Secretary II - Public Information Office

Sep 12, 2017
Institution Type
Community College

Secretary II - Public Information Office

MiraCosta College

To view the full job posting and apply for this position, go to:

Discipline or Department: Public Information Office

Position Type: Staff/Classified

Hourly Rate or Monthly Salary: Starting $4,663.33 per month

Working Hours: One regular, full-time position, 40 hours per week, 12 months per year, on the Oceanside campus. The work schedule will be Monday through Friday, 8:00 AM - 5:00 PM. The person selected for this position will be subject to assignment to any district facility during any hours of operation.

Special Instructions to Applicants:
If you have not previously passed the MiraCosta College Secretarial In-Basket Test, you are expected to be present on Friday, September 29, 2017, 2:30 - 4:00 PM to take the test. The test will not be given at any other time. Failure to take the test at the appointed time and place will eliminate you from the applicant pool. The test will be held in Rooms 3102 and 3103 on the Oceanside campus at One Barnard Drive, Oceanside, CA 92056. The test will begin promptly at 2:30 PM. No one arriving after 2:30 PM will be admitted. Please call 760.795.6854 if you have any questions. NOTE: A visitor parking permit is required and can be obtained at the Campus Police Office, Bldg. 1100.

Apply and submit application materials through MiraCosta College's online application system at Once you are in the system, we strongly advise you to read the information on "How to Apply" and the FAQs (Frequently Asked Questions) before starting the application process.

In order to be considered for this position, you must submit the following documents directly in the online system and finish applying and receive a confirmation number by 11:59 PM on the closing date:

1. Application for classified employment on which you list all relevant experience.

2. Cover letter addressed to the "Screening and Interview Committee" specifically describing how your work experience meets the minimum qualifications and the representative duties.

3. Current resume or curriculum vitae summarizing your educational background and experience.

4. Keyboarding test results for 60 net words per minute. Self-administered online test results are acceptable. Official certificates are not required. Copy of results (certificate or screen shot) from administering site must clearly state your name, net words per minute and name of the source used for the keyboarding/typing test. Please review this document after you have attached it to your application.

NOTE: When you "APPLY FOR THIS POSTING," you will eventually be asked to answer the additional question(s) listed below. Your answers will appear toward the bottom of the application form.

- MiraCosta College is an Equal Opportunity Employer with a commitment to diversity. Describe your own commitment to diversity and how you will meet the minimum qualifications of "sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability and ethnic background of community college students." The screening and interview committee will review application materials three to four weeks following the closing date. Applicants selected for interview will be contacted by phone; those not selected for interview will be notified by e-mail once interview candidates have been scheduled.

Offer of employment to the person selected for this position is contingent upon 1) successful completion of a pre-placement physical exam at district expense; 2) submission of a current tuberculosis test clearance; 3) proof of eligibility to work in the United States; and 4) fingerprint clearance.

Individuals with qualified disabilities who need accommodation with any aspect of the application and/or interview process should contact Human Resources at 760.795.6854 at least five days prior to the closing date.

Retired STRS members are not eligible for these positions.

Basic Function and Other Details:
Performs a variety of complex secretarial duties and administrative/organizational support for department(s) and/or programs.

DISTINGUISHING CHARACTERISTICS: Incumbent works under the direction of the Director, Public & Governmental Relations, Marketing & Communications. Provides secretarial support to the Public Information Office. Responsible for the coordination of large-scale external and internal, multi-campus communications in both paper and electronic formats; writes and disseminates news releases for local news media, internal and external e-newsletters, and other publications; proofreads and edits all material generated in the Public Information Office; assists in the production of credit/noncredit class schedules; organizes, reviews, and maintains budget spreadsheets and files for college advertising and office supplies; authorizes payments for and follows up on discrepancies in college advertising; prepare, compile and order staff business cards and name badges; maintains timelines for office projects; maintains Public Information Office website and serves as campus website sub-administrator; serves as back-up emergency notification operator; assists director in the management of department aide and student workers; provides breaks for college Switchboard Operator.

