Instructional Division/Program Secretary

San Jose
May 12, 2017
Institution Type
Community College

Instructional Division/Program Secretary
College of the Sequoias

Description of Position
Under the direction of the Provost, Tulare College Center, the Instructional Division/Program Secretary will perform responsible secretarial duties in support of a division or program; coordinate communication and office activities, assuring efficient office operations.

Minimum Qualifications
Any combination equivalent to:
• Graduation from high school including or supplemented by course work in business and computer software and
• Three years increasingly responsible clerical experience preferable in a college environment.

Representative Duties
• Perform responsible secretarial duties in support of a division or program; organize the day-to-day activities an assigned division or program to assure efficiency of office operations.
• Coordinate communication and activities with other instructional or program departments and personnel, students and the public on the phone and in person; answer questions and resolve issues as appropriate, provide information concerning division or program operations and activities; establish and maintain positive staff and public relations image.
• Coordinate and perform clerical activities for special programs as assigned; operate a computer terminal and enter course data; obtain course information and communicate with instructors to identify dates, class sizes and other information; prepare promotional mailings; establish course file and outlines; prepare and distribute course materials; maintain applicable files and prepare reports.
• Compile statistical data, recapitulate data and compile special reports; research student information related to grades, addresses and phone numbers as directed.
• Initiate and answer telephone calls providing information referring callers to appropriate division or program personnel; arrange for meetings or conferences; screen visitors and direct to appropriate personnel.
• Prepare a variety of materials such as correspondence, reports, memoranda, instructional/program materials, contracts, lists, forms, requisitions, flyers, brochures and other documents
• Distribute book order forms to instructors; collect and deliver to bookstore as required.
• Prepare and maintain a variety of records, lists and files related to division or program operations and activities including financial records; receive and receipt monies as assigned; prepare and maintain records of expenditures; prepare billings; prepare and make bank deposits.
• Prepare purchase orders and requisitions; inventory and order supplies according to established procedures.
• Receive and transcribe dictation as required; compose and prepare routine correspondence and memoranda independently; take minutes at meetings as assigned.
• Operate a variety of office equipment and machinery such as typewriters, computer terminal, word processor, calculator, dictating equipment, audio-visual equipment, ScanTron and other equipment as assigned.
• Receive, open, prioritize and route mail; act on routine matters independently.
• Participate in special projects and events involving the instructional division or program as assigned.
• Schedule classroom and facility use as required.
• Train and provide work direction to others as assigned.
• Utilize the District's integrated software in performing the required duties of the position.
• Perform related duties as assigned.

Working Conditions
• College division office environment.
• Constant interruptions. Physical Abilities:
• Ability to communicate with students/employees/public.
• Ability to read documents.
• Ability to sit and stand for extended period of time.
• Ability to reach in all directions
• Ability to lift light objects.
• Ability to operate a computer and office equipment.

Conditions of Employment
• Salary is at Range 26 ($16.71 hourly / $2,896 monthly) Initial placement on step AA
• Salary increase after 6 months of satisfactory service; increases annually thereafter.
• Minimum 5% increase if promoted.
• 10-working months probationary period.
• Union membership upon employment.
• PERS Retirement
• Medical/dental/vision insurance program for employee
and dependents.
• Employee life insurance ($100,000) is provided.

Screening Procedure
Only complete application packages will be evaluated by a qualified screening committee as soon as possible after the closing date. Meeting the minimum qualifications does not assure the candidate an interview. Application materials will be screened to determine the extent to which they meet the Representative Duties. A selected group of candidates will be invited for oral interviews. After initial interviews, finalists may be asked to return for a second interview.
All costs incurred as a result of the application/selection process shall be borne by the candidate.

Application Procedure
Applicants must submit the following materials which must be received by Human Resource Services on or before the application deadline,
May 25, 2017 at 4:30 p.m.
• Completed COS classified application form.
• Letter of Interest which addressing your interest in this
position and the representative duties
• Resume
Send to:
Linda Reis
Human Resource Services
(559) 730-3867
College of the Sequoias CCD 915 S. Mooney Blvd. Sequoia Building, Room 5 Visalia, CA 93277

For full application instructions and position description, visit

Notice to all candidates for employment
"College of the Sequoias Community College District is an equal opportunity employer. Prospective employees will receive consideration without discrimination because of race, creed, color, national origin, sex, gender, sexual orientation, age, religion, mental or physical disability, medical condition, genetic information, marital status, military service, or any other basis protected by law."
The District provides reasonable accommodations to qualified applicants with disabilities. If you need a reasonable accommodation for any part of the job application and hiring process, please contact a representative from Human Resources at (559) 730-3867 to request a reasonable accommodation."


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