Office Technician, Library Services

Description

Reporting directly to the assigned department manager or campus dean, this position will perform a variety of complex administrative support functions for the area assigned, work independently to resolve problems and take independent actions according to established policies and procedures. This position spends a greater percentage of time in management and administrative support tasks versus clerical tasks.

Individuals in this non-exempt/hourly position are expected to be available during the normal business hours of the college, and may occasionally be asked to work non-traditional hours, including holidays and weekends, as needed.

Typical Duties

• Perform a full range of advanced clerical duties in support of the campus dean, library or assigned department. Duties may include, but are not limited to, preparing correspondence, reports, project timelines, budget and accounting transaction logs and other documentation and processing a variety of documents. May perform other clerical duties such as answering phones, data entry and file and records maintenance.?

• Coordinate meetings, appointments and/or special conferences including agendas, preparing materials, scheduling and communicating with faculty or presenters, and arranging for equipment and facilities.?

• Assist in budget preparation, monitor current fiscal expenditures and billing data, post and/or record information and process invoices for payment. Facilitate purchases according to established procedures.?

• May oversee daily operations for the program assigned.?

• Ensure program- or department-related contracts, travel, certification, employment, or other documents are completed properly.?

• Work with the marketing and public information office to plan, coordinate, develop and distribute publications related to the department or area assigned.?

• As initial contact or representative of the college, provide information to students, faculty, staff and the public requiring considerable judgment and interpretation of policies and procedures of the area assigned. Use judgment and initiative in resolving problems and/or concerns.?

• Coordinate services to students, faculty, staff and the public in the area assigned, such as assessment testing, in compliance with state and federal regulations.?

• May educate students and/or monitor progress in area assigned or administer and proctor test related to admissions and instructional needs. May provide evaluations to faculty.?

• May direct or coordinate student workers, test proctors or other clerical positions. May assist with training of other faculty, students and staff regarding processes in the area assigned.?

• May serve as Web content administrator for the area assigned.?

• May record and/or transcribe meeting minutes for routine or special meetings.?

• If assigned to the manager of the online bookstore:

• Coordinate the adoption and ordering of textbooks and all required course materials.

• Stay up-to-date on current editions of texts; research copyright, publisher and book information, including availability.

• Communicate textbook information to faculty, students and administration.

• Assist in troubleshooting faculty and student textbook issues.

Adhere to college, federal and state administrative procedures, guidelines, initiatives and directives to ensure compliance with all relevant regulations affecting college operations.?Perform other tasks of a similar nature or level as assigned.NOTE: The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.

Qualifications

Minimum Qualification

• Associate's Degree from an accredited institution

• Two (2) years or more of experience in an office setting

Or

• Any combination of education and experience that results in possession of skills, knowledge and behaviors as outlined in the position's core competencies below.

Preferred Qualification

• Two (2) or more years of experience in a community college or higher education setting.

Core Competencies

Adaptability: (Beginner Level) Adapts effectively to change by accepting changes in work processes readily and with an optimistic perspective of the resulting benefits. Does not need too much time to adapt to a new task. Handles new standards and work environments will ease.

Effective Communications: (Beginner Level) Clearly and convincingly expresses thoughts, ideas or facts orally and in writing in an open, candid and consistent manner. Responds appropriately to both written and oral directives in a timely manner. Listens to others with the intent to understand and asks clarifying questions.

Customer Focus: (Intermediate Level) Skillfully serves diverse customer base. Maintains composure during stressful or difficult situations. Demonstrates to the customer that they are being heard and that their feelings about situation are understood. Looks at the organization through the eyes of the client and his needs; makes improvements accordingly.

Ethics & Integrity: (Beginner Level) Passes on information consistently and honestly. Treats everybody equally, respectfully and without discrimination. Guards sensitive information. Gains the confidence of employees and customer by respecting the confidentiality and privacy of their concerns and needs.

Initiative: (Beginner Level) Does more than is required or expected in the job. Anticipates what needs to be done. Achieves results without needing reminders from others. Takes responsibility for personal development and the realization of objectives. Successfully completes most tasks independently but asks for additional support, as appropriate, when faced with unfamiliar tasks or situations.

Perseverance: (Beginner Level) Does not give up when problems arise. Goes on until it becomes clear the goal cannot be achieved. Able to assess when to continue and when to give up on an unattainable goal.

Reliability & Commitment: (Intermediate Level) Shows commitment, dedication and accountability in one's work, and follows through on all projects, goals, aspects of one's work. Willingly assists team members when necessary. Willingly receives assistance from team members when the situation arises.

Teamwork: (Beginner Level) Participates in team activities. Works effectively and cooperatively with others. Provides team members with information when requested or as the need arises. Treats others with respect; encourages and appreciates individual contributions. Can be relied upon to make contributions of value to the team. Recognizes the contributions of others. Keeps team members abreast of individual progress.

Time Management: (Beginner Level) Effectively manages one's time and resources to ensure that work is completed efficiently.? Prioritizes and identifies more critical and less critical activities and tasks; adjusts priorities as appropriate.

Application Instructions

It is the responsibility of each applicant to have the necessary documents on file in order to continue in the application process for this position.

• A complete electronic employment application form. Please do not use 'see resume' in any application field. Statements such as this will disqualify your application.

• Cover letter addressing the criteria listed in the job announcement and your qualifications for this position.