Data Operations Assistant - Substitute

Description

Under direction, performs technical office and administrative support duties focused on collecting, inputting, and maintaining department data from multiple sources which may include financial, accounting and/or payroll information using the database management system; prepares and runs database system queries and reports; responds to and researches data inquiries and discrepancies with various departments as necessary to investigate, resolve and correct errors; and performs other related duties as assigned.

Supervision

Works under the direct supervision of the department manager.

Does not directly or indirectly supervise other employees but may provide work direction to temporary employees and/or student workers.

Work Schedule
This is a temporary substitute position on an as needed basis. Schedule will vary as needed for coverage.

Examples of Duties

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The following duties and responsibilities are typical of those performed in this classification.

• Performs technical office and administrative support duties focused on collecting, inputting, and maintaining department data from multiple sources which may include financial, accounting and/or payroll information using database management systems.
• Responds to and researches data inquiries, and discrepancies with various departments as necessary to investigate, resolve and correct errors.
• Verifies data accuracy and determines compliance with established rules, policies, and other requirements.
• Runs database system queries and reports; prepares and distributes summary reports to other departments for follow up action.
• Develops and maintains logs, records, and forms in support of office operations; sorts, codes, files, and retrieves information according to established procedures using various manual and electronic filing systems; maintains a variety of reports, files, and interrelated files and records of a sensitive nature; recommends office procedures and controls the release of information to authorized staff.

• May input, edit, and format instructional and administrative materials and compose correspondence from general instructions; may provide office reception.

• May assist in updating department websites, social media accounts, and/or other communication tools; may prepare flyers and informational materials regarding departmental events.
• May provide work direction to temporary employees and/or student workers.
• Performs other related duties as assigned.

Minimum Qualifications

MINIMUM QUALIFICATIONS

The education, training, and experience qualifications are considered likely to provide the required knowledge and abilities to perform the above essential duties.

Education and Experience

High school diploma or equivalent.

Four (4) years of clerical or office administrative experience, including one (1) year maintaining data in a database management system.

Licenses/Certifications/Other Requirements

None.

Knowledge of:

• Methods of gathering and maintaining data in data management systems.
• Standard database management systems and other business application software.
• Laws, regulations, standards, and/or requirements applicable to areas of assignment.

• Clerical methods of researching, gathering, organizing, and reporting data.
• Methods of prioritizing, planning, and organizing work.
• Standard office practices or procedures.
• Standard office software and modern office equipment.

• Standard formats for business correspondence and other communications.

• Methods of filing information using alpha, numeric, and alphanumeric systems.
• Correct use of the English language, including spelling, punctuation, and grammar.

• Principles and practices of customer service.

• Business arithmetic.

Ability to:

• Gather, organize, input, and maintain information, including financial or program-specific data.

• Utilize standard database management systems and other business applications software.

• Understand, and explain laws, regulations, policies, and/or procedures applicable to the areas of assignment.
• Operate a variety of office equipment including computers and printers/copiers.
• Utilize standard office software (e.g., email, word processing, and spreadsheet software).

• Maintain confidentiality of sensitive and/or protected information.
• Prepare reports, correspondence, and other documents using standard business formats.
• Maintain hard copy and electronic files and records.

• Perform business arithmetic.

• Prioritize work and complete assignments accurately and within established deadlines.
• Provide and obtain detailed information to/from others.
• Provide customer service with a high level of sensitivity, tact and patience.
• Exercise reasonable judgment in performing job duties.
• Perform and prioritize multiple tasks.
• Communicate effectively, both orally and in writing.
• Establish and maintain cooperative and effective working relationships with all employees and others encountered in the course of work.
• Demonstrate a sensitivity to, and understanding of, the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students.

PHYSICAL AND MENTAL STANDARDS

The following physical and mental standards are identified as necessary to perform the essential duties and responsibilities. However, reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the position.

• Mobility: frequent sitting for long periods; occasional kneeling, crouching, pushing, pulling, walking, and standing; occasional reaching above and below desk level.
• Dexterity: frequent fine manipulation sufficient to operate a computer keyboard; frequent grasping to handle individual papers, write and take notes; and feel individual objects.
• Lifting: frequent lifting of papers, files, equipment, and material weighing up to 10 pounds; occasional lifting up to 25 pounds.
• Visual Requirements: frequent use of vision sufficient to read files, documents, and computer screens and do close-up work.
• Hearing/Talking: frequent hearing and speaking in person and on the telephone.
• Emotional/Psychological Factors: frequent contact with others including extensive public contact; frequent deadlines and time-limited assignments.

ENVIRONMENTAL CONDITIONS

Work is primarily performed in a standard office environment.

Additional Information

Application Process
This position requires the following documents to be attached to your online application in order to be considered:

• Resume

Applications with incomplete information (i.e. statements such as "see resume") or missing documents will not be considered. Additional documents not requested in the announcement will not be reviewed.
Position Funding
This position is offered contingent upon funding. GCCD reserves the right to extend, withdraw, and/or reopen this position at any time. Additional openings, for the same position, which become available prior to the end of the hiring process may be filled by qualified applicants that applied to this job announcement.
Visas
GCCD does not sponsor visas.
Commitment to Diversity and Equal Employment Opportunity Employer
GCCD is committed to employing administrators, faculty, and staff members who are dedicated to student success. GCCD recognizes that diversity in the academic environment fosters cultural awareness, promotes mutual understanding and respect, and provides suitable role models for all students.
GCCD is committed to hiring processes that support equal opportunity, diversity, and provide equitable consideration for all candidates as required in federal and state law. To find out more about GCCD, please visit our website at glendale.edu
Accommodations
If accommodations are needed for the application process in compliance with the Americans with Disabilities Act, please inform Human Resources.
Thank you for your interest in employment opportunities with Glendale Community College District.