Program Assistant Career Technical (Fresno City College Only)

Salary: $54,699.00 - $67,272.00 Annually

Location: Fresno City College, CA

Job Type: Permanent

Division: FCC Allied Health and Physical Education

Job Number: 2024014

Closing: 2/29/2024 11:59 PM Pacific

General Purpose

Under general supervision, performs routine to complex administrative support in an assigned occu­pational, technical or career program or public safety academy; assists students and the public with admissions and specialized program information; performs complex scheduling; assists with processing reimbursements to the college for work performed; schedules appointments; oversees complex data entry, tracking and reporting processes; coordinates event logistics; and performs related duties as assigned.

Essential Duties & Responsibilities

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.

• Answers new and current student questions regarding program requirements including clarification of enrollment require­ments, course sequencing and department processes/procedures; responds to questions and complaints over the phone or at a public counter; resolves escalated questions and concerns from students, faculty, staff, vendors and the public regarding assigned programs and services.

• Assists students with understanding and completing matriculation requirements, applications and/or forms; assists students with program application and enrollment, attending orientation and work­shops, registration and researching and accessing course, transfer and career materials; screens student needs for counseling or refers to other campus or community resources.

• Answers student questions regarding program eligibility, policies, procedures, programs and services; verifies student eligibility and updates and maintains program eligibility lists and wait lists; tracks program participation for funding or reimbursement purposes; sends correspondence and reports to students; responds to questions and complaints over the phone or at a public counter.

• Maintains a variety of standard and complex office and specialized records and files; creates and maintains spreadsheets and databases to track student cohorts and rotations, activities and services; assembles and distributes course materials for participants.

• 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-required data and prepares for submission or reporting.

• Accepts and processes payments for services, applications or courses; creates, submits and tracks requisitions and payments; calculates budget usage and fund percent­ages; tracks multiple funding sources; may participate in grant administration functions including collecting basic program data and gener­ating performance reports.

• Assists with staff and faculty hiring processes including submitting requisitions and scheduling and preparing hiring paperwork; creates, processes and tracks Instructional Service Agreements; assists with full and part-time staff and faculty payroll including time logs, calculating sick leave and ensuring conformance to work hour restrictions; ensures accurate usage of funding codes and calculates departmental/program billing.

• 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 College and department requirements; prepares standardized contracts and rental agreements for signature and approval; routes documents for signature.

• Demonstrates sensitivity to and understanding of historically minoritized groups and participates in professional development activities to increase cultural competency to enhance equity-minded practices within the District.

When Assigned to the Police or Fire Academy

• Proctors POST Entry-level Law Enforcement Test Battery (PELLETB) and other exams; may assist investigators in coordinating paperwork and interviews for background checks and firearms clearance; tracks physical agility testing and results; registers eligible candidates for courses.

• Performs complex and confidential records management.

OTHER DUTIES

• Provides backup for other department or division office administrative support staff.

• May provide basic first aid and be required to call emergency responders.

• Interacts with other departments and with state and federal programs on behalf of the department/ program or a student.

• Maintains and purchases program and office inventory and orders program equipment and supplies.

• Performs related duties as assigned.

Employment Standards / Minimum Qualifications

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:

• Program/center services, goals, objectives, policies, procedures and practices.

• Principles, practices, concepts and techniques used in customer service.

• District student recordkeeping practices and procedures for processing student information and interpreting input and output data; records management processes and procedures.

• Policies and procedures of a cohort college admissions and registration process.

• District general accounting systems operations, practices and procedures.

• Practices and techniques of sound business communication; correct English usage, including spelling, grammar and punctuation.

• District policies, procedures and rules regarding cash management, budgeting, purchasing, travel/training and expense reporting and grant budget and expenditure procedures applicable to assigned responsibilities.

• The Family Educational Rights and Privacy Act and other District, state and federal laws, rules, regulations and policies governing student admissions and records.

• Applicable sections of the California Education Code and other applicable laws.

• HIPAA regulations as they pertain to client information and medical records (health programs only).

• Safety policies and safe work practices applicable to the assignment.

• Basic principles and practices of employee work guidance and direction.

• Uses and operations of scanners, phone systems, computers, standard business software and database and spreadsheet applications.

Skills and Abilities to:

• Oversee the daily administrative operations of a program.

• Communicate information accurately and effectively to students, the public and to external agencies; comprehend requests for information or assist­ance; maintain a courteous and tactful manner when under pressure or in an antagonistic situation.

• Administer application tests and requirements.

• Compose clear, concise and comprehensive correspondence, reports, studies, agreements, presen­tations and other written materials from brief instructions.

• Track and report statistical information utilizing complex spreadsheets and databases.

• Perform mathematical calculations; collect accurate payments; assist in monitoring a program or department budget.

• Understand, interpret, explain and apply applicable laws, codes and regulations.

• Maintain confidentiality of District and student files and records.

• Effectively engage and support historically minoritized groups by addressing issues of equity and improving culturally responsive service-oriented practices.

• Communicate effectively, both orally and in writing.

