Staff Secretary (Human Resources)
invites applications for the position of:
Staff Secretary (Human Resources)
SALARY: $32,802.17 Annually
OPENING DATE: 05/04/18
CLOSING DATE: 05/25/18 04:30 PM
DESCRIPTION OF BASIC FUNCTIONS AND RESPONSIBILITIES:
The Shasta-Tehama-Trinity Joint Community College District (Shasta College) main campus is located in Redding, California, which sits at the northern end of the Sacramento Valley, surrounded by mountains to the north, east, and west. The area provides a wide array of outdoor amenities and activities with miles of hiking and biking trails, national parks, two lakes, and the Sacramento River.
Shasta College is committed to providing its diverse student population with equitable education outcomes, contributing to the social, cultural, intellectual, and economic development of our communities. The college has been recognized as a leader in developing and implementing innovative education programs to increase student success, including accelerated pathways for high school students to achieve a bachelor's degree and for returning students to complete their Associate and Bachelor's degrees. Shasta College enrolls more than 11,000 students annually and provides educational services to students with a wide range of skills and abilities.
Our ideal candidate is motivated to join a campus community prioritizing the success of our racially and socio-economically diverse staff and student population. Providing equitable outcomes so all members of our community may enjoy safe, healthy, and vibrant educational and employment environments is critical to our success.
The Human Resources Department contributes to the college's mission by providing the employment services essential for a fully engaged, high-performance workplace. Our mission is to hire and engage skilled employees to successfully serve our community. We value strategic thinking, collaboration, ethical decision-making, equity, inclusion, transparency, and a public service approach to strengthening our communities. We act with compassion and integrity within a culture of achievement and innovation to enhance Shasta College's position as an employer of choice in our region.
Basic Functions and Responsibilities:
To perform a variety of general clerical/secretarial duties in support of the day-to-day operations, programs, and activities within assigned unit, department, or office. Employees in this classification receive direct to general supervision within a framework of standard policies and procedures. This job class exercises responsibility for providing general clerical/secretarial assistance to include typing, filing, receptionist, record keeping, and other office support functions. This job class functions at a journey level and requires the successful processing and accomplishment of a variety of tasks and details from the initiation of a relevant procedure to its completion.
CLASSIFICATION: Range 25 on the Classified Salary Schedule, 40 hours per week, 12 months per year. Work assignment hours are 8:00 a.m. to 5:00 p.m., Monday through Friday.
SUPERVISOR: Associate Vice President of Human Resources 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:
• Performs a variety of general clerical, secretarial, and office support functions in support of assigned office programs and operations.
• Inputs, checks, verifies, compiles, and records a variety of data/information related to assigned program(s), department, or office.
• Types a variety of material such as interoffice communications, stencils, textbook/purchase order, requisitions, forms, letters, reports, statistics, curriculum projects, instructional material, specifications, etc. from rough draft or verbal instruction.
• Independently composes routine correspondence as directed by assigned supervisor/staff.
• Acts as office receptionist: answering telephones; making appointments; receiving and responding to students, faculty, administrators, and general public giving information and assistance whenever possible.
• Arranges and schedules a variety for meetings; notifying participants, confirming dates and times, reserving meeting sites, and preparing needed materials.
• Coordinates office activities with other departments, outreach centers, or outside vendors/agencies.
• Attends meetings, takes minutes, transcribes and distributes minutes as directed.
• Maintains accurate and detailed calendar of events, due dates, and schedules as they relate to office program(s) and activities to ensure proper tasks and activities occur as scheduled.
• Receives and accounts for various payments/fees related to assigned functions.
• Prepares reports from data compiled and records kept as it relates to assigned program area(s).
• Receives, sorts, and distributes incoming and outgoing mail.
• Establishes, maintains, and updates a variety of 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.
• Orders, stores, and issues supplies and materials pertinent to the functions of assigned operational unit; maintains inventory/stock levels of supplies/materials needed.
• Operates standard office equipment such as computer, copier, calculator, printer, etc.
• 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 within assigned unit.
• Assists other support staff with assigned functions as needed.
• Performs other related duties similar to the above in scope and function as required.
• Proper office methods, practices, and procedures including filing, report writing and proper telephone techniques.
• Business English including proper usage, grammar, punctuation, and spelling.
• Learn the operations, procedures, policies, and requirements and terminology of assigned program, department, or operational unit and apply them with good judgment in a variety of procedural situations.
• Learn, interpret, and successfully apply District rules, procedures, and policies with good judgment while independently carrying out a variety of technical procedures.
• Compose routine correspondence independently.
• Transcribe dictation with speed and accuracy.
• Understand and carry out a variety of oral and written instructions independently.
• Perform mathematical calculations accurately.
• Perform required duties within established timelines.
• Establish and maintain efficient record keeping/filing systems and prepare routine reports.
• Coordinate activities and details and maintain effective schedules of events.
• Analyze situations and take appropriate action regarding routine procedural matters without immediate supervision.
• Accurately type at 50 words per minute.
• Operate a variety of standard office machines and equipment including typewriter, calculator, copier, computer terminal, etc.
• Effectively and tactfully communicate in both oral and written forms.
• Establish and maintain effective work relationships with those contacted in the performance of required duties.
• May require: Take dictation at a speed of 80 words per minute.
• Two years of responsible clerical or secretarial experience.
• College training in secretarial subjects may be substituted on a year-to-year basis.
• High school graduation or equivalent.
Online Application with Additional Required Materials to be attached to application:
• Typing certificate reflecting a minimum of 50 net wpm taken within the last year (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.
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