Description

Example of Duties

Essential 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.

Communications

• Operates the college communications center, including a communications data computer and front-line reception area. Receives and routes incoming calls, operates the college’s two-way radio at the Communications Center, and makes proper telephone connections.
• As the very first point of contact for the public, provides a welcoming tone and a sense of “quality customer service” to all who call or visit the college. Acts as the information center for the campus and maintains a directory of information. Answers inquiries from campus staff, faculty, students, and the general public and assists by providing and/or routing information.
• Maintains positive physical presentation of public office space to include welcoming reception area, attractive and easily accessible signage and materials, and well-organized office functions.
• Provides college informational, marketing and other materials to visitors, including schedules, applications, and selected forms such as parking appeal forms. Handles front-line information services, providing telephone relief to administrative and student services offices.
• Foresees the need for changes in messages during holidays and emergencies and assists the Dean in development and maintenance of the college’s messages. Is responsible for contacting all district and college offices to gather information regarding hours of operation for each area and to disseminate this information throughout the college.
• Performs triage on incoming inquires and takes and routes messages. Trains and assists faculty and staff on the use and set-up of the voicemail system. Coordinates closely with Facilities and Computer Support for equipment installation, maintenance, and programming.
• Collates and distributes materials; develops files and maintains records. Maintains and arranges for supplies, repairs and maintenance of communications office equipment, including duplicating, mailing, telephone, scantron, and fax equipment. If required, assists in communications with the Post Office, electronic payment of postage and departmental accounting.
• Receives, sorts and processes incoming and outgoing mail, which may include weighing and metering outgoing mail using computerized mail-processing equipment. Inputs and maintains information in a PC computer database, creating and maintaining mailing lists and running reports. May provide backup in processing bulk and other large mailings using technical programs and equipment.
• Receives packages and textbooks, provides notification to faculty and staff and manages delivery. Maintains the mailroom as a professional and public area and assists with planning, re-ordering and labeling mail-slots each term, as directed.
• Receives, notifies departments, and distributes incoming faxes; assists in sending out faxes on an “as needed” basis. Assists in maintaining the college’s fax-on-demand messages and system, updating forms, calendars and other public information materials. Assists personnel in operation of the fax machine and maintains supplies for the fax machine.
• May assist with maintaining records pertaining to postal meter charges, handling postal accounts, and developing annual budgets for the communications center. Generates monthly accounting reports on departmental mailing expenses.
• Is responsible for securing administrative areas during periods when the offices are unsupervised. Contacts security, appropriate administrators and/or staff to see that doors, equipment and offices are secured and/or when unknown individuals enter the administrative areas. Uses approved security and safety procedures for recognizing and dealing with suspicious mail and packages, and potentially hazardous materials.
• Issues day parking permits for college guests at the request of security and administrators. May be responsible for issuing room keys to employees and managing the records related to this task.
• Performs a variety of clerical functions including typing, filing, assisting in supply inventory, maintenance, handling routine correspondence and requests.
• Receives requests for emergency assistance and contacts appropriate personnel and agencies for follow-up assistance. Acts as the main radio dispatcher for medical and other sorts of emergencies and crimes, working closely with facilities, security and health and safety services. Notifies appropriate staff during emergencies. Assists managers and the Public Information Office in keeping the campus community informed during emergencies. Handles all-campus and specific group telephone communications on an “as needed” basis.
• Assists in directing and training of hourly personnel.
• Performs other related duties as assigned.

• Receives or obtains master material from either hard copies or electronic images, prepares the master copy and the reprographic equipment for reproduction, and completes and proofs the print job. Jobs include requests for production of such materials as bulletins, charts, drawings, course syllabi, examinations, administrative materials and forms.
• Sets up and operates a computer to prepare copies for a variety of materials and for keeping statistical information related to center operations.
• Assists in establishing printing production schedules and in meeting the needs of campus staff for reprographic services.
• Assists in maintaining a variety of records and files pertaining to reprographic materials, supplies, inventories, production, and equipment.
• Performs a variety of reprographic functions including programming and operating copier equipment and correcting paper path problems; non-technical maintenance on reproduction equipment; collates, assembles, trims and staples reproduced materials. In performing these functions, adheres to safe printing and equipment practices and follows all precautions provided on machines and operating manuals.