Representative Duties:
(E = essential job function)

1. Perform secretarial duties for an assigned supervisor and other office staff, relieving the supervisor of a variety of technical and administrative duties; assist others assigned to supervisor by performing secretarial and clerical duties including: receive visitors, schedule appointments, screen visitors and phone calls and refer to appropriate staff members. Receive, open, and distribute mail; identify and refer matters to the assigned supervisor or staff member in order of priority. (E)

2. Compose and/or type correspondence; prepare reports; report information in person or by telephone where judgment, knowledge, and interpretation of policies and regulations may be necessary. Review and proof documents, records and forms for accuracy, completeness and conformance to applicable rules and regulations. Maintain department/program/web page(s). (E)

3. Prepare and type a variety of agendas, memoranda, minutes, contracts, and other materials including material of a confidential nature; record and transcribe minutes from a variety of meetings. (E)

4. Arrange and schedule a variety of meetings and conferences; establish and maintain complex interrelated filing systems; make travel arrangements for department/program personnel. (E)

5. Order and maintain office supplies and equipment; prepare and process purchase requisitions according to approved procedures; schedule maintenance and repair of equipment. (E)

6. Communicate with District and outside sources to resolve problems, provide or receive information. Disseminate information from supervisor to staff; serve as liaison between supervisor and staff. (E)

7. Review reports and maintain records of expenditures; assist in preparing budget reports. (E)

8. Hire, supervise and train, provide work direction and guidance to student workers, temporary staff and others as assigned. (E)

9. May support planning and logistics for events put on by the department or program. Responsibilities may include making room reservations; working with vendors; requesting facilities set up; preparation of purchase requisitions; ordering invitations and food.

10. Perform related duties as assigned.

Type of Benefits:
A full benefit package which includes employer-paid medical, dental, and vision plans for employee and dependents; $100,000 employee life insurance; other optional coverages; and membership in the California Public Employees' Retirement System (CalPERS).

Minimum Qualifications:
To be eligible for this position, you must meet and provide evidence of the following minimum qualifications:

1. Passing score on the MiraCosta College Secretarial In-Basket Test (see details regarding the test location and time below in the "Application Procedure" section); AND

2. Ability to type/keyboard at 60 net words per minute; AND

3. High school diploma or the equivalent; AND

4. One year of related work experience.
(IMPORTANT: For work experience, one "year" is defined as equivalent to 40 hours per week for 12 months, or at least 2,080 hours.)

Desirable Qualifications:

Licenses and Other Requirements:

Closing Date: 9-28-2017

First Screening Date:

Human Resources Contact Information: or 760.795.6854

About MiraCosta College
The MiraCosta Community College District is one of California's 112 public community colleges. The district includes the communities of Oceanside, Carlsbad, Encinitas, Cardiff, Olivenhain, Leucadia, Solana Beach, Rancho Santa Fe, Del Mar, and parts of Carmel Valley.

MiraCosta offers associate degrees, university-transfer courses, career-and-technical education, certificate programs, basic-skills education, and lifelong-learning opportunities that strengthen the economic, cultural, social, and educational well-being of the communities it serves.

The district consists of three campus sites and a robust online education program. The Oceanside Campus, serving about 12,000 credit students, has been located since 1964 on a panoramic 121-acre hilltop site with views of the ocean and mountains. The San Elijo Campus is located in Cardiff, 17 miles south of Oceanside, on 48 acres below the bluffs overlooking the San Elijo Lagoon Reserve. The San Elijo Campus opened in September 1988, and now attracts about 3,000 credit students. The Community Learning Center in downtown Oceanside hosts about 4,000 students in the college's noncredit classes including English as a Second Language, the Adult High School Diploma Program, and other tuition-free, noncredit classes as well as some college credit classes.


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