Office Assistant II

2 weeks ago

Plainfield, United States Joliet Junior College Full time

Position Title:

Office Assistant II

Job Description:

POSITION TITLE:Office Assistant II
STATUS:Part time
DEPARTMENT: Office of Student Rights & Responsibilities
DIVISION: Student Development
CLASSIFICATION: Non-exempt
UNION: TOSSC
REPORTS TO: Dean of Students
PLACEMENT: Clerical, Grade 6
MINIMUM PAY RATE:$16.47 per hour

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The student population at the college is diverse in ethnicity, gender, language, age and background. Joliet Junior College is an AA/EO employer and strongly encourages applications from candidates who would enhance the diversity of its staff.

POSITION SUMMARY
To provide a wide variety of responsible and complex clerical, training, and other duties requiring the exercise of a moderate level of discretion; to provide professional, effective, and efficient customer service assistance to students, faculty, college personnel, and vendors. Serves under the direction of Dean of Students. Initiative and independent action in establishing or adapting work procedures to new situations are required. Ability to quickly acquire knowledge of and interpret policies and procedures within the Department and College Systems, as well as the acquisition and maintenance of all technological system, hardware and software. Ability to travel to and work at other campuses. Adjustments to arrival and departure times such, evenings and Saturdays are expected. The position within Photo I.D. Services is responsible for the leading the Office of Student Rights & Responsibilities social media presence. This position will also provide clerical support when needed the Office of Student Rights and Responsibilities. 

ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES
1. Provide exceptional customer service and user support to all visitors including students, faculty, staff, and vendors. Educate students on support services offered by the Office of Student Rights and Responsibilities and providing general assistance as needed. Answer inquiries and provide information and referrals to other student development areas. Monitor and process budget expenditures, order supplies, and maintain supply inventory. 
2. Maintain tracking records for ID issuance on 3 campuses. 
3. Provide training to library staff at Romeoville campus on how to issue IDs. 
4. Assist in developing and implementing procedures for Photo I.D. carding process and incorporate into college procedures and publications.
5. Answer calls, make calls, or perform outreach via email, social media, or other systems. To coordinate with varying on-campus departments to maintain an effective carding system, such as campus police, financial aid, the bookstore, adult education and new student orientation. In addition, work with Human Resources to implement the employee I.D. cards processes, policies, and procedures.
6. Provide excellent student support by building rapport, listening attentively, defusing escalated concerns, confirming understanding, and connecting students with appropriate services.
7. Develop relationships with local businesses that offer JJC student discounts. 
8. Schedule the Photo I.D. mobile unit at campus-wide events and other locations, as well as develop and maintain Photo ID online carding system and maintain related records. Must be able to use photo editing software to correct online photo submissions as well as work with IT to maintain and troubleshoot all Photo I.D. equipment and software.
9. Research and collaborate with supervisor on the selection and purchase of new hardware and software, as well as research and advise on current and new ID practices across the industry.
10. Develop and maintain scheduling for office coverage.
11. Provide support for the Office of Student Rights & Responsibilities with projects and assignments pertinent to office.
12. Create marketing materials for departments under the O.S.R.R..
14. Work collaboratively with the Office Student Rights & Responsibilities staff to provide effective carding and coverage of the system at the main and satellite campuses. 
15. Ongoing collaboration with the Diversity and Inclusion team to support students according to their preferred Identity in name and image.
16. Perform related duties as assigned.

MINIMUM QUALIFICATIONS
1. Associates of Arts Degree.
2. Two (2) year of related and/or clerical experience.
3. Strong computer skills with knowledge of MS Office software. 
4. Working knowledge of photo editing software to promote the campus card, and edit images sent for online carding.
5. Attentiveness to detail, strong organizational skills, and budget experience. 
6. Excellent customer service skills.
7. Strong verbal and written communication skills, and ability and willingness to work cooperatively with a diverse population.
8. Ability to establish and maintain cooperative and effective working relationships with other members of the college and community, displaying cultural competence as well as emotional intelligence.
9. Demonstrated commitment to the college’s core values of respect and inclusion, sustainability, integrity, collaboration, humor and well-being, innovation and quality.

PREFERRED QUALIFICATIONS
1. Experience in the community college environment.
2. Familiarity with student data systems and carding systems.

3. English and Spanish verbal and written communication proficiency.
4. Demonstrated multicultural competence.

PHYSICAL DEMANDS
1. Normal office physical demands and the ability to lift and carry 50 lbs.
2. Ability to travel between campus locations and to and from community events.

WORKING CONDITIONS
• Duties are performed indoors in the usual office environment. 

WORK SCHEDULE
• Monday through Friday 2:00 p.m. – 6:00 p.m.
 

Full Time/Part Time:

Part time

Union (If Applicable):

TOSSC

Scheduled Hours:

20

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