• Effectively and efficiently operate a telephone switchboard, a computer, a range of modern office equipment, including voicemail systems, postal equipment, facsimile machines, and copier/duplicating machines. Have strong general computer skills with at least intermediate skill levels in Microsoft Office Suite, using Word, Outlook, Excel and Access, and the ability to learn a database program (i.e. – Datatel/Colleague).
• Speak in a pleasant voice and have a neat appearance, handle emergencies calmly, provide quality customer service. Conduct crisis communications in a cool and efficient manner.
• Maintain confidentiality of records, including student and employee information and ability to use good judgment in emergencies.
• Deal with the public and the general educational community in a tactful and courteous manner, resolving issues and presenting a positive public relations image. Ability to deal with angry, confrontational and potentially abusive public.
• Understand and carry out oral and written directions while working with a minimum of daily supervision.
• Perform a variety of general and specialized technical communications work, while continuously accommodating changes and upgrades in equipment, learning new technical and communications systems, and taking advantage of training opportunities.
• Operate a keyboard with speed and accuracy.
• Skillfully operate a two-way radio system, which includes responding to emergency situations.
• Operate digital print equipment, identify problems, and perform minor repairs and adjustments as needed.
• Organize, prioritize, schedule, and structure multiple work tasks in order to optimize efficient use of print capabilities.
• Identify minor problems with print jobs and make corrections.
• Take measurements using fractions and apply basic mathematical functions (addition, subtraction, multiplication, and division);
• Establish and maintain cooperative working relationships.
• Work day/evening shift, as needed.
• Demonstrate clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of community college students, staff and community.

Qualifications and Minimum Requirements

Minimum Requirements:

Experience:
Three (3) full-time equivalent years of customer service/relations and technical communications experience, including telephone switchboard, computerized mailing, reprographic and bindery equipment, and public contact duties.

Education:
High school diploma or equivalent GED.

Desirable Qualifications:

• Supplemental coursework or training in customer relations, telephone skills, keyboarding, computer skills (particularly MS Word, Excel, and Outlook programs), duplicating equipment and general office procedures and practices.
• Associate’s degree or higher.
• Previous experience working with an administrative computer information management system (i.e. Datatel/Colleague, Banner, or PeopleSoft).
• Bilingual (Spanish) language skills.

Further Details

District Classified Employee Benefits:
This is a part-time position working 29 hours per week. Part-time Classified employees working 20 to 29 hours per week are provided with a diversified program that includes medical, dental and vision insurance for employee only, disability and life insurance as well as Section 125 options. These benefits commence on the first of the month following date of hire. Professional development opportunities are provided to all employees. Educational incentive program is available to Classified Represented and Confidential employees.

RETIREMENT: Classified employees contribute to the Public Employees' Retirement System (PERS), a defined benefit retirement plan through the State of California.

Conditions of Employment:
Successful completion of background fingerprint clearance, pre-employment physical examination (disabilities not related to the physical job will not affect the application process) and TB screening.

Proof of eligibility to work in the United States and signing of loyalty oath per government codes 3100-3109.

Meeting applicable eligibility requirements under CalPERS or CalSTRS if you are a current or former member.

Board of Trustees approval.

Proof of your high school diploma or G.E.D.

Ability to work the stated shift.

Equal Employment Opportunity:
Santa Clarita Community College District is an Equal Opportunity Employer.

The Santa Clarita Community College District is committed to employing qualified employees who are dedicated to student learning and success. The Board recognizes that diversity in the academic environment fosters awareness, promotes mutual understanding and respect, and provides suitable role models for all students. The Board is committed to hiring and staff development processes that support the goals of equal opportunity and diversity, and provide consideration for all qualified candidates. The District does not unlawfully discriminate in providing educational or employment opportunities to any person on the basis of race, color, religion, religious creed (including religious dress and grooming practices), national origin, ancestry, citizenship, physical or mental disability, medical condition (including cancer and genetic characteristics), genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender, gender identity, gender expression, age (40 years and over), sexual orientation, veteran and/or military status, protected medical leaves (requesting or approved for leave under the Family and Medical Leave Act or the California Family Rights Act), domestic violence victim status, political affiliation, and any other status protected by state or federal law or on the basis of these perceived characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics.

Applicants who have disabilities may request that accommodations be made in order to complete the selection process by contacting the Human Resources office directly at (661) 362-3427.

About the District:
Why Work at College of the Canyons?

