Job Details

Job Title

Under direction of the assigned manager, the employee performs complex tasks related to the input and updating of faculty and class schedules, statistical reporting and faculty pay calculations. Ensures accuracy of schedule and employee load calculations in accordance with State and College/Collective bargaining requirements.

Responsibilities

Essential duties and responsibilities include the following:

Work collaboratively with the division offices to ensure schedule and faculty load is accurate and completed in accordance with the schedule development calendar.

Data entry of the college schedule of classes

Modify and maintain a variety of databases and files Prepare, calculate, and process faculty payroll forms including the creation and distribution of payroll memos. Prepare and distribute related error reports

Compile information for federal, state and district reports

Verify data and resolve discrepancies

Monitor faculty assignments for adherence to District policies and procedures and class assignment limitations

Update faculty reassigned time reports

Establish and maintain effective and cooperative working relationships with others.

Provide on-going training to staff in requirements/functions of schedule development

Maintain master classroom inventory in the software system

Communicate effectively with others to disseminate or explain information

Design, produce and distribute the instructional calendar

Assist in preparing and proofing material for published schedule of classes

Compile and check statistical data for enrollment and financial reporting.

Order office supplies and materials

Oversee work of temporary employees

Operate standard office equipment, mainframe computer terminals and microcomputers; utilize word processing, spreadsheet, data base management, graphics and desktop publishing software.

Perform job-related duties as assigned.

Minimum Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND EXPERIENCE:

Demonstrate a sensitivity to relate to persons with diverse socio-economic, cultural, and ethnic backgrounds, including the disabled.

AND

Graduation from high school

AND

Three years of experience related to the duties of the position

OR

Two years' experience as Administrative Assistant 4 at Solano Community College

Knowledge, Skills and Abilities

LANGUAGE SKILLS:

• Ability to proofread District publications
• Ability to read, analyze, and interpret general business periodicals, journals, technical procedures, or governmental regulations.
• Ability to read, interpret, apply and explain program policies and requirements.
• Ability to write routine reports and correspondence using correct English usage, grammar, spelling, punctuation and vocabulary.
• Ability to effectively present information in person or on the telephone to administrators, staff, students or the public.
• Ability to prepare clear, concise, accurate and complete statistical reports..
• Ability to effectively provide training to others.

MATHEMATICAL SKILLS:

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

REASONING ABILITY:

• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal effectively with problems involving variables in standardized situations.
• Ability to learn quickly and apply specific rules, policies and procedures of the program and function to which assigned.
• Ability to exercise good judgment and discretion in handling confidential and sensitive matters.
• Ability to analyze information, anticipate problems, and resolve them effectively.

CERTIFICATES, LICENSES, REGISTRATION:

None are required for this classification.

OTHER SKILLS AND ABILITIES:

• Demonstrate knowledge of modern office practices, procedures and equipment, including letter and report writing, financial and statistical record keeping, receptionist and telephone techniques.
• Operate mainframe computer terminals and microcomputers including word processing, data base management, spreadsheet, graphics and desktop publishing software.
• Operate office equipment including copier, calculator, facsimile machine and others.
• Operate an electronic keyboard at an appropriate rate of speed and accuracy.
• Format, type, proofread and distribute documents and other written materials.
• Learn laws, regulations and policies related to assigned areas of responsibility.
• Learn class schedule construction.
• Learn relevant sections of the California Education Code and other laws and regulations concerning California Community College curriculum and articulation.
• Learn publishing and printing procedures.
• Learn facilities utilization principles.
• Use word processing, spreadsheet, desktop publishing, and data base management computer software effectively.
• Perform assigned work with speed and accuracy.
• Establish and maintain effective and cooperative working relationships with others.
• Demonstrate a sensitivity to relate to persons with diverse socio-economic, cultural, and ethnic backgrounds, including the disabled.
• Maintain records and files.
• Meet schedules and timelines.
• Plan and organize time and work effectively.
• Work independently with minimum supervision.
• Type and format an accurate class schedule.
• Maintain and update extensive computer records and files.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties outlined in this classification, the employee in this classification is regularly required to sit for long periods of time, use hands and fingers to operate an electronic keyboard or other office machines, reach with hands and arms, stoop or kneel or crouch to file, speak clearly and distinctly to answer telephones and to provide information; and hear and understand voices over telephone and in person. The employee in this classification is frequently required to conduct work at other campus locations.

The employee assigned to this classification must regularly lift, carry and/or move objects weighing up to 10 pounds.

Specific vision abilities required for positions assigned to this classification include close vision (clear vision at 20 inches or less), color vision (ability to identify and distinguish colors), ability to adjust focus (ability to adjust the eye to bring an object into sharp focus).

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work assigned to this classification is typically performed in an administrative office environment. While performing the duties of this classification, the employee regularly works at a computer for long periods of time and is regularly exposed to interruptions and the hazards of working with video display terminals. The work environment is quiet.

Benefits

Summary of Benefits CSEA/Full-Time Classified

*New hires have 30 days from date of hire to enroll in benefit plans, benefits start the first of the month following date of hire.

Health/Medical:

• CalPERS is our health insurance (medical) provider.
• CSEA Classified Employees pay a tiered amount towards the premium based on the following. The District pays remaining premium.

$60 per month (12 months) Employee only, $65 per month (12 months) Employee + 1, $70 per month (12 months) family.

Dental:

• Delta Dental is our dental insurance provider.
• District covers 100%
• Employee only, employee + 1, or family
• PPO plan (to obtain a copy of the SCC policy, please contact HR)
• $2,700 annual maximum (in-network); $2,500 annual maximum (out-of-network)

Vision:

• VSP is our vision insurance provider.
• District covers 100%
• Employee only, employee + 1, or family

Life Insurance