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Operations Planning Specialist, Categorical, Part-time, EXTENDED (One or more positions) Adult Education, Saddleback College

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Please see Special Instructions for more details.

This is a categorical, grant-funded position with employment contingent upon State of California funding from the “Adult Education Block Grant.

METHOD OF APPLICATION: Complete and submit an application online at http://jobs.socccd.edu login page. INCOMPLETE applications will not be considered.

ALL SECTIONS of the application must be completed do not state “see resume” and do not leave any blanks.

1. List relevant experience in order beginning with the most recent. 2. Specify assignment details for each job listed. 3. Provide a minimum of three (3) professional references from either your current supervisor, previous supervisors, or colleagues and coworkers who can address your professional competency and practical skills. 4. Please complete all required supplemental questions. 5. Submission of a resume and cover letter is required.

All submitted materials become the property of the South Orange County Community College District and will not be returned, will not be copied, and will be considered for this position only. Applicant bears the sole responsibility for ensuring the application is complete when submitted. Any supporting application materials must reference the job opening ID number. “Please do not add photographs or confidential data (e.g. social security number, birth date, etc.) to your application package

DEADLINE FOR APPLICATION: Application must be posted to the position and materials must be received by the specified closing date. Applications and supporting documents received after the closing deadline will not be accepted. Applications submitted via fax or email will not be accepted.

NOTICE TO ALL CANDIDATES FOR EMPLOYMENT: The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country

PLEASE NOTE: This position is under the California Public Employees Retirement System (CalPERS). Anyone retired from CalPERS accepting employment with this District will be required to reinstate as an active member of CalPERS. Please contact CalPERS for additional information on reinstatement to an active member. Additionally, any active member of California State Teachers Retirement System (CalSTRS), who accepts employment with this District to perform service that requires membership in the CalPERS, is eligible to elect to continue retirement system coverage under CalSTRS.

Posting Details

Position Information

Link to job brochure:
Classification Title Operations Planning Specialist
Job Category: Classified Staff
Job Open Date: 04/02/2018
Job Close Date: 04/27/2018
Initial Screening Date
Position ID: P0011638
Job Open ID: REQ6342
Position Title: Operations Planning Specialist, Categorical, Part-time, EXTENDED (One or more positions) Adult Education, Saddleback College
Location 20-Saddleback College
Department Community Education (SC-060-106)
Term: 12 Months/Year
Salary Schedule Link: Click here for current Salary Schedules
Pay Basis: Monthly
Pay Range: 126; Starting salary at $2,789.00 for this position
% of Range: 62.5%
Hours per week: 25
Work Schedule Please refer to the supplemental questions section of the application for the detailed description of work schedule days and hours. Positions will work off campus in San Juan Capistrano and Mission Viejo Adult Education facilities.
Receives Benefits: No
Classification Benefits:
Position-Specific Benefits:
Additional Position Information:

Additional Information

Summary Description:

This is a categorical, grant-funded position with employment contingent upon State of California funding from the “Adult Education Block Grant.

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.

Under general supervision from the Associate Director of Adult Education, support faculty with classroom setup, general maintenance, and day-to-day operational activities to ensure an optimal learning environment. In addition the position provides a variety of support to department operational activities; provides assistance to management in coordinating and executing day to day operational activities; serves as primary administrator of the work order system; administers campus-wide hazardous waste program and coordinates activities; schedules college owned vehicles and coordinates additional needs with selected vendor; maintains the Master Calendar for facility use and coordinates set up activities; performs a variety of other duties that require basic knowledge of maintenance activities and the various trades and crafts and contribute to the smooth operations of the department and the timely completion of various projects; provides assistant to the Senior Operations Planning Specialist as needed and may perform administrative, secretarial, and clerical duties in support of assigned areas.

Distinguishing Characteristics:

This is a hybrid administrative and specialized classification that is distinguished from the Administrative Assistant series by the responsibility for coordinating and participating in planning day to day operational activities. This is considered an intermediate level in the series and requires demonstrated experience in performing administrative functions at a level comparable to an Administrative Assistant and specific experience that demonstrates a basic level of knowledge and understanding of maintenance activities and the various trades and crafts.

This class is further distinguished from the Senior Operations Planning Specialist by the level of responsibility assigned and the level of knowledge related to maintenance operations required to work collaboratively and effectively with various trades and understand the impact of decisions. As on the job experience is acquired, knowledge is expected to increase and enable individuals in this class to work with a higher degree of independence.

Representative Duties:

The 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. Please see Job Duties for details.