College of the Canyons (COC) is a nationally recognized Hispanic-Serving Institution located in Santa Clarita, California, and is dedicated to fostering student success in a dynamic and inclusive environment. Serving over 37,000 students across two campuses, COC offers more than 275 degree and certificate programs and is known for its strong transfer pathways, award-winning workforce programs, and innovative initiatives like Zero Textbook Costs (ZTC) and the Canyons Promise program, which provides two years of free education for new full-time students. As a regional leader in innovation, equity, and community engagement, the college partners with over 100 organizations, and has secured millions in grants and workforce development funding. Its students regularly transfer to top UC schools, win national scholarships, and contribute to projects reaching as far as NASA. With new facilities like the Takeda Science Center, an Intercultural Center, and robust University Center partnerships offering bachelor’s and graduate degrees, COC continues to grow its impact. Faculty and staff are driven by a shared commitment to teaching excellence, respect, creativity, and meaningful community connections, all in a vibrant Southern California setting.

APPLICATION AND SELECTION PROCESS:
Applicants are encouraged to complete their applications online. Please visit our website at http://www.canyons.edu/administration/humanresources. If you require assistance, please call the Human Resources office at (661)362-3427 or for the hearing-impaired TTY/TDD Line at (661)362-5178. Applicants may check the status of their application online and may expect to be notified within approximately 4 to 5 weeks following the Review Date as to the status of their application.

All application materials must be uploaded online or received in the Human Resources office by the end of the day on the Review Date in order to assure consideration for this position. Postmark is not acceptable for this purpose. Separate application materials must be submitted for each position applied for. Materials submitted become property of the District and will not be returned, copied, or considered for other openings. The Human Resources office is located in the University Center, Suite #360, 26455 Rockwell Canyon Road, Santa Clarita, CA 91355.

Your application is not complete until the following required materials have been uploaded online or received by the Human Resources office:

• Online District CLASSIFIED Application.
• Detailed resume, which includes month/year dates of employment and descriptions of responsibilities at each employer.
• Letter of interest (cover letter). In your letter, please address your qualifications and experience as they pertain to the job duties and the abilities section of this announcement.
• Confidential Recruitment Source Information (voluntary survey). This is voluntary and is a part of the online applicant profile, separate from the application.
• Supplemental Questionnaire. Please answer the following questions as part of your application packet.

• Do you possess education equivalent to a high school diploma or equivalent? (yes/no) Please note: If you do not possess this, you will not be considered for this position. If offered the position, you will be asked to provide proof of your high school diploma or G.E.D. to the Human Resources office.
• Please describe your customer relations and communications experience. Highlight your experience using a multiline telephone (how many lines, what kind of software, volume of incoming calls, etc.), and serving as a resource and main point of contact for information. Include employer name(s), your position title(s), dates of employment, full-time or part-time status (% of time or number of hours worked per week), and your roles and responsibilities. Please provide your total years of full-time equivalent experience that you have in these fields.
• Please describe any experience you have with managing and processing incoming and outgoing business mail and packages.
• Please describe any experience you have using reprographic equipment (such as copiers) and completing reprographics orders/requests.
• Please describe any experience you have had using a two-way radio.
• Please describe any experience and/or training you have had dealing with emergency situations (such as calling 911, working with first responders, any CERT or First Aid training, etc.).
• Please describe your experience developing files and maintaining records.
• Please describe any experience you may have working an evening shift.
• Please describe your ability to work successfully and thrive in a multicultural, diverse environment.
• Why do you want to work at College of the Canyons in this position?

• Skills evaluation of candidates for interview may be required.
• Travel and relocation expenses are the responsibility of the applicant.
• Hiring committees review all complete, qualified application packets. Possession of the minimum qualifications does not guarantee an interview.
• “Experience” generally refers to relevant paid experience. In some instances, unpaid experience may be counted as experience towards meeting the minimum qualifications or requirements for the position only if it entailed responsibilities substantially similar to those of relevant paid positions in the field. It is the applicant’s responsibility to provide sufficient information and details to the Human Resources office at the time of submission of their application packet. Details should include the organization, contact name, contact information, start and end dates, hours per week, and a list of relevant unpaid/volunteer duties or responsibilities performed. Not all unpaid experience may qualify. Upon offer of employment, an applicant will be required to obtain written verification(s) of any relevant unpaid/volunteer experience.
• Current COC employees who are applying for this position: Please be aware that materials from your personnel file are not included as part of the application file; therefore, please provide the same requested application materials as any other applicant.
• Please be aware that, should you be considered as a finalist for this position, reference checks will include current supervisor(s).
• Applicants are encouraged to apply online. If you need assistance with the application process, contact: