Senior Administrative Secretary

Pleasant Hill, California
Jun 06, 2017
Institution Type
Community College

Diablo Valley College


Senior Administrative Secretary

Job Number: 0000959

Salary: $3,753 per month

Deadline: Open Until Filled


Complete job description and application available online at:


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.


Distinguishing Characteristics    

This is the most advanced level class in the Secretary series. Positions in this class are normally filled by advancement from the lower class of Administrative Secretary, or, when filled from outside, require prior responsibilities both in responsible secretarial duties and in office management, lead capacities, or technical uses of micro-processors for office support.


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: Competent experience performing a wide variety of clerical, secretarial, administrative support work comparable to that assigned to an Administrative Secretary in the District. Training: Equivalent to completion of the twelfth grade including or supplemented by specialized secretarial and word processing/spreadsheet 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. Methods for designing specialized microcomputer applications using commonly used word processing, spread sheet, or data base programs such as Microsoft Word, Excel, dBased III or IV for use in the area assigned.


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. Work independently in the absence of supervision. Analyze situations carefully and adopt effective courses of action. Design new procedures for the clerical and secretarial operation of the area assigned. Use a microcomputer to design specialized systems for record keeping and report generation using commonly used software used in business offices by secretarial workers.


Desirable Qualifications    

•    Strong interpersonal skills and effective customer services skills

•    Demonstrated ability to work with a diverse student population

•    Exhibit creativity and an eagerness to work with an innovative team and new program development

•    Proficient us of Microsoft Office Suite (Word, Excel, PowerPoint, Access) and web design programs.


It is the District’s policy to ensure that all qualified applicants for employment and employees have full and equal access to employment opportunity, and are not subjected to discrimination in any program or activity of the District on the basis of ethnic group identity, race, color, ancestry, religion, marital status, sex, national origin, gender, gender identity, gender expression, age, sexual orientation, physical or mental disability, medical condition, genetic information, veteran status, parental status, citizenship or because an individual is perceived to have one or more of these characteristics or based on association with a person or group with one or more of these actual or perceived characteristics.

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