Outreach Office Assistant, Categorical

Job Description

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION

Under direction from an appropriate level manager or administrator, performs a variety of office and clerical support duties for Outreach programs and activities; provides information and assistance to students, faculty, staff, and the general public; assists with campus tours, outreach events, presentations, and related activities; maintains files, records, databases, schedules, and other program materials; and may provide work direction to temporary or student employees.

DISTINGUISHING CHARACTERISTICS

This is the entry-level classification in the Outreach series. Positions at this level perform routine and general office and clerical support duties under direction and do not exercise the same level of independent judgment, program knowledge, or responsibility as positions allocated to the Outreach Assistant level. Work is performed in accordance with established policies, procedures, and guidelines, with more complex or unusual matters referred to higher-level staff. May provide work direction to temporary or student employees.

REPRESENTATIVE DUTIES

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

Assist with and participate in outreach programs and activities, including on-site and off-site events, high school outreach activities, and other public and community relations efforts, to attract, enroll, orient, assist, and retain community college students.

Deliver campus tours to prospective students and their parents in large and small groups.

Attend meetings, events, trainings, and conferences as required.

Communicate with prospective and current students, College departments, schools, community organizations, and other educational or community partners in support of outreach activities; provide information regarding College programs, services, and events and refer individuals to appropriate resources or staff as needed.

Provide general information regarding the location, dates, and times of events, College policies and procedures, and other general College information; provide materials, maps, class schedules, catalogs, and other information as requested.

Assist students with navigating through the District’s website; assist with online registration and related matters.

May serve as receptionist for the assigned area; receive office visitors and telephone calls; provide materials and information in response to requests related to the assigned area of responsibility; convey telephone messages; refer callers to appropriate staff for further assistance as needed; provide relief to the central switchboard operator as required to ensure coverage.

Review materials, applications, records, files, and reports for completeness and conformance with established policies, procedures, and requirements; apply established guidelines in determining completeness and process information accordingly.

Prepare, format, edit, and proofread a variety of documents, forms, correspondence, reports, agendas, and other materials using computers and applicable software applications; enter, retrieve, update, and generate information and reports from databases and other information systems; operate standard office equipment and learn and adapt to new technology and systems as required.

Maintain accurate and up-to-date files, records, logs, and other information for assigned areas; verify information, research discrepancies, and record updates.

Maintain a database of prospective students and community contacts; perform follow-up activities; assemble handbooks, public relations materials, and other program materials in support of Outreach activities.

Access student records through authorized information systems; enter routine updates and corrections, such as changes to status, address, and course information, in accordance with established procedures.

Perform routine clerical duties related to financial recordkeeping and reporting for the assigned area; maintain a variety of financial records, logs, and files; compile information and data for statistical and financial reports; and check and tabulate data.

Receive, sort, and distribute incoming and outgoing correspondence.

Provide routine program information to students and faculty; assist in preparing program materials; receive, sort, and deliver materials; assist higher-level staff and managers with classroom workshop presentations; assist in the distribution of promotional and marketing materials related to Outreach activities.

May prepare a variety of materials for publications and marketing pieces, including brochures, flyers, event programs, and related materials.

Maintain office supplies and inventory; order and receive supplies and equipment; prepare and process requisitions, purchase orders, and work order forms; maintain records related to Outreach equipment and inventory.

Maintain calendars of activities, meetings, and events; coordinate related activities with others.

Schedule and prepare for a variety of meetings; prepare and distribute agendas; make arrangements for facility usage; take notes and prepare minutes as assigned; disseminate information as appropriate.

Perform related duties as required.

QUALIFICATIONS

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of :

Basic principles and practices of student outreach, public information, public speaking, community relations, marketing, and customer service.

Basic principles and techniques used in conducting outreach activities, promotional and information sessions, campus tours, presentations, and events.

Basic principles and procedures used in community college outreach programs and services.

General organization, programs, services, and resources of a community college.

Basic principles and techniques of receptionist and telephone etiquette.

Basic operation of multi-line telephone and switchboard systems.

The diverse academic, socioeconomic, cultural, disability, gender, gender identity, sexual orientation, and ethnic backgrounds and experiences of community college students.

Basic office procedures, methods, and equipment, including computers and applicable software applications such as word processing, spreadsheets, databases, and electronic communication tools.