Knowledge of:

General maintenance activities.
Various trades and crafts at an operational level that enables the ability to perform duties.
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Principles, practices, and procedures of business letter writing.
Principles and practices used to establish and maintain files and information retrieval systems.
Methods and techniques of research and report preparation.
Basic mathematical concepts.
Principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.
English usage, grammar, spelling, punctuation, and vocabulary.

Ability to:

Learn and understand the organization and operation of the assigned division and/or department as necessary to assume assigned responsibilities.
Learn, understand, interpret, and apply administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances.
Demonstrate and apply general knowledge of maintenance activities and building trades.
Demonstrate initiative in increasing technical knowledge related to assigned area.
Perform duties involving the use of independent judgment and personal initiative.
Review, and identify the need for priority revisions while working collaboratively with multiple trades and outside contractors/vendors.
Use sound judgment in recognizing scope of authority.
Respond to requests for information and assistance and exercise excellent customer service.
Type or enter data at a speed necessary for successful job performance.
Use correct English usage, grammar, spelling, punctuation, and vocabulary. Research, compile, and interpret data.
Prepare a variety of clear and concise operational reports. Implement and maintain complex filing systems.
Independently compose and prepare correspondence and memoranda. Plan and organize work to meet schedules and changing deadlines.
Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
Adapt to changing technologies and learn functionality of new equipment and systems.
Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
Work independently and effectively in the absence of supervision.
Work with and exhibit sensitivity to and understanding of the varied racial, ethnic, cultural, sexual orientation, academic, socio-economic, and disabled populations of community college students.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines:

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying.

Education/Training:

Equivalent to two years of college level coursework or specialized training in public administration, business administration, construction management, or a related field.

Experience:

Two years of increasingly responsible experience as an administrative assistant or secretary in a construction or maintenance environment that provides broad, general knowledge of building and maintenance trades.

License or Certificate:

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

Conditions of Employment:

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.

Work Environment:

Work is performed primarily in a standard office setting. Duties are typically performed at a desk or computer terminal; subject to noise from office equipment operation; 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 assure health and comfort.

Physical Demands:

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 use of a computer keyboard; to verbally communicate to exchange information; and to 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.

Additional Position Information:

This is a categorical, grant-funded position with employment contingent upon State of California funding from the “Adult Education Block Grant.

METHOD OF APPLICATION: Complete and submit an application online at http://jobs.socccd.edu login page. INCOMPLETE applications will not be considered.

ALL SECTIONS of the application must be completed do not state “see resume” and do not leave any blanks.


1. List relevant experience in order beginning with the most recent.
2. Specify assignment details for each job listed.
3. Provide a minimum of three (3) professional references from either your current supervisor, previous supervisors, or colleagues and coworkers who can address your professional competency and practical skills.
4. Please complete all required supplemental questions.
5. Submission of a resume and cover letter is required.


All submitted materials become the property of the South Orange County Community College District and will not be returned, will not be copied, and will be considered for this position only. Applicant bears the sole responsibility for ensuring the application is complete when submitted. Any supporting application materials must reference the job opening ID number. “Please do not add photographs or confidential data (e.g. social security number, birth date, etc.) to your application package


DEADLINE FOR APPLICATION: Application must be posted to the position and materials must be received by the specified closing date. Applications and supporting documents received after the closing deadline will not be accepted. Applications submitted via fax or email will not be accepted.


NOTICE TO ALL CANDIDATES FOR EMPLOYMENT: The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country


PLEASE NOTE: This position is under the California Public Employees Retirement System (CalPERS). Anyone retired from CalPERS accepting employment with this District will be required to reinstate as an active member of CalPERS. Please contact CalPERS for additional information on reinstatement to an active member. Additionally, any active member of California State Teachers Retirement System (CalSTRS), who accepts employment with this District to perform service that requires membership in the CalPERS, is eligible to elect to continue retirement system coverage under CalSTRS.

Additional Classification Information:
Position Specific Benefits:

The District provides California Public Employees Retirement Systems (CalPERS) retirement, sick leave, personal necessity leave, vacation and holiday benefits for part-time bargaining unit employees.

Job Duties

Job Duties

Duties and Responsibilities

Participate in the coordination of day to day operations and related activities; provide responsible general support to relieve the supervisor of a wide variety of clerical, technical, and administrative detail; assist in organizing functions and activities as assigned.

Duties and Responsibilities

Provide reliable and responsive customer service on the phone and in person, answering questions and communicating information that requires knowledge and understanding of departmental and District policies and procedures; refer to other departments or individuals as appropriate using sound judgment.

Duties and Responsibilities

Serve as liaison between assigned supervisor and the College administrative staff, academic and classified staff, students, representatives of community agencies, and the general public by relaying messages, answering questions, clarifying information, responding to requests, or referring callers to the appropriate supervisor, administrator or others as necessary.

