Salary Grade III

General Description

Under close supervision acquires knowledge in and provides clerical support to the college department or work area to which assigned. Duties and responsibilities will be of a routine nature and include training and skill development. Employees in this title will be expected to acquire knowledge and skill in the specific area of assignment throughout their service in this level. (Minimum standard 30-35 wpm)

Essential Job Functions

Examples of typical tasks and responsibilities (this list is not meant to include all possible assignments in this title group):

• Communicates over the telephone, responding to inquiries, redirecting calls as necessary and taking accurate messages for others in a courteous, business like manner.
• Uses a personal computer in the performance of duties.
• Sorts and directs routine mail; refers non-routine or priority mail to appropriate persons.
• Prepares standardized documents, forms and memos usually on a personal computer using college provided word processing software. Proofreads documents for accuracy, spelling, grammar and content.
• Listens to and verifies supervisor’s instructions, asking questions to clarify understanding of an assignment; seeks additional clarification as needed.
• Acquires skill in formatting and preparing documents such as correspondence, charts, calendars, tables and lists; carefully follows directions and checks content for accuracy.
• Acquires knowledge of administrative information systems used by the department or work area. Performs data entry and retrieval as directed.
• Learns and keeps updated on departmental processes and procedures such as locating needed information and forms; learns to communicate and provide the information to others.
• Assists administrators by responding to calls regarding faculty or staff attendance and following instructions to inform or notify students and staff accordingly.
• Acquires knowledge and skills to handle requests for transcripts or applications and/or receive forms checking for completeness.
• Learns the process for, and accepts, checks or money orders, logging in all transactions, and placing in appropriate lock boxes.
• Assists with the coordination of meetings or events on behalf of the work area or supervisor. May participate in notifying attendees, following up for responses and gathering required materials and handouts.
• May be trained to receive and process subpoenas ensuring they are posted,
• logged and directed appropriately within strict time constraints.
• Processes work requests using established forms and guidelines; maintains logs.
• Maintains calendars for supervisor/manager scheduling meetings and appointments and making reservations.
• Assists with special projects as directed.

Qualifications

• A High school diploma or its equivalent (e.g., GED).
• Six (6) months of work experience in a related field for the specific work area or a closely related equivalent field.
• Demonstration of some of the core competencies indicated for this title along with demonstrated ability to learn and acquire new knowledge.
• Some technical skills as indicated for this title and a willingness and aptitude to learn new technical skills.

Core Competencies

Communication

• Communicates well, both verbally and in writing; uses technology effectively in communicating.
• Communicates in a style appropriate to the College and consistent with its mission.
• Listens effectively; gives and accepts feedback in a constructive manner.
• Responds appropriately.
• Demonstrates respect in all communications for the diversity of all internal and external customers.
• Politely answers telephone or responds to in-person requests and provides information to satisfy simple inquiries.
• Takes accurate and complete messages.
• Willing to learn to improve communication skills
• Actively listens and clarifies what is being said by asking questions.
• Responds promptly and keeps customer informed.
• Prepares routine forms for both internal and external constituents.

Interpersonal

• Willing to help and assist others.
• Respects others, especially those who are of different backgrounds, and self.
• Exhibits a positive, friendly and open attitude.
• Works as part of a team; seeks to include diverse opinions and views.
• Handles most conflict appropriately; able to disagree without hostility.
• Shares information and ideas; gives others credit when due.
• Willing to assist others and seek to understand peoples needs/wants.
• Follows directions.
• Willing to learn interpersonal skills.
• Is supportive of coworkers work efforts.

Institutional Know-How

• Committed to the mission and values of the college and the goals of the unit.
• Knows and follows policies and procedures.
• Knows where or how to find information.
• Respects others as resources and uses their time carefully.
• Develops a network of internal contacts.
• Seeks to understand goals of the department.
• Seeks to learn and understand work procedures and policies.
• Seeks advice of supervisor when questions arise. 

Customer Service

• Gives high priority to customer concerns.
• Engages customers and anticipates needs.
• Takes initiative on behalf of customer and provides customer options.
• Is flexible and service-oriented.
• Attends to details.
• Apologizes when appropriate and accepts responsibility on behalf of the College.
• Is approachable, respectful and courteous.
• Works cooperatively with others to achieve customer satisfaction.

Knowledge Base

• Stays current in knowledge of field.
• Maintains technical skills and know-how necessary to perform job duties.
• Applies knowledge and skills to tasks.
• Seeks to acquire mastery of new responsibilities; adapts to changes.
• Organizes and plans work methodically; can explain to others clearly.
• Pays attention to details; knows precedents and anticipates issues.
• Can handle multiple tasks with clarity about stages of completion for each.
• Values learning and seeks training.

Work Ethics/Professionalism

• Behaves in accordance with all College rules and regulations.
• Demonstrates pride in quality of work;
• Follows up on commitments; keeps agreements and promises.
• Notifies key people of important issues or changes in situations affecting work;
• Increasingly accountable; develops ownership of work.
• Trustworthy; exhibits both the skills and the sincerity to do the job.
• Comes to work on time and dresses appropriately.
• Seeks supervisor’s feedback on performance.
• Informs supervisor when work is completed or an assignment is needed.

Problem Solving/Reasoning

• Analyzes information and breaks it down to identify problems and determine solutions.
• Pays attention to details and thinks things through before acting.
• Recognizes errors and makes corrections or informs appropriate others.
• Is able to interpret routine information and simple instructions.
• Learns to identify important issues and requirements regarding access to student and employee information.

Technical Competencies

Basic knowledge of a personal computer:

• Starting, clearing and shutting down hard drive and monitor
• Using input/output devices such as a mouse, printer, etc.
• Signing in and use of passwords for security
• Uses shortcuts and toolbars
• Maintains data security, as instructed by supervisor
• Uses appropriate administrative information systems necessary to perform the job and can locate and/or enter data.
• Basic knowledge of Windows

Knowledge of College selected word processing software:

• Opens and formats documents and paragraphs
• Formats, tabs, indents, dates, etc.
• Inputs data and correspondence; edits same
• Inputs salutations and signatures
• Uses tools for spelling and grammar
• Centers, justifies left or right, bolds, underscores and italicizes
• Saves, prints preview, prints and files documents
• Creates folders and saves to folders
• Adapts to new software and uses manuals/on-line instruction appropriately

Understands how to use the Internet

• Can locate and navigate the College home page
• Knows what a search engine is and how to use it
• Knows what a hyper-link is
• Can access external websites
• Accesses and downloads data from the Internet