Site Office Coordinator

Basic Function

Under the direction of an assigned supervisor, plan, organize and direct the secretarial and clerical operations within an assigned off-campus instructional site or center; coordinate and oversee a variety of secretarial and clerical duties for the site.

Representative Duties

Recommend and assist in the implementation of goals and objectives; establish schedules and methods for secretarial and clerical support; implement policies and procedures.

Plan, prioritize, assign, supervise and review the work of secretarial and clerical staff.

Monitor work assignments of site staff; schedule coverage of activities; oversee office activities to assure proper service levels.

Evaluate operations and activities of the site office; recommend improvements and modifications; prepare various reports on operations and activities; recommend improvements in workflow, procedures and the use of office equipment.

Prepare and revise various operating procedures, rules, and regulations upon request; develop and revise forms and report formats, as well as report preparation procedures.

Participate in budget preparation and administration; prepare cost estimates for budget recommendations; submit justifications for budget items; monitor and control expenditures and budget accounts.

Participate in planning activities; assist in implementing new programs; research, compile, analyze and summarize data for special projects, programs and various comprehensive reports; prepare or direct the preparation of annual, quarterly or administrative reports; prepare minutes of meetings; supervise the ordering and storage of supplies.

Screen office and telephone callers; respond to complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities; receive and route mail.

Type and proofread a wide variety of reports, letters, memoranda and statistical charts; type from rough draft, verbal instructions or transcribing machine recordings; independently compose correspondence related to assigned responsibilities.

Coordinate activities among departments or offices; coordinate the flow of paperwork between departments and offices.

Process paperwork for personnel actions including new hires, terminations and promotions; coordinate the recruitment process with the personnel office; monitor performance evaluation dates and provide appropriate forms to staff.

Maintain calendars of department or office activities, meetings and various events; coordinate activities with other departments, offices, students, the public and outside agencies.

Oversee bookstore set up and daily bookstore activities.

Assist in the preparation of class schedules. Participate in the selection of staff; provide or coordinate staff training; work with employees to correct deficiencies.

Attend staff and campus committee meetings as necessary; take minutes of meetings attended and transcribe.

Perform related duties as assigned.

Qualifications

Minimum Qualifications:

• Any combination equivalent to: graduation from high school supplemented by specialized secretarial or office administration training and five years of increasingly responsible secretarial experience

Knowledge & Abilities:

• KNOWLEDGE OF Principles of providing work direction and guidance
• Basic principles and practices of fiscal, statistical and administrative research and report preparation
• Modern office procedures, methods and computer equipment
• Business letter writing and report preparation
• Department or office policies and procedures
• Principles and procedures of financial record keeping and reporting
• Basic budgeting procedures and techniques
• Correct English usage, spelling, grammar and punctuation
• Basic procedures covering student services functions
• ABILITY TO Organize and direct the work and staff of a site office covering a broad range of clerical support, student services and instructional support services
• Perform responsible secretarial work involving the use of independent judgment and personal initiative
• Understand the organization and operation of the district and of outside agencies as necessary to assume assigned responsibilities
• Provide work direction and guidance to assigned staff
• Interpret and apply administrative and departmental policies and procedures
• Independently prepare correspondence and memoranda
• Research, compile, analyze, interpret and prepare a variety of fiscal, statistical and administrative reports
• Compile data and maintain complex records and prepare reports
• Operate a computer and related peripheral equipment
• Communicate effectively both orally and in writing
• Establish and maintain cooperative and effective working relationships with others
• Assist in course scheduling

Work for Warriors is a no-cost employment program of the California Military Department for Service Members, Veterans, and military family members. The Veteran Staffing Consultant for Kern Community College District is Steven Rosales.