SFP-Program Office Assistant

This position is only used for the duration of a specially funded program and will be terminated when the program funding ends.  Funding source is part of the job title.

Performs a variety of general and/or specialized clerical duties related to the office operations of a specially funded program. Special Note: This position is only used for the duration of a specially funded program and will be terminated when the program funding ends.

Depending on the assigned program, an incumbent may perform a combination of the following duties: Explains and interprets basic procedures and eligibility requirements for services to students and the public.

Reviews and processes various forms, applications, and records for completeness, accuracy, and compliance with basic program requirements.

Prepares letters, memoranda, bulletins, tables, and other material using a variety of software applications.

Proofreads reports, letters, bulletins, and other material.

Responds to requests for information from students, faculty, and the public.

Refers individuals to various campus and community organizations for further information and assistance regarding specialized programs and services.

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

Assures that clerical processes of the office are running smoothly and efficiently on a day-to-day basis.

Effectively utilizes a variety of standard office software applications to compile information and data from various sources and prepare reports and data summaries.

Schedules appointments for students with counselors and/or other office staff.

Operates a computer terminal to input and retrieve information.

Maintains and is responsible for records, files, and other reference material of an office.

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

Maintains and reconciles office expenditure accounts..

Answers inquiries from administrators, staff, vendors, and students regarding encumbrances, expenditures, account balances, accounting office procedures and policies, and other procedures, rules, and requirements of assigned program.

Attends meetings and takes minutes of proceedings.

Prepares and maintains time-keeping records for an office.

Receives, sorts, and distributes office mail to appropriate staff.

Assembles printed or duplicated material for distribution.

Provide training and work direction to student employees.

Performs related duties as assigned.

An SFP- Program Office Assistant performs general and/or specialized clerical duties in support of the daily office operations of a specially funded program.

An SFP-Program Technician performs a variety of specialized technical duties related to the implementation and day-to-day administration of a specially funded program.

An SFP-Program Specialist develops, implements, promotes, and evaluates an assigned small program, a portion of a larger specially funded program, or performs a variety of technical computer support duties in support of the office operations of a specially funded program.

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

Knowledge of:

Clerical practices and procedures

Capabilities and operation of standard office equipment

Recordkeeping procedures

Basic practices and procedures used in processing and recording of accounting information and transactions

Letter, memorandum, and report formats

Proper business English, spelling, punctuation, and grammatical usage

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

Capabilities of computer systems, software, and hardware used in assigned program.

Skill in:

Use of computer and standard office equipment

Ability to:

Provide clerical support to an assigned area

Impart and secure information pertaining to assigned program

Understand, interpret, and apply basic rules, policies, and procedures

Assist students in filling out forms and applications

Prepare routine correspondence and reports

Effectively utilize computer software and hardware and office equipment used in assigned area

Spell, punctuate, use correct grammar, and proofread

Work effectively and tactfully with individuals from various educational, socioeconomic, and ethnic backgrounds

Work effectively and cooperatively with students, staff, faculty, and the public

Make arithmetical calculations involving fractions, decimals, and percentages

Input data neatly and accurately

Keep information confidential

Give clear and concise instructions

Critically review source data and detect and correct errors

Maintain accurate files and records

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

Learn specialized computer applications

Any combination of experience and education that would likely provide the required knowledge, skills, and abilities would be qualifying. A typical way to obtain the required knowledge, skills, and abilities would be:

Graduation from high school or its equivalent AND one year of full-time paid clerical experience. The required experience may be substituted by 24 semester units of related college-level coursework.

• Medical and dental insurance and vision care plans are provided for employees and their dependents.
• A $50,000 life insurance policy is provided free of charge for each employee.
• New employees receive 12 full-pay days and 88 half-pay days of illness leave.
• At least 15 paid holidays per year.
• Vacation days accrue annually beginning at 10 days and increasing incrementally to 24 days depending on years of service with the District. Vacation days for management and confidential positions begin at 15, 20, or 24 days.
• Other paid time off includes: bereavement leave, personal necessity leave, court subpoena, and jury duty.
• Employees become members of the Public Employees Retirement System. Employees are also covered by Social Security.
• Employee Assistance Program

The examination process may consist of one or more parts which may include a training and experience evaluation, written test, performance test and/or oral interview.

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.