Program Assistant - Career Technical

Program Assistant – Career Technical

Salary: $57,116 – $70,245 annually
Location: Districtwide, CA
Job Type: Permanent
Division: DO Personnel Commission
Job Number: 2026004
Closing: 1/28/2026 11:59 PM Pacific

Under general supervision, perform routine to complex administrative support in an assigned occupational, technical or career program, or public safety academy. Duties include assisting students and the public with admissions and program information, scheduling, reimbursement processing, data entry and reporting, event coordination, and related tasks.

• Answer new and current student questions regarding program requirements, enrollment processes, and departmental policies; resolve escalated concerns from students, faculty, staff, vendors, and the public.
• Assist students with matriculation requirements, applications, registration, and accessing course, transfer, and career materials; screen for counseling needs and refer to campus or community resources.
• Maintain program eligibility lists and wait‑lists; track participation for funding or reimbursement purposes; send correspondence and reports to students.
• Maintain office records and files; create and maintain spreadsheets and databases to track student cohorts, rotations, activities, and services.
• Extract data and generate reports from multiple sources; reconcile entries and reports; track federal, state, and district‑required data for submission.
• Accept and process payments for services and courses; create and submit requisitions; calculate budget usage; track funding sources; assist with grant administration.
• Assist with staff and faculty hiring processes, including requisitions, scheduling, and hiring paperwork; process Instructional Service Agreements; assist with payroll for staff and faculty.
• Draft, format, proofread, and print correspondence, reports, schedules, forms, and technical documents; review for accuracy, completeness, and compliance.
• Provide day‑to‑day guidance to student aides or interns; assign and monitor work; train staff on procedures and regulatory requirements.
• Demonstrate sensitivity to historically minoritized groups; participate in cultural‑competency professional development.

• Proctor law enforcement tests and coordinate background check paperwork.
• Perform complex and confidential records management.

• Assist new users with third‑party databases and medical records; provide data for subpoenas and insurance purposes.

• Provide backup support for other department or division office staff.
• Offer basic first aid and call emergency responders if required.
• Interact with other departments and state/federal programs on behalf of the department or program.
• Maintain and purchase program and office inventory; order equipment and supplies.
• Perform related duties as assigned.

• Program and center services, policies, and procedures.
• Customer service principles, practices, and techniques.
• District student record‑keeping and data interpretation.
• Admissions and registration processes for cohort colleges.
• District accounting systems and general accounting practices.
• Business communication, correct English usage.
• Cash management, budgeting, purchasing, travel/training, expense reporting.
• FERPA, CA Education Code, and other applicable laws.
• HIPAA regulations (health programs only).
• Safety policies and work practices.
• Employee work guidance and direction principles.
• Operation of scanners, phone systems, computers, standard business and database software.

• Oversee daily administrative operations of a program.
• Communicate accurately and effectively to students, public, and external agencies.
• Administer application tests and requirements.
• Compose clear correspondence, reports, studies, agreements, and presentations.
• Track and report statistical information using complex spreadsheets and databases.
• Perform mathematical calculations, collect payments, and monitor program/department budgets.
• Interpret and apply applicable laws, codes, and regulations.
• Maintain confidentiality…