some positions require that a person is either a citizen or a lawful permanent resident of the United States (Code of Federal Regulations (214.3).

Our class specification generally describes the duties, responsibilities, and requirements characteristic of the position(s) within this job class. The duties, responsibilities, and requirements of a particular position within this class may vary from the duties of other positions within the class.

In accordance with the Americans with Disabilities Act (ADA), the Los Angeles Community College District provides reasonable accommodation to qualified individuals with covered disabilities on a case-by-case basis throughout the application, examination, and hiring processes and throughout employment. If an individual is in doubt about his or her ability to perform the duties and responsibilities of a position or possession of any other requirement noted in a class specification or job announcement, he or she should always apply for a position and request reasonable accommodation at the appropriate time.