Los Angeles Community College District

Performs a wide variety of responsible general clerical duties related to the operation of an office. May operate a multi-line telephone system or a communications system console to relay a college's or the District Office's incoming and outgoing calls to proper persons or offices.

Prepares letters, memoranda, statistical tables, documents, reports, and other material from notes, rough drafts, or verbal instructions using standard and specialized office software applications, as well as correct grammar, spelling, and punctuation.

Processes documents by recording data in appropriate records, checks forms, and edits documents prepared by others to assure completeness and accuracy.

Compiles, updates, and posts information and data from various sources and prepares reports and data/information summaries.

Maintains office files by sorting, coding, indexing, filing, cross referencing, locating, and extracting documents in accordance with established operating procedures.

Receives visitors, determines purpose of their visit, informs appropriate party of arrival, and directs visitors to appropriate office.

Receives and relays incoming calls, takes messages, and places calls.

Answers inquiries and gives out basic information concerning procedures, programs, and services of assigned work area to visitors, students, and the public.

Receives office mail and time-stamps and distributes mail to appropriate staff.

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

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

May maintain and update the office's activity calendar utilizing a specialized software application including the arranging and scheduling of appointments for staff.

May maintain time-keeping records for an office.

May maintain and reconcile office expenditure accounts.

May operate a multi-line telephone set or a communications console to relay a college's or the District Office's incoming and outgoing calls to proper persons or offices.

May use a test phone to determine if a reported telephone equipment malfunction is related to an instrument or a line malfunction, and show telephone company technician(s) the location of reported equipment/systems malfunctions and/or the planned location of new telephone equipment/systems.

Performs related duties as assigned.

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.

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

Immediate supervision is received from a classified or academic supervisor. May provide work direction to student employees.

Knowledge of:

Clerical practices and procedures

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

Capabilities and operation of standard office equipment

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

Skill in:

Operating a computer and standard office equipment

Ability to:

Understand, interpret, and apply basic rules, policies, and procedures pertinent to the assigned office

Give clear and concise instructions

Use tact in responding to inquiries from employees and the public

Operate common office machines

Maintain accurate files and records

Quickly locate information from reference materials available

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

Effectively utilize computer software and hardware and other office equipment in the performance of duties

Learn general and 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.

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.