Administrative Secretary II

Location
Oroville
Posted
May 31, 2017
Institution Type
Community College



Administrative Secretary II

Salary
Not Displayed

Location
Main Campus, CA

Job Type
Part-Time

Division
Student Services

Job Number
1617-00278

Closing
6/28/2017 4:00 PM Pacific


Description
Part-time 24 hours per week, 12 months per year
CSEA - Range 21; $1,900.43 per month

OVERVIEW:
Under the direction of an assigned administrator, performs a variety of administrative secretarial duties; assists the supervisor with administrative matters; serves as initial contact for students, faculty and external agencies.

DISTINGUISHING CHARACTERISTICS:
This is the journey level class in the Administrative Secretary series. Positions in this class perform the full range of duties under general supervision, and may be assigned specialized or more complex assignments requiring advanced skill. All positions assigned to the class work independently, exercising judgment and initiative within general guidelines in performing the full range of duties assigned to this classification.

POSITION DUTIES:

1. Acts as a key contact and remains current on departmental issues, complaints, situations and/or conditions of special interest of the Director of Admissions & Records. Initiates, screens, determines their nature and directs telephone calls.
2. Schedules and confirms appointments, makes travel arrangements, coordinates activities and organizes and maintains outlook calendars; track staff attendance and update academic calendars.
3. Maintains and updates technical skills in order to perform complex, advanced level computer methods including word processing, design and layout for publication, and website updates.
4. Researches, compiles and retrieves data and provides input for various reports.
5. Provides students, faculty and staff with correct procedures for completion of a wide variety of forms; explains applications, requirements and restrictions; reviews completed forms for accuracy and completeness.

Representative Duties

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 coordinates the support activities of the assigned office to assure efficient and effective operations; performs secretarial, clerical and technical duties; coordinates communications; assists assigned supervisor with administrative support matters of a confidential nature*
2. Interprets, clarifies, applies and provides complex and technical assistance to administrators, faculty, staff, students and the general public regarding departmental functions, which may include registration, graduation, transfer admissions, grants, basic skills, ESL, financial aid, disenrollment, course eligibility, prerequisites, exemptions, associate degree competency, education plans, medical services; or other information relevant to the specific area of assignment*
3. Receives and opens mail determining priority of issues; may independently respond to and initiate correspondence where appropriate*
4. Composes, compiles, prepares, duplicates and collates correspondence, memoranda, agendas, minutes, complex statistical, narrative or technical reports and financials*
5. Prepares a variety of support materials including surveys, forms, charts, computerized presentations and brochures; inputs and retrieves computer systems data which may include student placement records, exemptions and special permissions*
6. Utilizes a variety of computers, software and peripherals to perform advanced-level word processing functions including complex formatting of documents; production functions including word processing, design, layout, database development/management, charts and spreadsheets; may utilize optical scanners that interface with the District's placement database and registration program*
7. Initiates and answers telephone calls, screens and directs calls and visitors to appropriate personnel; schedules and confirms appointments both on and off-campus; maintains calendars for assigned supervisor, staff, students, and others as required*
8. Orders, stores, and issues office supplies and materials; may perform minor computer equipment maintenance and arrange for repairs*
9. Conducts research projects; may define payment and/or billing procedures; maintain payment records and insurance claims*
10. May assist in interpretation/evaluation of student records, transcripts, test results, program requirements/performance, course eligibility and exemptions within broad guidelines
11. May assist assigned supervisor with program awards selection and book vouchers; assist students in matriculation process
12. May assist in budget formulations and preparations; monitor and maintain budget expenditures; coordinate distribution of awards and grant funds; process budget transfers, un-encumbrances, purchase orders, travel arrangements, travel reimbursements, and grounds maintenance requests
13. May organize and coordinate campus activities at the direction of administrator, secure room reservations; provide advertising; act as liaison between college and service groups
14. May assist at special events; perform research and provide recommendations; purchase (with approval of budget manager) new equipment, computers and software; design/develop/maintain Internet programs, web sites and software site licenses
15. May maintain department library system and track materials on loan
16. May coordinate and/or attend meetings and conferences
17. May serve on a variety of District committees as requested
18. May perform other duties as assigned

Qualifications/Requirements

MINIMUM QUALIFICATIONS:


EDUCATION/EXPERIENCE:

  • Graduation from high school, G.E.D. or the equivalent*; AND
  • Two (2) years of increasingly responsible experience directly related to the duties and responsibilities of this class.

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

    DIVERSITY QUALIFICATIONS:

  • 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.

    DESIRED QUALIFICATIONS:

  • Associates Degree in office assistant, legal office assistant, computer science, office information systems or related field supplemented by a minimum of two (2) years clerical experience;
  • Strong accounting background;
  • Ability to operate a 10-key calculator by touch.
  • Hold and maintain a valid driver's license throughout duration of employment with the District.
  • First Aid and CPR cards.
  • Ability to use a variety of software programs.

    KNOWLEDGE, SKILLS AND ABILITIES:
    May be acquired through education, training and/or experience.

    Knowledge of: District policies and procedures; modern office practices and procedures; letter writing, correct language usage; receptionist, telephone and record keeping/filing techniques; computer hardware and software programs and their usage; modern office equipment.
    Ability to: understand and apply District and departmental policies and procedures; greet staff, faculty, students and the general public; provide information pertaining to area and/or department policies, procedures and other pertinent information; operate, maintain and arrange for repair of various office equipment including computers, typewriters, calculators, fax, copiers, printers, teleconference units, overhead and slide projectors, digital cameras, etc.; establish and maintain cooperative working relationships with those contacted during the course of work; maintain critical records; utilize keyboarding skills commensurate with the required functions for this position; communicate effectively both orally and in writing; spell and use English correctly; make mathematical calculations accurately; follow oral and written instructions; accurately research various information and prepare related reports.

    Supplemental Information

    WORK DIRECTION, LEAD AND SUPERVISORY RESPONSIBILITIES:

    No assigned permanent staff to supervise. May train and provide work direction to Administrative Secretary I's and student and short-term employees.

    PHYSICAL EFFORT:
    Normal office environment.

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

    WORKING CONDITIONS:
    Normal office environment.

    PRE-EMPLOYMENT REQUIREMENTS:

    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.

    REQUIRED ATTACHMENTS

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

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

    RESUME OR VITA:
    Please submit this as an attachment, not as a text resume within the application.

    DIVERSITY:
    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.

    MINIMUM QUALIFICATIONS:
    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.

    EDUCATION/EXPERIENCE:
  • Graduation from high school, G.E.D. or equivalent*; AND
  • Two (2) years of increasingly responsible experience related to the duties and responsibilities of this class.

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

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

    CLICK HERE TO APPLY NOW

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