Duties and Responsibilities

Attend, and participate in a variety of maintenance related meetings as assigned; work in cooperation with Lead worker in executing various maintenance projects; and assist in coordinating activities between skilled trades as necessary and appropriate.

Duties and Responsibilities

Administer college-wide maintenance management system; review all maintenance requests; create work order and provide to appropriate Lead Worker; prepare a variety of reports; provide training to users to ensure information is input correctly.

Duties and Responsibilities

Maintain the Master Calendar and coordinate facility use for special events; receive requests for facility use; work with event planners to determine physical needs; attend meetings to coordinate services needed for set up and other event activities; follow up to ensure all user needs are met.

Duties and Responsibilities

Coordinate, schedule, and manage routine vendor activities, including but not limited to quarterly hazardous material removal, daily waste hauler, fire alarm testing, elevator inspection and repair, and weekly pest control companies; coordinate activities with various departments; ensure compliance with appropriate State guidelines and regulations.

Duties and Responsibilities

Coordinate transportation needs and maintain records; schedule requests for college owned vehicles; coordinate and arrange rentals from outside agency; maintain driver records and ensure all drivers have been tested in compliance with college policy; maintain and monitor fuel credit cards and related receipts and submit to accounts payable.

Duties and Responsibilities

Provide responsible administrative support as needed; plan and organize office support functions for assigned area; discuss and review activities and calendar of events on a regular basis with supervisor to assure timely coordination of office activities and priority of assigned projects; coordinate the flow of activities through the office in relation to priorities and schedules.

Duties and Responsibilities

Utilize electronic technology to correspond with others and to maintain assigned calendars, schedules, and appointments; coordinate and arrange meetings; coordinate activities with other divisions and departments.

Duties and Responsibilities

Participate in the departmental orientation and training of new classified and substitute employees when assigned.

Duties and Responsibilities

Collect, research, compile, verify, summarize, and record information related to assigned maintenance areas; prepare and distribute reports; verify and review forms and reports prepared by others for completeness and conformance with established regulations and procedures.

Duties and Responsibilities

Coordinate specialized functions or projects independently, as assigned; assure that work is performed in a timely and accurate manner; use independent judgment to develop and provide recommendations, suggestions, or information as necessary to meet established timelines.

Duties and Responsibilities

Order office supplies and materials as directed; assure their timely receipt and storage; assure proper functioning of office equipment.

Duties and Responsibilities

Provide staff support to standing and ad hoc committees and other groups as assigned; may attend meetings and take notes or record proceedings; prepare and distribute agendas, background materials, and minutes as appropriate.

Duties and Responsibilities

Format, type, proofread, duplicate, and distribute correspondence, notices, lists, forms, memoranda, and other materials according to established procedures, policies, and standards.

Duties and Responsibilities

Utilize various computer applications and software packages; maintain and generate reports from a database or network system.

Duties and Responsibilities

Operate office equipment including computer equipment, typewriter, calculator, copier, and facsimile machine.

Duties and Responsibilities

Interact with South Orange County Community College District, Irvine Valley College, Advanced Technology Education Park, and Saddleback College’s administrators, divisions, departments, faculty, staff, and students in all matters related to the area of assignment; interpret and apply policies and procedures and process sensitive complaints and requests for information.

Duties and Responsibilities

Perform related duties as required.

Documents Needed for Applying

Required Documents
  1. Resume / CV
  2. Cover Letter
Optional Documents
  1. Other Doc
  2. Transcript 1

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Have you obtained education that is at least equivalent to two years of college level coursework or specialized training in public administration, business administration, construction management, or a related field?
    • Yes
    • No
  2. * Have you obtained at least two years of increasingly responsible experience as an administrative assistant or secretary in a construction or maintenance environment that provides broad, general knowledge of building and maintenance trades?
    • Yes
    • No
  3. * Are you interested in working with the San Juan Capistrano Adult Education Office on the Serra High School campus? This position will work 25 hours per week, Monday through Thursday from 4:00 -10:00 pm and Friday 2:30-5:30 pm. This position may be eligible for 5% shift differential pay. Note that the shedule may change based on needs of the program
    • Yes
    • No
  4. * Are you interested in working with the Mission Viejo Adult Education office on the campus of Silverado High School? This position will work 25 hours per week, Monday from 2:00 – 6:00 p.m. and Tuesday through Thursday from 2:30 – 9:30 p.m., and may be eligible for 5% shift differential pay. Note that hours may change based on needs of the program.
    • Yes
    • No
  5. * Describe any past experience you have assisting instructors with classroom and other campus facility related needs.

    (Open Ended Question)

  6. * Describe any past experience you have working or interacting in a work environment with groups or individuals who speak a language different from your own.

    (Open Ended Question)