• Understand and follow written and oral instructions.

• Operate a computer and use standard business software.

• Type accurately at a speed necessary to meet the requirements of the position.

• Represent the District effectively to public safety agencies, hospitals, students, customers and the public.

• Exercise tact and diplomacy in dealing with sensitive, complex and confidential student issues and situations.

• Establish and maintain effective working relationships with all those encountered in the course of work.

EDUCATION AND EXPERIENCE

Graduation from high school or GED equivalent and at least three years of progressively responsible clerical support experience in a high-volume customer service or student interaction environment or experience in programs involving training delivery; or an equivalent combination of training and experience.

When assigned to Health Services programs, a valid CPR certification is required.

LICENSES, CERTIFICATES AND OTHER REQUIREMENTS:

A valid California driver's license and the ability to maintain insurability under the District's vehicle insurance program.

When Assigned to the Police Academy

• Successful completion of a comprehensive background investigation including a review of employment history, criminal conviction record, credit history, no use of intoxicants and/or other controlled substances is required.

• Must meet Peace Officer Standards and Training (POST) requirements for online test proctor within three months of appointment. Additional POST certification may be required as needed.

PHYSICAL AND MENTAL DEMANDS

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

While performing the duties of this class, employees are regularly required to sit; talk or hear, in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; and reach with hands and arms. Employees are frequently required to walk and stand; and lift up to 10 pounds and occasionally up to 25 pounds.

Specific vision abilities required by this job include close vision and the ability to adjust focus.

Mental Demands

While performing the duties of this class, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve problems; observe and interpret situations; learn and apply new information or skills; perform highly detailed work; work on multiple, concurrent tasks; work with frequent interruptions; work under intensive deadlines; and interact with District managers, staff, the public and others encountered in the course of work.

WORKING ENVIRONMENT

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

Employees work under typical office conditions subject to frequent public contact and interruption; and intermittent exposure to individuals acting in a disagreeable fashion.

The employee may be required to travel to locations other than assigned work site and to adjust to work schedule changes and requirements to work overtime. Occasional evening or weekend hours are required on an as needed basis.

Assessment Process

APPLICATION SUBMISSIONTo move forward in the selection process, you must complete an online application through our web site at http://www.schooljobs.com/careers/scccd. Please attach to your application a copy of your degree or transcripts (must include when degree was awarded) or your application may be considered incomplete. Resumes may also be uploaded but cannot be used in lieu of a completed application.

ONCE YOU HAVE SUBMITTED YOUR APPLICATION YOU WILL NOT BE ABLE TO MAKE REVISIONS TO YOUR APPLICATION MATERIALS.

When completing the application, please make sure you include ALL current and previous employment in the Work Experience section of the application and complete ALL fields, including the name and contact information for your supervisors. Experience that is included in the resume but not in the Work Experience section of the application may not be considered for the purpose of determining whether you meet the minimum qualifications.

All required documents must be submitted by the applicant. Personnel Commission staff will not upload your documents for you. The State Center Community College District does not accept letters of recommendation for classified positions. Please do not attempt to attach letters of recommendation to your application.

APPLICATION REVIEW AND ASSESSMENTS

The application review process includes an evaluation of training and experience based on given application information and answers to supplemental questionnaire. Only the most qualified applicants, who pass the minimum qualifications review, will be invited to the assessment process.

The assessment process will include a competency assessment (45% weight) and an oral board interview assessment (55% weight). Of those achieving a passing score on the competency assessment, only the most qualified candidates will be invited to the oral board interview assessment. Passing score is 75% out of 100% on each assessment section.

TESTING TENTATIVELY SCHEDULED AS FOLLOW:

COMPETENCY ASSESSMENT: MARCH 08, 2024

ORAL ASSESSMENT: MARCH 13 - 14, 2024

The assessment process / assessment date is subject to change as needs dictate. All communication regarding this process will be delivered via email to the address listed on your application.

ELIGIBILITY LIST

Candidates who attain a passing score on each part of the assessment will be placed in rank order on a Fresno City College Open-Competitive List. Using the same process, a separate Fresno City College Promotional List will be established and both Lists will be used concurrently. The eligibility list will be used to fill current vacancies at Fresno City College only for at least six (6) months.

PASSING THE ASSESSMENTS AND BEING PLACED ON THE ELIGIBILITY LIST DO NOT GUARANTEE AN OFFER OF EMPLOYMENT.

ACCOMMODATIONS

Individuals with disabilities requiring reasonable accommodation in the selection process must inform the State Center Community College District Personnel Commission Department in writing no later than the filing date stated on the announcement. Those applicants needing such accommodations should document this request including an explanation as to the type and extent of accommodation needed to participate in the selection process.

State Center Community College District is an Equal Employment Opportunity Employer. It is the policy of State Center Community College District to provide all persons with equal employment and educational opportunities without regard to race, ethnicity, national origin, gender, age, disability, medical condition, marital status, religion or similar factors as defined by law. We are a Title V employer.

To apply, visit https://apptrkr.com/4998913

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