Basic principles and practices used to establish and maintain files, records, databases, and information retrieval systems.

Basic principles, practices, and procedures of recordkeeping.

Basic research methods and techniques.

Basic mathematical concepts and practices related to routine recordkeeping and financial transactions.

Principles, practices, and procedures of business correspondence and routine report preparation.

Work organization principles and practices.

English usage, grammar, spelling, punctuation, and vocabulary.

Basic principles of confidentiality and the appropriate handling of sensitive or protected student information.

Interpersonal skills using tact, patience, courtesy, and cultural awareness when working with individuals from diverse backgrounds and experiences.

Ability to :

Respond tactfully, clearly, concisely, and appropriately to inquiries and requests from students, faculty, staff, the general public, community members, and other individuals contacted in the course of work.

Provide accurate and courteous information and assistance regarding College programs, services, resources, events, locations, policies, and procedures.

Communicate effectively, both orally and in writing, using correct English usage, grammar, spelling, punctuation, and vocabulary.

Establish and maintain effective working relationships with students, faculty, staff, community members, and others contacted in the course of work.

Work effectively and respectfully with individuals from diverse academic, socioeconomic, cultural, disability, gender, gender identity, sexual orientation, and ethnic backgrounds and experiences.

Learn and understand the organization and operation of the assigned department and the College as necessary to assume assigned responsibilities.

Learn, understand, interpret, and apply College and District policies, procedures, programs, services, and resources relevant to assigned duties.

Maintain current knowledge of campus events, locations, programs, services, and resources.

Perform a variety of general administrative and clerical support functions in accordance with established policies, procedures, and guidelines.

Operate a multi-line telephone/switchboard system and provide telephone and reception coverage as assigned.

Use computers, office equipment, software applications, databases, and other technology to perform assigned duties; learn and adapt to new technologies, systems, and applications as required.

Collect, enter, verify, retrieve, update, and maintain information and data; identify discrepancies and make routine corrections in accordance with established procedures.

Compile and organize data and information to prepare routine reports, business correspondence, records, and other materials.

Establish and maintain filing systems and accurately organize, maintain, and retrieve electronic and physical records, files, logs, and databases.

Maintain the security and confidentiality of sensitive and protected information.

Collect and compile data related to assigned functions and perform basic research as required.

Plan and organize work, establish priorities, meet schedules and deadlines, and adapt to changing priorities and frequent interruptions.

Work effectively under steady pressure and with a high degree of public contact by telephone, electronically, and in person.

Exercise sound judgment within established policies, procedures, and scope of authority and refer unusual, sensitive, or complex matters to appropriate staff.

Work cooperatively with others to support department and College goals and objectives.

Perform routine mathematical calculations and accurately handle information related to assigned financial and recordkeeping functions.

Report to work on a regular and consistent basis, as scheduled, to assigned job.

EDUCATION AND EXPERIENCE GUIDELINES

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training :

Equivalent to the completion of the twelfth grade.

Experience :

One year of general clerical experience involving extensive public contact is preferred.

Licenses, Certificates, and/or Other Requirements :

A valid California driver’s license and proof of insurability may be required to drive a District or personal vehicle to attend meetings or pick up/deliver documents or other materials.

WORK ENVIRONMENT AND PHYSICAL DEMANDS

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment :

Work is performed primarily in a standard office setting with occasional travel to local high schools, meetings, and outreach events. Duties are typically performed at a desk or computer workstation; subject to noise from office equipment; frequent interruptions and contact in person and on the telephone with students, academic and classified staff, and others. At least minimal environmental controls are in place to ensure health and comfort.

Physical :

Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination, including the use of a computer keyboard; to verbally communicate to exchange information; and may occasionally travel to other offices or locations to attend meetings or to pick up or deliver materials. Vision: See in the normal visual range with or without correction. Hearing : Hear in the normal audio range with or without correction.

Range 113 of the CSEA Salary Schedule

Work schedule: Monday - Friday (8:00 AM - 1:00 PM) - Schedule and shift are subject to change in accordance with the department's needs.

Required Documents: Resume and Cover Letter

Applications missing the required documents will not be considered.

Hour per Week: 25 - (62.5% of Full-Time)

Months per Year: 12

Employment in this position is contingent upon funding by Student Equity and Achievement Program (SEAP)

Closing Date/Time: Mon, 28 Sep 2026