Job Details

Office Assistant II

Under general supervision, the Office Assistant II performs detailed clerical and operational support for a department or office. The role initiates, implements, and coordinates office procedures and timelines to provide comprehensive support. Public contact is extensive, involving college and district staff, faculty, students, vendors, other educational institutions, business and community representatives, regulatory agencies, and governmental agencies.

Overview

The Office Assistant II provides essential office support, manages data and records, prepares correspondence and reports, schedules tests and proctors student placement, and collaborates with a customer service team. The position requires independent judgment, creativity, and the ability to resolve minor and occasional major problems.

Duties and Responsibilities

1. Exchanges information with college staff and others regarding department services and provides operating policies and procedures.
2. Screens calls, visitors and electronic inquiries to provide policy and procedural information, take messages, and make appropriate referrals.
3. Sets up and tracks budget expenditures and files.
4. Attends meetings and other events to obtain and provide current information.
5. Uses a database and a variety of computer software to set up, track and maintain a wide variety of data and electronic and manual files and to perform data entry and retrieval.
6. Composes and prepares correspondence, memoranda, report narratives, forms, publicity materials and other materials from copy or with general instruction.
7. Uses standard software applications to prepare correspondence and reports, agendas and meeting minutes, and spreadsheets.
8. Compiles items and materials for meeting agendas.
9. Schedules and proctors student placement and other tests and scores tests using well-prescribed methods and follow-up.
10. Takes and transcribes meeting notes as assigned.
11. Sorts and distributes department mail as needed and coordinates bulk mailings.
12. Performs other related duties as assigned.

Employment Standards (acquired through education, training, and/or experience)

• Office organizational procedures including workflow, current office equipment, supplies, file systems and computer applications.

• Multi-tasking and workload prioritizing under deadline pressure.
• Use of the Microsoft Office Suite and web-based content management systems.
• Respectful, tactful and sensitive interaction with people who are diverse in their academic, socioeconomic, ethnic, neurodivergent, and LGBTQIA+ backgrounds.
• Oral communication, including public speaking.
• Written communication.
• Organizing data, setting up, tracking and maintaining data in electronic and manual files.

• Work effectively as part of a customer service team.

Job Requirements

• Graduation from high school and college courses in business administration, office administration, or a closely related field OR an equivalent combination of education and experience.
• Successful general clerical experience of increasing responsibility.
• Demonstrated cultural competence, sensitivity to and understanding of the diverse academic, socioeconomic, ethnic, neurodivergent, and LGBTQIA+ backgrounds of community college students, faculty and staff.
• Experience with the organization and maintenance of electronic and manual files and records.
• Experience with the use of a variety of computer software to compose and prepare correspondence, forms, reports, presentations, and other written materials.
• Demonstrated skill in working as part of a customer service team.

Physical/Other Requirements

This classification requires data comparison and interpretation; contact in close proximity with individuals and groups; work under deadline pressure; multitasking; attention to detail; manual dexterity; pulling, pushing, reaching; moving items of light to moderate weight; listening/comprehension of a variety of directional formats; flexibility, and adaptability in order to perform the essential functions.

Benefits

Benefits include paid holidays, vacation and sick leave. The District pays all or a portion of monthly medical plan premiums (depending on the coverage) and pays all of the monthly dental and vision plan premiums for employees and eligible dependents. Additional paid benefits include life insurance, salary continuance insurance, and an Employee Assistance Program. Classified employees participate in the Public Employees' Retirement System, a defined-benefit retirement plan through the State of California. Optional tax-deferred 403(b) and 457 retirement plans are also available.

EEO Statement

San Mateo County Community College District is an Equal Opportunity, Title IX, and Section 504 employer. We prohibit discrimination and harassment based on race, color, ancestry, national origin, religion, age, sex, gender identity, sexual orientation, genetic information, marital status, veteran status, medical condition, physical or mental disability, or any other protected status under federal, state, or local law. We seek to employ individuals who reflect our community's diversity of cultures, languages, and abilities.

Application

To apply, visit