Administrative Secretary I (Economic and Workforce Development, Grant Funded)
invites applications for the position of:
Administrative Secretary I (Economic and Workforce Development, Grant Funded)
SALARY: $39,966.25 Annually
OPENING DATE: 04/05/18
CLOSING DATE: 04/26/18 04:30 PM
DESCRIPTION OF BASIC FUNCTIONS AND RESPONSIBILITIES:
To perform a wide variety of advanced secretarial and office support functions in support of the day-to-day operations, programs, and procedures related to the assigned responsibilities of a mid-level administrator in the District; to plan, organize, and coordinate the processing of information and office work through assigned office; and to relieve assigned mid-level administrator of routine administrative details not requiring his/her immediate attention. Employees in this classification may direct, oversee, coordinate, and review the work of student assistants and other office support staff. This job class provides advanced secretarial and office support functions requiring the use of initiative, organizational and problem solving skills, and independent judgment in the organization, coordination, and processing of work and information through assigned office. This class is distinguished from others in the secretarial series by assignment to a Dean. This job class functions at an advanced journey level of classification requiring a thorough knowledge of District policies, procedures, and regulations as applied to specific area of assignment.
CLASSIFICATION: Range 33 on the Classified Salary Schedule, 40 hours per week, Work assignment hours are 8:00 a.m. to 5:00 p.m., Monday through Friday, 12 months per year.
SUPERVISOR: Associate Vice President of Economic & Workforce Development or designee
BENEFITS: Holiday, vacation and sick time will be provided. Our competitive benefits package includes medical, dental, and vision insurance provided at a share of cost on a pretax basis, CalPERS Retirement and an employee assistance program (EAP).
Employees have the option to contribute to:
• Health Savings Account (HSA)
• 403(b) and 457 Retirement Plans
• Section 125 Plan including Flexible Spending Accounts (FSA) and Dependent Day Care Accounts
In addition, employees have the option to purchase:
• Disability Income Insurance
• Cancer Insurance
• Life Insurance
• Accident Only Insurance
• Critical Illness Insurance
For more information regarding Employment and Benefit Policies, please view the Classified Employee Collective Bargaining Agreement.
TYPICAL DUTIES, KNOWLEDGE AND ABILITY:
• Exercises independent judgment; relieves a mid-level administrator of actions not requiring his/her immediate attention.
• Serves as liaison between assigned office and those divisions/departments reporting to it.
• Performs varied and responsible secretarial duties to assist in the coordination and processing of routine administrative operations.
• Organizes, plans, prioritizes, and processes work through the office.
• Uses computer to coordinate the typing, checking, compiling, and recording of a variety of data/information within assigned office.
• Prepares a wide variety of material such as interoffice communications, promotional materials, brochures, requisitions, forms, letters, reports, statistics, special projects, instructional materials, specifications, etc. from rough draft or verbal instructions and independently composes correspondence.
• Provides input and recommendations regarding office support budget.
• Keeps computerized records of expenditures maintaining and monitoring office and special programs, budget accounts, records, and running balances performs necessary arithmetical computations.
• Maintains and monitors budgetary records and departmental/office records; orders supplies and processes purchase orders, as needed.
• Compiles and prepares information for budget development purposes.
• Acts as information source regarding operational policies, procedures, and requirements; receiving and interviewing callers and providing information where judgment, knowledge, and interpretation of established procedures/policies are required.
• Arranges, attends, and schedules a variety of meetings; notifying participants, confirming dates and times, reserving meeting sites, and preparing needed materials.
• Attends meetings, takes minutes, transcribes, and distributes minutes to appropriate staff/personnel; follows up on minutes of meetings as required.
• Receives, handles, and processes confidential information ensuring that security and strict rules of confidentiality are maintained.
• Maintains accurate and detailed calendar of events, due dates, and schedules as they relate to assigned program(s) and services.
• Prepares reports from data compiled and records kept.
• Establishes and maintains a variety of office records, logs, and filing systems pertaining to assigned area(s) of responsibility.
