EOPS Assistant

DEFINITION:

Under the supervision of the Director, EOPS/CARE/NextUp & CalWORKs, the incumbent is to perform a wide variety of responsible and comprehensive secretarial and accounting assistance in support of the Extended Opportunity Programs and Services (EOPS); to interpret budgetary grant program policies, including Cooperative Agencies Resources for Education (CARE), Cooperative Agencies for Foster Youth Education Support (CAFYES/NextUp) and California Work Opportunity and Responsibility to Kids (CalWORKs) while valuing and promoting the mission of the college

CLASS CHARACTERISTICS:

The incumbent in this position, under minimal supervision, performs para-professional and technical duties required in support of the management of accounting functions and record keeping needs; database and spreadsheet design and support; English grammar, usage and style in a business/educational environment; Internet classroom systems administration. The incumbent assists with the budgetary functions of the EOPS, CARE, NextUp and CalWORKs programs. The incumbent must relate a broad knowledge of the functions of the organizational unit. The incumbent will have a substantial amount of administrative detail and non-routine work delegated to her/him and will explain policies, procedures, and precedence to other staff and to faculty and students. The incumbent must exercise considerable independence of action and is expected to make independent decisions concerning appropriate policies and procedures of the organizational unit. The incumbent will have responsible contact with students, staff and/or the public requiring tact and good communication skills. The incumbent requires excellent word processing, program data maintenance, accounting, Canvas, program design, and general knowledge of Microsoft Suite and Teams.

1. Maintain current knowledge of state, local and institutional guidelines and regulations related to the EOPS, CARE, NextUp and CalWORKs programs; interpret and apply the guidelines and regulations for all four programs.
2. Establish and maintain departmental electronic budget records and assist in preparing the annual departmental budget; maintain appropriate budget files; monitor expenditures against budget; verify available funds; reconcile discrepancies; and research budget allocations.
3. Prepare purchase requisitions/orders, contracts, and requests for payment.
4. Assist with direct student aid, including EOPS emergency loans.
5. Supply data for annual and end of year reports; compile and prepare budgetary and statistical reports; gather departmental data including attrition ratios and enrollment for all four programs; and assist with the preparation of grant proposals.
6. Compose and prepare correspondence, memorandums, reports, and other materials from rough draft or general instruction; and edits all written materials as required.
7. Oversight of all forms and departmental website to ensure ADA/508 Compliance. Proofread, verify, and review website and reports for accuracy, completeness, and conformance with established standards, regulations, policies, and procedures.
8. Assist with EOPS student registration and orientation.
9. Establish and maintain electronic department filing systems.
10. Orient and train support temporary staff with office procedures as needed. May provide instructions and/or guidance to other clerical support staff including student workers.
11. Coordinate and assist with the preparation for special events.
12. Collect leave requests for departmental personnel.
13. Prepare and process extra assignments for full-time faculty (non-instructional) and matrices/Notice of Assignments for part-time faculty (non-instructional).
14. Prepare and process personnel action requests, employment authorizations (PAR/NE) and assist with processing of department volunteers. Prepare and process new hire documentation for onboarding of new hires.
15. Assist with and process documentation for faculty evaluations including scheduling meetings and may process documentation for part-time faculty and classified evaluations.
16. Serve as liaison with internal and external agencies to assist with student services and coordinate office functions with other departments. Works with the other departments to assist with student needs.
17. Maintain inventory/equipment logs to track categorical funding guidelines.
18. Coordinate department calendars; attends a variety of meetings as assigned; prepares and sends out notices of meetings; compiles and prepares agenda items and other required information and materials for meetings and other events; take, transcribe, and distribute minutes as directed.
19. Coordinate travel arrangements; compile expense reports, and process conference reimbursement and other requests.
20. Serve as office manager for all EOPS programs, including guiding the public in difficult situations to resolve them in a timely and professional manner.
21. Coordination and communication of all events, work orders, and requests to maintenance, facilities, IT Services, Campus Graphics, and other campus departments

Knowledge of:

• Office management techniques and organizational skills;
• Budget management techniques, including tracking, reporting and purchasing systems;
• Principles, methods and practices of financial accounting and record keeping;
• Written business communications;
• Word/Information processing and spreadsheet applications production and design;
• Records management;
• Correct English usage, spelling, grammar, and punctuation;
• Formatting;
• Office methods, procedures, and equipment, including filing systems, receptionist, and telephone techniques.

Demonstrates Ability to:

• Perform financial and statistical clerical work;
• Prepare clear and accurate financial statements and reports and analyze accounting data;
• Demonstrate high level skills of Excel and Word/Information processing and production;
• Design and utilize Adobe Pro forms;
• Operate a computer with accuracy and speed;
• Establish and maintain office records and files
• Design and maintain Canvas account;
• Understand principles, methods and practices of financial accounting and record keeping;
• Understand and utilize computer and mainframe applications;
• Develop and maintain cooperative working relationships with those contacted during the course of work;
• Understand and carry out oral and written directions;
• Work independently, organize workload and establish priorities;
• Operate a word processor and computer terminal with accuracy and speed;
• Perform secretarial work of above average difficulty;
• Keyboard at a rate of 50 wpm with skill and accuracy;
• Establish and maintain office records and files;
• Compose correspondence independently.
• Handle difficult situations with tact and professionalism

Education and Experience:

An associate of science degree, or higher, in information processing systems and a certificate in accounting or related subject matter and two years of increasingly responsible related experience OR the equivalent to completion of the 12^th grade and three years of increasingly responsible related experience, one year of which must be with either EOPS or CARE or NextUp or CalWORKs OR any equivalent combination of training and experience.

Working Conditions:

• Duties are primarily performed in an office environment, at a desk or at a computer terminal.
• The incumbent will experience interruptions while performing normal duties during the regular workday.
• The incumbent will have contact, in person or on the telephone, with executive, management, supervisory, academic and classified staff and the general public.

Physical Demands:

• Typically, may sit for extended periods of time.
• Operates a computer
• Communicates over the telephone and in person.
• Regularly lifts, carries and/or moves objects weighing up to 10 pounds.

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.

The desired start date is March 2025. This a full-time, 37-hours-per-week, 12-month, classified position.

Work Schedule: Monday - Tuesday, 8:00 a.m. to 4:30 p.m. at the Lompoc Valley Center; Wednesday - Thursday, 8:00 a.m. - 4:30 a.m. and Friday, 8:00 a.m. to 4:00 p.m at the Santa Maria Campus,

To be considered for this position, the candidate must submit the following application materials by Sunday, February 9, 2025, by 11:59 PST:

• Cover letter;

• A current and complete resume/CV of education and professional experience.

Allan Hancock College provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.