Allan Hancock College Classified-ClericalHuman Resources Range 17

ACADEMIC SUPPORT SPECIALIST - CHILDREN’S CENTER

DEFINITIONUnder supervision of the Dean Academic Affairs, the incumbent will perform a variety of responsible and comprehensive secretarial and clerical work to interpret and implement program policies, procedures, and regulations; and value and promote the mission and vision of the college.

CLASS CHARACTERISTICSThe incumbent, under minimal supervision, receives direction from the program director and will serve as secretary and receptionist for the Children’s Center; handling a variety of student, parent, staff, and public contacts. The incumbent will be responsible for explaining policies, procedures, and precedence to students, faculty, staff, and the public. The incumbent is required to make independent decisions concerning appropriate procedures of the office which may affect the work performance of other positions

ESSENTIAL FUNCTIONS1. Screen visitors and phone calls, take and refer messages, make appointments, open and

route mail and act as receptionist to the Children’s Center.2. Answer inquiries from teachers, parents, school administrators, or other authorities; and

provides appropriate information as required.3. Provide information and assistance on school and district policies and procedures.4. Keep attendance records on employees and substitutes; prepare payroll time sheets and

absence slips for submittal.5. Maintain attendance records for children and prepares attendance reports; contact parents

regarding absences.6. Type a variety of materials and prepare and publish reports, correspondence, lists,

announcements, and forms.7. Participate in registration and scheduling of children/staff; set up and maintain children /

staff permanent cumulative record files for licensing requirements.8. Process billing for Children’s Center; maintain financial records; balance fee reports;

deposit checks.9. Assist Children Center Program Director with preparation of budget information.10. Prepare requisitions for supplies and instructional materials; confirm accuracy of orders

received.11. Verify eligibility requirements for families based on funding source for the program.12. Prepare meal records and assist with preparation of weekly/monthly/annually reports for

each Federal, State and County agencies.13. Assist with emergency practice drills and follows written plan and procedures for medical

and disaster related emergencies. 14. May give guidance to other clerical staff including student workers.

15. Perform other related duties as assigned.

MINIMUM QUALIFICATIONSKnowledge of:

Office management techniques and organizational skills with emphasis on records management;

Written business communications; Word/Information processing, database and software applications and production; Correct English usage, spelling, grammar, and punctuation; Office methods, procedures, and computer/office equipment, including filing

systems, receptionist and telephone techniques.

Demonstrated ability to: Understand and carry out oral and written directions; Support the program philosophy and follow program policy and procedures; Work independently, organize workload and establish priorities; Learn and interpret specific rules, laws, and policies and apply them with good

judgement in a variety of procedural situations to include National Association for the Education of Young Children Code of Ethical Conduct; California Department of Education Child Development Division Title 5 Regulations; California Department of Education Child Nutrition Services Division Regulations (CACSP); Department of Social Services Community Care Licensing Division Title XXII Regulations;

Child abuse reporting requirements, and understands the responsibility for action as mandated by law;

Maintains confidentiality regarding all personal information about children, staff and families;

Operate a computer with accuracy and speed; Establish and maintain office records and files; Compose correspondence independently.

Education and Experience:An associate of science degree in secretarial science or word/information processing systems or related subject matter and one year of clerical and secretarial experience at or equivalent to completion of the 12th grade and two years of increasingly responsible clerical and secretarial experience OR an equivalent combination of training and experience.

Physical Demands: Typically sits for extended periods of time. Operates a computer. Communicates over the telephone, by email, and in person.

Ability to lift, carry, and/or moves objects weighing up to 50 pounds and be able to run across play area to meet children’s needs

Working Conditions:

Duties are primarily performed in an office environment, at a desk or at a computer. The incumbent will experience interruptions while performing normal duties during

the regular workday. The incumbent will have contact, in person, by email, or on the telephone with

students, staff, and the general public.

Special Qualification:A sensitivity to and understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of staff and students and to staff and students with disabilities.

R 05/1605/13