• Receives, reviews, and verifies documents, records, and forms for accuracy, completeness, and conformance to applicable rules, regulations, policies, and procedures.
• Receives, sorts, and distributes outgoing and incoming mail, prioritizing and designating appropriate response whenever possible and/or responding to correspondence as directed.
• Makes travel arrangements for assigned administrator(s).
• Develops or assists in the development of forms, worksheets, and record keeping systems for the collection, dissemination, and maintenance of needed information for specialized programs and functions within assigned unit.
• Performs special reports or researches issues as requested.
• May interview, train, and oversee the work of others in a lead capacity.
• Performs other related duties similar to the above in scope and function as required.
• proper office methods, techniques, and procedures including filing systems, business correspondence, receptionist techniques, and report writing and telephone techniques.
• Business English including proper grammar, punctuation, vocabulary, and spelling
• general accounting principles
• word processing and computer software applications
• learn the operations, procedures, policies, and requirements of assigned office and apply them with good judgment in a variety of procedural situations
• learn, interpret, and successfully apply established rules, procedures, and policies with good judgment while independently carrying out a variety of technical and routine administrative procedures
• understand and carry out a variety of oral and written instructions independently.
• prioritize, direct, and coordinate workflow among clerical support staff within assigned office
• type accurately at 65 words per minute
• take notes/minutes and accurately transcribe them
• perform mathematical calculations accurately
• develop and maintain a variety of computerized records and filing systems
• independently compose routine correspondence and prepare reports
• coordinate activities and details and maintain effective schedules of events
• prioritize and appropriately schedule work load or tasks to meet established deadline
• compile and maintain the security of confidential information
• operate a variety of standard office equipment such as calculator, copier, computer, printer, and fax
• effectively and tactfully communicate in both oral and written form
• establish and maintain effective work relationships with those contacted in the performance of required duties
• Associate in Arts Degree or equivalent. Responsible secretarial experience may be substituted on a year-to-year basis.
• Four years of increasingly responsible secretarial experience. Two years of secretarial experience in a community college preferred; college training in office administration subjects may be substituted on a year-to-year basis.
Online Application with Additional Required Materials to be attached to application:
• Typing certificate reflecting a minimum of 65 net wpm (online typing certificates, such as www.freetypinggame.net, will be accepted)
Online Application with Additional Preferred Materials to be attached to application:
• Cover letter addressing criteria listed in the position announcement
• Current resume
• College transcripts (unofficial will be accepted at the time of application)
Attention Internal Applicants:
• Internal candidates must also apply online and submit all required materials to be considered.
• Permanent Internal candidates cannot attach evaluations OR letters of recommendation from administrators or Board of Trustee members.
After formal application has been made, all application materials will be screened.
• Interviews will be by invitation only.
• Interviews are held on campus. No Skype or phone interviews.
• The District does not provide expense/travel reimbursement for expense/travel costs incurred during the interview process.
New Classified Appointments will be placed at Step 2 on the Classified Salary Schedule and will graduate to the next step on July 1st if the hire date is before April 1, with subsequent steps annually thereafter to a maximum sixth step.
Longevity pay in accordance with Section 8.8 of the Classified Employee Collective Bargaining Agreement.
For full application instructions and position description, visit http://www.shastacollege.edu/Human%20Resources/Current%20Openings/Pages/ApplicantResources.aspx
The Shasta-Tehama-Trinity Joint Community College District ("Shasta College") does not discriminate against any person on the basis of race, color, national origin, sex, religious preference, age, disability (physical and mental), pregnancy (including pregnancy, childbirth, and medical conditions related to pregnancy or childbirth), gender identity, sexual orientation, genetics, military or veteran status or any other characteristic protected by applicable law in admission and access to, or treatment in employment, educational programs or activities at any of its campuses. Shasta College also prohibits harassment on any of these bases, including sexual harassment, as well as sexual assault, domestic violence, dating violence, and stalking