Administrative Secretary - Grants

Apr 25, 2017
Institution Type
Community College

Administrative Secretary - Grants

Not Displayed

Main Campus, CA

Job Type

Office of Student Learning and Econ Devel

Job Number

5/22/2017 4:00 PM Pacific

Part-time 20 hours per week, 12 months per year
CSEA-Range 25; $1,747.86 per month
Contingent upon continued grant funding

Under the direction of an administrator, performs a variety of complex administrative secretarial and managerial accounting responsibilities with specialized and/or advanced skills in one or more areas of the work assigned. An excellent understanding of accounting functions, business operations and record-keeping needs are required. Duties may involve performing the most technical and difficult tasks requiring the use of independent judgment; assists with complex administrative matters; serves as initial contact providing specialized information and assistance for students, faculty, staff, external agencies, organizations and the general public.


1. Works closely with Project Director/Manager to assist in implementing strategies and activities to meet the Basic Skills and Student Outcomes Transformation Grant program goals and objectives.

Representative Duties
The duties recorded below are representative of the duties of the class and are not intended to cover all the duties performed by incumbent(s) of any particular position. The omission of specific statements of duties does not exclude them from the position if the scope of work is similar, related or a logical assignment to this class. The essential duties of the class are indicated with an asterisk *

1. Organizes and oversees the activities of an assigned office to assure efficient and effective operations; assists the assigned grant administrator or department manager as directed; coordinates communications; and may conduct operations to maintain assigned listserv services for the assigned grant*
2. Performs a variety of duties independently in support of functions delegated to assigned grant administrator; interprets and applies rules and regulations as appropriate; maintains issues of a confidential nature*
3. Performs financial and managerial accounting and business operations record-keeping functions required by Federal, State and District policies, procedures, rules and regulations*
4. Maintains, audits and controls a variety of accounts, records, reports and files which include the tracking and reporting of annual program allocations.
5. Works closely with the grant program monitor(s) and the Butte College Business Office*
6. Maintains accuracy and integrity of accounting records; makes necessary budget or expenditure transfers to correct any discrepancies*
7. Maintains current budget information; initiates and monitors budget augmentations and expenditures; assists in budget formulation and preparations; provides monthly budget reports to assigned grant administrator; may collect, post, deposit and distribute various money; reconciles deposits with reports; maintains expense records; creates asset statements; prepares information for yearly audit and responds to audit findings*
8. Maintains and updates technical skills in order to design, create and modify complex, advanced level computer methods including, but not limited to: word processing, design and layout for publications, database development and maintenance and charts and spreadsheets, utilizing a variety of software and peripherals*
9. Researches, compiles and retrieves data and provides input for complex statistical and narrative reports from a variety of sources; verifies data to determine compliance with established policies and procedures*
10. Makes and processes travel, conference, hotel reservations and arrangements; schedules and confirms appointments; maintains calendars; may develop calendar of schedules or meetings, consultation sessions, workshops, and other related activities*
11. Initiates, screens, and directs telephone calls; assists and directs visitors; receives and opens mail, determines priorities, independently responds to and initiates correspondence as appropriate*
12. Composes and prepares correspondence, memoranda, minutes, confidential materials, statistical spreadsheets, financials, personal services contracts, and reports from oral and written instruction; maintains a variety of files and records*
13. Prepares a variety of complex support materials including surveys, forms, charts, computerized presentations and brochures; prepares agenda items for meetings; records, prepares and distributes minutes; maintains records; coordinates and attends events both on and off-campus; may facilitate meetings in absence of supervisor*
14. Maintains working knowledge of specialized terminology; maintains familiarity with District programs, policies, procedures and rules; responds to requests for information from students, faculty, staff and the general public regarding the District and grant program(s)*
15. May provide training and work direction to student workers and hourly personnel
16. May serve on a variety of District committees as requested
17. May perform other duties as assigned




  • Associate's Degree in finance, accounting, office information systems or a related field or the equivalent*; AND
  • Three (3) years of increasingly responsible experience directly related to the duties and responsibilities of this class; AND
  • Graduation from high school, G.E.D. or the equivalent**.

    *Associate's Degree education equivalency equals two (2) years of increasingly responsible work experience for each full year (24-30 units) of college. Work experience must be in an office setting.

    **High School education equivalency equals an adult education diploma or four (4) years of full-time, paid work experience.


  • Some travel is required.
  • Hold and maintain a valid driver's license throughout duration of employment with the District.

  • Sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity and sexual orientation, and ethnic backgrounds of community college students and staff.


