Administrative Assistant for Campus Safety (Onsite)

Administrative Assistant for Campus Safety (Onsite)

The Claremont Colleges Services (TCCS) is the central coordinating and support organization for a highly regarded cluster of seven independent colleges known as The Claremont Colleges. TCCS with a staff of 300, provides exceptional shared services to 9,000 students, and almost 3,600 faculty and staff. TCCS staff work in both student-facing services as well as administrative and operational services. Our numerous departments are located throughout The Claremont Colleges campus in the beautiful city of Claremont, California.

ABOUT THE POSITION:

The Claremont Colleges Services seeks an experienced, customer-focused, highly-organized and detail-oriented support professional with a positive attitude for the position Administrative Assistant for Campus Safety. This position is targeted to start in early January 2024.

Essential Functions

• Provide administrative support to the AVP/Director of Campus Safety ("Director") and the services provided by the department.
  
• Exercise a high degree of independent judgment, tact, attention to detail, confidentiality, and discretion in the execution of all responsibilities and assignments.
  
• Develop and maintain thorough knowledge of Campus Safety department policies and procedures.
  
• Respond to inquiries and complaints as appropriate.
  
• Respond to phone calls and emails, answering general inquiries and ensuring proper routing of other communications for optimal outcome and compliance.
  
• Process financial transactions for the department and monitor the office budget.
  
  Prepare requests for checks (RFCs) and journals to pay invoices and other expenses.
  
  Initiate, prepare, follow through, and keep records on work order and revenue billings.
  
  Reconcile the Director's expenses.
  
• Generate billing information related to vehicle registration fees/charges and appeals/citation fines for the student account managers at each institution in the consortium. Respond to inquiries about vehicle registration and citation fees. Work with department supervisors in matters pertinent to vehicle registration, citations, and appeals.
  
• Order and maintain parking permits for the consortium and other related materials and supplies for vehicle registration and citations.
  
• Order supplies and maintain records related to all department vendors and purchases.
  
• Develop and maintain positive and effective working relationships with campus administrators across the consortium, outside agencies, and vendors.
  
• Prepare correspondence, reports, and other documents as requested by the Director. Conduct research and gather data and statistics as needed.
  
• Assist in the coordination of meetings and special events, including logistics, scheduling, preparing materials, and communications.
  
• Campus Security Authority : This position is designated as a Campus Security Authority under the Clery Act, whose primary responsibility is to "report allegations made in good faith to the reporting structure established by the institution." Within The Claremont Colleges Services (TCCS), the reporting structure is the TCCS Campus Safety Department.
  
• Perform other related duties as assigned.
  

Work Schedule : The regular hours for this full-time position are 40 hours scheduled from 8:00 a.m. to 5:00 p.m., Monday through Friday for 12 months annually. May be required to work holiday, weekend, and/or evening hours. Regular hours may vary due to the needs of the organization or business unit.

COMPENSATION

Pay : The range of pay for this position is between $28.85 to 31.25 per hour, depending on qualifications.

Benefits : This position is eligible for our employment benefits package including:

• medical, dental, vision,
  
• 10% retirement contributions after one year (no matching required),
  
• group life insurance,
  
• generous time off,
  
• professional development funds,
  
• discounts for mobile plans, software, and entertainment,
  
• access to fitness facilities,
  
• and more!
  

For more information about our full range of generous benefits please visit https://services.claremont.edu/benefits-administration/ . Benefits are subject to the terms and conditions in the plan or policy documents.

ABOUT YOU

Unless otherwise stated, the following qualifications are required to perform the essential functions of this position, or the individual must demonstrate how the essential functions will be performed (with or without reasonable accommodation) using other qualifications not listed below.

You have a positive "can do" attitude, a friendly personality, and excel at customer service. You know how to organize your work and prioritize your time to handle many projects and deadlines simultaneously. You think critically, are proactive, solution-oriented, and know how to position yourself as a resourceful, first-point-of-contact for a department. You know how to anticipate the needs of the manager you support and enjoy finding ways to make processes and tasks more effective and efficient.

Education/Training : You must have a high school diploma or the equivalent, plus some completed courses in bookkeeping or basic accounting.

Experience : You must have at least two (2) years of work experience in office support assignments of increasing responsibility. Preference for previous experience working in a law enforcement or campus safety department.

Competencies :

• Exceptional interpersonal and customer service skills are critical for this position, including strong ethics, maturity, tact, integrity, adaptability, and awareness of the audience.
  
• Switch quickly between tasks, prioritize, and manage time effectively in a fast-paced environment. Handle multiple assignments with varying deadlines at the same time.
  
• Proficient English language skills, including reading, writing, understanding, speaking, and following directions. Strong ability to write clearly and concisely in English, with proper spelling and grammar, to prepare incident and investigation reports and documents.
  
