Office Specialist – Extended Opportunity Programs (EOPS) (LTO)

Please apply for this job directly on the Cabrillo College job opportunities page here.

Employment Opportunity

To qualify for this internal lateral transfer opportunity, you must be a current Classified or Confidential employee of Cabrillo College and meet all of the following eligibility requirements:

• Successful completion of your probationary period
• Placed at Range 32 or higher on the Classified salary schedule or Range I or higher on the Confidential salary schedule
• Meet the qualifications of the lateral transfer opportunity as noted in the “Minimum Qualification” section of this job announcement

• 
  This position is in-person, on-site at our Aptos and Watsonville campuses as needed, but may also have a flexible/hybrid online schedule along with on-site options as available

Examples of Duties

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

• Performs customer service and program/department operational duties; answers student or customer questions regarding policies, procedures, programs and services including clarification of program enrollment requirements and department processes and procedures; responds to questions and complaints at a public counter, over the phone or via email or text.
• Receives and inputs a variety of student or customer information into computer systems; researches information in computer systems; provides initial screening for program or service; assists with the preparation and submission of applications, forms and documentation; verifies accuracy of information with third parties; sends reports and correspondence to students or customers.
• Schedules and cancels appointments and testing; sets up, maintains and posts department and staff calendars and room reservation calendars for internal and external groups and events.
• Tracks and enters/scans complex student, departmental and financial data into appropriate systems; maintains a variety of standard office and specialized records and files; creates and maintains spreadsheets and databases to track students, files, projects, activities and services; extracts data and reports from multiple data sources and reconciles data entries and reports including those of other employees and departments; tracks and maintains federal, state and District data and prepares for submission or reporting.
• Drafts, formats, types, proofreads, edits and prints correspondence, forms, reports, schedules, rosters, statistical and technical documents including reports, manuals and other documents and materials ranging from routine to complex; creates forms, charts, tables and spreadsheets involving difficult coding, data extraction and manipulation; reviews documents for clerical accuracy, completeness and compliance with District and department requirements.
• Makes meeting and event arrangements including typing and distributing agendas, facility requests, setup and cleanup; contacts other departments or vendors for food orders, supplies and audio-visual equipment; coordinates other meeting logistics.

OTHER DUTIES

• Demonstrates sensitivity to and understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation and ethnic backgrounds of community college students, faculty and staff.
• Maintains and updates divisional web pages, social media and online calendar.
• Assists with the training and oversight of student, work release and volunteer workers; monitors work for completeness, accuracy and conformance with District, department and legal/regulatory requirements and standards.
• Provides backup for other departments or division office administrative support staff.
• Maintains office supply inventory.
• Performs related duties as assigned.

Minimum Qualifications

EDUCATION AND EXPERIENCE
Any combination of experience and training that is likely to provide the required knowledge and abilities qualifies. A typical way to obtain the knowledge and abilities would be:

• Understanding of, and sensitivity to, the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation, of community college students, faculty and staff AND
• Graduation from high school or GED equivalent AND two (2) years of clerical support experience, preferably involving frequent public or student contact
• Bilingual skills in English/Spanish OR
• An equivalent combination of training and experience.

PLEASE NOTE: Additional education may be substituted for experience on a year-for-year basis, up to two (2) years.

Desirable:

• Biliterate skills in English/Spanish

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:

• Modern office practices, procedures, and equipment, including knowledge of computers and applicable software programs.
• Department services, program goals, objectives, policies, procedures, and practices.
• Customer service practices and telephone etiquette.
• District student recordkeeping practices and procedures for processing student information and interpreting input and output data.
• District general accounting systems operations, practices, and procedures applicable to assignment.
• District rules, policies, and procedures applicable to departmental and division operations.
• Practices and techniques of sound business communication; correct English usage, including spelling, grammar, and punctuation.
• Applicable sections of the California Education Code, Title V, and other applicable laws.
• The Family Educational Rights and Privacy Act and other District, state, and federal laws, rules, regulations, and policies governing student records.

Skills and Abilities to:

• Provide customer service in person and over the phone.
• Oversee and participate in the daily administrative operations of a program or department front desk.
• Review applications and forms for completeness and accuracy.
• Type accurately at a speed necessary to meet the requirements of the position.
• Track and report statistical and financial information utilizing complex spreadsheets and databases.
• Perform mathematical calculations.
• Exercise tact and diplomacy in dealing with sensitive, complex, and confidential student issues and situations.
• Organize, set priorities, and exercise sound, independent judgment within areas of responsibility.
• Maintain the confidentiality of District and student files and records.
• Communicate effectively, both orally and in writing.
• Understand and follow written and oral instructions.
• Establish and maintain effective working relationships.
• Uphold the District’s mission, values and objectives, including equity and Guided Pathways.
• Support an inclusive work environment that fosters diversity, respect, and engagement.

Additional Information

• Complete the application with a minimum of three (3) professional references and answer all supplemental questions; provide detailed information to aid in determining that the minimum qualification requirements have been met
• Attach resume
• Attach all unofficial transcripts for college coursework completed, if applicable, displaying any degrees conferred (photocopies, scans, photos, and downloads are acceptable). Foreign transcripts must be evaluated for U.S. equivalency and are at the applicant’s expense

Only completed applications with the above required documents will be reviewed by the committee. Application materials not required (including cover letters or letters of recommendation) for this position will not be reviewed. Remove personally identifiable information such as personal photos, social security number, birth date, age, and gender from your application materials.

Questions? Concerns? Please contact HR as Departments, Divisions, and Committee Members are unable to discuss active recruitments with potential candidates.