  • Proficiency in Microsoft Excel and Access.
  • Four (4) years of experience in a directly related position with two (2) of the four (4) years working with grants.
  • Strong accounting background with accounting software experience.

    May be acquired through education, training and/or experience.

    Knowledge of: District policies and procedures; modern office practices and procedures including letter writing techniques and the elements of proper grammar usage, spelling and vocabulary; grant funded programs; filing practices and systems; various office equipment including computers, peripherals, communications devices and digital hardware; methods, practices and terminology used in government accounting and financial reporting, bookkeeping and financial record-keeping; a variety of software programs related to word processing, spreadsheets, ledgers, and journals.
    Ability to: understand and apply District and department policies and procedures; integrate State laws and regulations with program policies and procedures; analyze and research problems and make appropriate recommendations; integrate and implement program needs within parameters of District accounting procedures; post data and make mathematical calculations rapidly and accurately; compile, organize, and use various financial information necessary in the preparation of program budget(s); independently compose correspondence and reports utilizing advanced software and techniques; acquire and maintain technical knowledge of modern office procedures, equipment and computer programs including purchase recommendations; manage a heavy workload; utilize Keyboarding skills commensurate with the required functions for this position; maintain proficiency in keyboarding skills; work independently with an emphasis on detail; prioritize work load and meet deadlines; make decisions; independently apply good judgment; establish and maintain cooperative relationships with those contacted during the course of work; take accurate minutes of meetings.

    Supplemental Information


    No assigned permanent staff to supervise. May provide work direction student and short-term employees.

    Normal office environment.

    Faculty, staff, administrators, students and other general public.

    Normal office environment.


    1. The successful applicant will be required to complete a medical history questionnaire and must agree to undergo and pass a pre-employment physical examination, based on the physical requirements of the position, prior to employment. The physician will be selected and paid for by the District. Disabilities not related to the essential physical job requirements will not preclude the applicant from being hired.
    2. Education Code § 87408.6 states that no person shall be initially employed by a community college district in an academic or classified position unless the person has submitted to an examination within the past sixty (60) days to determine that he or she is free of active tuberculosis.
    3. As a condition of employment the position you are applying for will require that you provide fingerprints to the local police department. The fee charged by the Department of Justice (DOJ) for the fingerprint report is the employee's responsibility. If you should be offered this position you will be asked to sign a payroll deduction form which will authorize the District to deduct the fee charged by the DOJ from your first paycheck.

    The District reserves the right to modify, rescind or re-advertise this announcement without notification or to delay indefinitely the employment of a person for the position.

    The Butte-Glenn Community College District is an Equal Opportunity Employer.

    ——————————————————————Application Instructions——————————————

    ALL APPLICANTS, INCLUDING CURRENT BUTTE COLLEGE EMPLOYEES, MUST SUBMIT ALL REQUIRED DOCUMENTS WITH THE ONLINE APPLICATION IN ORDER TO MOVE FORWARD IN THE RECRUITMENT PROCESS. If you are applying under Equivalency for the education minimum qualification, please attach a document titled Equivalency using the "Transcript" drop down file type located in the attachment section of the application.


    All on-line attachment types require that you attach a document.

    Please describe in your cover letter how your past experience and qualifications meet the needs of this position.

    Please submit this as an attachment, not as a text resume within the application.

    Butte College serves a diverse population. In a separate statement, address how your skills, experience and education have prepared you to serve and meet the needs of a diverse student/staff population.

    In a statement addressed to the hiring committee, explain how you meet the minimum qualifications listed below and attach a copy of all relevant certificates and proof of completed trainings.


  • Associate's Degree in finance, accounting, office information systems or a related field or the equivalent*; AND
  • Three (3) years of increasingly responsible experience directly related to the duties and responsibilities of this class; AND
  • Graduation from high school, G.E.D. or the equivalent**.

    *Associate's Degree education equivalency equals two (2) years of increasingly responsible work experience for each full year (24-30 units) of college. Work experience must be in an office setting.
    **High School education equivalency equals an adult education diploma or four (4) years of full-time, paid work experience.

    You are required to provide transcripts for all coursework and/or degrees listed on the application materials you have submitted. The transcripts must include the date the institution granted the degree. Legible copies of transcripts are acceptable at this point in the process. Official transcripts must be submitted prior to hire.
    If you have foreign transcripts please include copies of a U.S. evaluation and translation.

    Foreign transcripts must include a U.S. evaluation and translation. Please contact the Office of Human Resources for a list of agencies providing this service or our website at;

    All offers of employment are contingent upon the submission of official transcripts showing completion of the degree.


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