• Proficient in using Microsoft Word, Excel, PowerPoint, and Outlook, databases, and electronic timekeeping system. Able to learn other computer technologies and systems as needed.
  
• Establish, foster, and maintain positive and effective work relationships with staff, students, faculty, officials, and the public.
  
• Maintain administrative, fiscal, and general records electronically and in hard copy.
  
• Research records, policies, and other documents to provide accurate answers to inquiries.
  
• Compose correspondence and documents on routine matters. Prepare reports and executive summaries with tables, charts, and diagrams.
  
• Use common office equipment (e.g., multi-line telephone, facsimile machine, large-capacity printer/copier, etc.).
  
• Adapt to change, and remain composed in unexpected, high-pressure, and difficult situations.
  
• Be sensitive to and embrace cultural, religious, ethnic, and lifestyle diversity.
  
• Treat all people with fairness, equality, and respect. Create and maintain a positive and respectful work environment, free of fear and intimidation.
  

Physical Requirements:

• Sedentary work that primary involves sitting and standing:
  

☒ Constantly ☐ Frequently ☐ Occasionally ☐ Never

• Active work that primary involves standing and walking:
  

☐ Constantly ☐ Frequently ☒ Occasionally ☐ Never

• Light work that involves moving objects weighing up to 10 pounds:
  

☒ Constantly ☐ Frequently ☐ Occasionally ☐ Never

• Medium work that includes moving objects weighing up to 25 pounds:
  

☐ Constantly ☐ Frequently ☒ Occasionally ☐ Never

• Medium work that includes moving objects weighing up to 40 pounds:
  

☐ Constantly ☐ Frequently ☐ Occasionally ☒ Never

• Heavy work that includes moving objects weighing up to 50 pounds:
  

☐ Constantly ☐ Frequently ☐ Occasionally ☒ Never

• Operate a computer or other work requiring repetitive movement of wrists, hands, & fingers:
  

☒ Constantly ☐ Frequently ☐ Occasionally ☐ Never

• Operate a street legal golf cart, a company automobile, or other heavy machinery:
  

☐ Constantly ☐ Frequently ☐ Occasionally ☒ Never

• Read or write electronic or printed materials:
  

☒ Constantly ☐ Frequently ☐ Occasionally ☐ Never

• Communicate verbally in person, by phone or another device:
  

☒ Constantly ☐ Frequently ☐ Occasionally ☐ Never

• Moving body into different positions to work down low, overhead, or outward:
  

☐ Constantly ☐ Frequently ☒ Occasionally ☐ Never

• Work involving climbing ladders, stairs, scaffolding, or similar:
  

☐ Constantly ☐ Frequently ☐ Occasionally ☒ Never

• Work in various environments including low, high, tight, low-ventilation, or confined spaces:
  

☐ Constantly ☐ Frequently ☐ Occasionally ☒ Never

• Work indoors in climate-controlled spaces:
  

☒ Constantly ☐ Frequently ☐ Occasionally ☐ Never

• Work outdoors in various weather conditions:
  

☐ Constantly ☐ Frequently ☒ Occasionally ☐ Never

• Work in a noisy environment:
  

☐ Constantly ☐ Frequently ☐ Occasionally ☒ Never

TO APPLY

Priority Deadline : The deadline for first consideration is Monday, December 4, 2023 by 1:00 pm. This position is targeted to start in early January 2024.

Apply at https://theclaremontcolleges.wd1.myworkdayjobs.com/TCCS_Careers .

Additional Materials : Please have the following items as a Word or PDF file ready to upload to complete your application:

• Resume (required)
  
• Cover Letter (preferred): Briefly, explain why you are interested in this specific position and how it fits into your career plans.
  

ADA/OSHA:

This job description defines the essential job duties of this position. The Claremont Colleges Services expects that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA).

Disclaimer:

This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position. When duties and responsibilities change and develop, The Claremont Colleges Services will review this job description and make changes of business necessity.

Equal Opportunity Employer:

TCCS is an equal opportunity employer. TCCS managers make employment decisions on the basis of merit, with the aim to have the best available person in every job. TCCS prohibits discrimination based on race, color, religious creed (including religious dress and grooming practices), gender (including gender identity and gender expression), national origin or ancestry, genetic information, physical or mental disability, medical condition, marital status, registered domestic partner status, age, sexual orientation, sex (which includes pregnancy, childbirth, breastfeeding, and medical conditions related to pregnancy, childbirth, or breastfeeding), military or veteran status, and status with regard to public assistance, or any other basis protected by federal, state or local law or ordinance or regulation. TCCS also prohibits discrimination based on the perception that anyone has any of these characteristics, or is associated with a person who has or is perceived as having any of these characteristics. All such discrimination is unlawful.

To apply, visit https://theclaremontcolleges.wd1.myworkdayjobs.com/en-US/TCCS_Careers/job/Claremont/Administrative-Assistant-for-Campus-Safety--Onsite-_REQ-6164

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