Job Summary

Under the direction of the Director of Career & College Resources, the CCR Department Office Coordinator II organizes, coordinates, and oversees day-to-day activities; performs responsible and varied clerical duties; establishes priorities and organizes workflow and communication.

Distinguishing Characteristics

This position is the highest-level clerical position in the classified bargaining unit which requires the ability to work as part of a team, supporting multiple positions throughout the department. The Office Coordinator II demonstrates a positive attitude, flexibility, and the ability to remain calm under pressure. This position anticipates the needs of the department and works independently to navigate a wide scope of programmatic and complex clerical services at the department level with varied sites on and off campus. This position may also provide lead oversight and training to the Office Clerk and/or Office Coordinator I positions.

The CCR Department Office Coordinator II is distinguished from the CCR Department Office Coordinator I position in that Level II coordinates communications, paperwork transactions, and calendaring for travel and conference with LEAs and other government organizations at a county-wide, region-wide, or state-wide level. This position is responsible for working with a variety of different programs and grants with varied reporting and financial requirements.

The CCR Department Office Coordinator II position requires advanced secretarial skills sufficient to implement office information systems and the ability to exercise functional leadership over clerical staff and/or work processes, file and record administration, and financial record keeping.

Essential Duties

Administrative Support:

• Leads daily meetings with supervisor
• Provides information & support to, and seeks information from, other County office employees, school district personnel, vendors, students across districts and charters, governmental agencies, university and college personnel, and the public
• Works directly with supervisor to resolve problems, develop program elements, goals and objectives, policies and procedures or other administrative processes
• May develop forms and processes to enhance applications and information flow within the office
• Receives and distributes department mail
• Collects, reconciles, submits, and mails out regular department and supplemental payroll, including collecting monthly evaluations for TPP program student workers
• Reviews, analyzes, and enters data in spreadsheets and ensures compliance with service agreements, contracts, MOUs, purchase orders, and reimbursement requests
• Onboards and trains new department team members
• Maintains stock of paper and office supplies for department
• Assists Director with entering, revising, and reconciling staff absences in Absence Management software
• Manages CTE classroom reservations
• Maintains two department vehicle reservation calendars and ensures they are properly checked out/checked in
• Attends and takes meeting minutes for monthly and quarterly TPP meetings, monthly department meetings, and quarterly Cal-SOAP Board meetings

Fiscal Support:

• Prepares and submits requisitions to encumber funds for purchase orders, and maintains real-time tracking of expenditures
• Prepares, initiates and tracks signatures/dates for contracts for personal services, service agreements, and memoranda of understanding
• Arranges travel, prepares and calculates travel requisitions, mileage expense claims, and check requests for reimbursements
• Collects, reconciles, and submits monthly reimbursement invoices to the Department of Rehabilitation for TPP student payroll
• Initiates collection of monthly Personal Activity Reports (PARs) and Payroll Reports across TPP consortium districts, revises as needed, and coordinates with Business Services when complete.
• Track assets in assignment location and facilities transfers of assets
• Ensures that vendors are active with updated W-9s in fiscal database (Escape)
• Submits orders to Purchaser for approval, ensuring compliance with organizational standards
• Receives orders and submits invoices to Accounts Payable, requests PO changes when necessary, and initiates closing process for POs
• Tracks disbursements and expenses of individual program expenditures
• Receives checks and processes deposits and invoices for department programs
• Prepares and submits monthly work study stipends for Cal-SOAP Success Coaches to Cal Poly Humboldt
• Supports payroll process for department and supplemental employees

Student Support:

• Ensures onboarded student workers’ personnel packets are complete
• Facilitates in-person supplemental paycheck pickups
• Maintains record of WoofAbility student earnings, and current student balances, tracks student purchases, and facilitates students receiving items
• Initiates students’ changes of address with Payroll and HR
• Tracks students’ Keenan sexual harassment training completion and renewal requirements
• Tracks student work permit expiration dates, WEX Authorization hours usage, Release of Information (ROI) expiration dates, Vocational Training Agreements, and sends monthly reminders to TPP caseworkers when items are nearing their expiration dates

Event Support:

• Use POs to make purchases, and picks up food and supplies, for events and Summer Institute programs
• Set up and take down event décor
• Track and distribute monetary awards as needed
• Provide editorial feedback to the Program & Event Coordinator prior to printing official event materials

Employment Standards

Knowledge of:

• Computer systems operations and software, including database systems;
• Education organization, policies, and procedures;
• General office practices, procedures, and equipment;
• Proper English usage, grammar, spelling, vocabulary, punctuation;
• Organization of files and records;
• Customer service standards;
• Budgets and contracts;
• California Education Code and other applicable laws

Ability to:

• Understand, comply, interpret, explain, and accurately apply knowledge of federal, state, & regional programs with LEA, County, State, and Federal procedures, policies, and statutes;
• Maintain high degree of confidentiality, discretion, and judgment;
• Respond to routine inquiries;
• Take initiative to ensure efficiency of the organization’s processes;
• Anticipate needs and priorities of the department/worksites;
• Oversee the functions of the office;
• Monitor and track expenditures;
• Monitor and track workflow;
• Follow oral and written instructions;
• Operate and troubleshoot modern office equipment;
• Adapt to changing work demands;
• Manage task priorities to meet deadlines;
• Work under varying degrees of stress with regular interruptions;
• Establish and maintain effective working relationships;
• Communicate effectively with tact and courtesy in a diverse population;
• Effectively convey to others: department organization, operations, programs, functions, and special program terminology;
• Perform advanced spreadsheet skills, including the ability to insert formulas and mathematical calculations; create workbooks; use multiple worksheets; format and print worksheets; sort lists; and create graphs and charts from data;
• Perform advanced word processing skills, such as the ability to format sections; multiple headers/footers; format text into columns and create and format tables and forms; and use merge functions

Education And Experience

Minimum Qualifications:

• Graduation from high school (or equivalent) AND 3 years clerical experience OR
• Bachelor’s degree

Preferred Experience:

• Experience in an education setting

Working Conditions

With or without accommodation, this position includes prolonged periods of standing or sitting, frequent walking, and occasional bending, stooping, and reaching. The employee must be able to lift, push, and pull objects up to 30 pounds. Visual and auditory abilities are required to perform essential job functions.

Other Requirements

• Must be fingerprinted and a satisfactory Department of Justice records check must be received by HCOE’s HR department prior to employment.
• TB testing and/or risk assessment will be required upon hire.
• Other requirements as appropriate for the job responsibilities.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

Range: 10

CSEA Approved 10/9/2025