Administrative Secretary

Location
Pittsburg, CA
Posted
Feb 22, 2017
Institution Type
Community College


Position Definition

To perform a wide variety of complex and responsible secretarial and administrative duties; and may provide technical and functional lead supervision over lower level clerical classes.


Position Title
Administrative Secretary

Location
Los Medanos College

Posting Number
0000944

Salary
$3,573 per month (first step)

Distinguishing Characteristics

This is a full journey level secretarial class. Positions in this class are flexibly staffed and are normally filled by advancement from the Secretary class, or, when filled from the outside, require prior responsible secretarial experience. Appointment to this class requires that the employee be adequately performing the full range of duties for the class and meet the qualification standards for the class. Positions assigned to this class may be distinguished from those allocated to the Secretary class by the greater involvement in higher level non-secretarial duties such as maintenance of complex budgetary records, compilation of technical reports, and interpretation of policies and procedures within an assigned area.


Examples of Duties/Essential Functions

Duties may include, but are not limited to, the following: Assist in planning, scheduling and supervising activities; research the more difficult questions pertaining to policies and procedures; interpret and implement District policies and procedures relating to the assigned area. Examine, analyze, and verify fiscal records and expenditures; assist in developing budget; reconcile budget accounts to ensure accuracy. Relieve supervisor of routine personnel, budget, and payroll functions; initiate and maintain a variety of files and records such as payroll, budget and attendance. Receive invoices for purchases; develop accounting system for payables and receivables; pay on a confirming requisition or continuing order; maintain ledger and balance of accounts in budget. Act as a liaison between campus employees and the public to coordinate activities; answer phones and screen calls; schedule appointments; type letters and confidential memos; research and prepare reports, including statistical reports. Dispatch service requisitions; determine priorities and assign; determine if work requested is an emergency. Type and proofread a wide variety of letters, memos, manuscripts, tests, course outlines, newsletters, course proposals and various reports. Coordinate scheduling procedures and detect conflicts and omissions. Keep records of staff vacation, sick leave and schedule changes. Notify students of and post canceled classes. Answer telephone; screen calls and provide information to callers. Perform research and prepare a variety of complex statistical reports. May act in a lead capacity for other secretarial and clerical positions. Use a computer terminal to update records, retrieve information, and to create and print text and tables. May serve as Secretary to a Committee; prepare agendas; schedule facilities; record, prepare minutes; independently compose letters and memos. Supervise and train assigned staff. Perform related duties as assigned.


Minimum Qualification-Education/Experience
Experience and Training: Any combination of experience and training that would likely provide the required knowledge and skills is qualifying. A typical way to obtain the knowledge and skills would be: Experience: Three years of experience performing a wide variety of clerical, secretarial and administrative support work, one year of which was comparable to the duties assigned to the Secretary class in the District. Training: Equivalent to completion of the twelfth grade including or supplemented by specialized secretarial training.


Minimum Qualification-Knowledge Of
Modern office methods, procedures and word processing software. Record keeping principles and procedures. English usage, spelling, grammar and punctuation. Basic mathematics. Theories and practices of supervision and personnel management.


Minimum Qualification-Skill To
Type at a speed of not less than 50 net words per minutes from clear copy. Work independently and follow through on requests. Learn District policies, procedures, organization and operating details. Operate dictating machines and other office equipment including a calculator and personal computer. Determine work priorities. Communicate effectively both orally and in writing. Provide technical supervision and training for other employees. Interpret and explain District policies, rules and regulations. Analyze situations carefully and adopt effective courses of action.


Desirable Qualifications
• High level of competence with Ellucian Colleague or similar program.
• Strong skills with word processing, spreadsheet, budgeting and presentation software.
• Familiar with academic and student services in the college setting including academic and career counseling.
• Strong computer-based research skills
• Public relations and marketing skills and experience


Special Instructions to Applicants
Los Medanos College (LMC) is seeking a full-time permanent Administrative Secretary to manage administrative functions for the Workforce & Economic Development (WED) Program Manager and Dean of Career Technical Education and Social Science, as well as to provide assistance to the WED Community & Educational Partnership Liaison and WED Counselor. The position supports various grant-funded projects including the East Bay Career Advancement Academy, Career Pathways Trust 1 and 2, Adult Education Block Grant, etc.

This position is categorically funded, and contingent on continued grant funding on a yearly basis.

THIS POSITION REQUIRES A TYPING SPEED OF 50 NET WPM. A VALID TYPING CERTIFICATE ISSUED WITHIN THE PAST 12 MONTHS FROM AN EMPLOYMENT AGENCY OR BUSINESS SCHOOL MUST BE SUBMITTED WITH YOUR APPLICATION. INTERNET TYPING TESTS ARE NOT VALID AND WILL NOT BE CONSIDERED. FOR TYPING CERTIFICATE INSTRUCTIONS, PLEASE COPY AND PASTE THE LINK BELOW. http://www.4cd.edu/career/docs/typing%20test.pdf

Note: New employees will be placed at the first step which is $3,573 per month. Based on current salary placement guidelines, all step increases for which an employee becomes eligible shall take place on July 1st of each fiscal year. These increases will occur, on an annual basis, until the maximum step of $4,351 per month is reached on the salary schedule.


Job Close Date:
03/22/2017

Open Until Filled
No

The Contra Costa Community College District does not discriminate against any applicant for employment on the basis of race, religion, color, national origin, ancestry, physical or mental disability, medical condition, marital status, age, sex, or sexual orientation. This prohibition against unlawful discrimination extends to any person who is perceived to have any of the above characteristics or who is associated with someone who has, or who is perceived to have, any of those characteristics.

PI96915894