Executive Secretary, Office of the Chancellor/Trustee Services (Substitute)

Job description

South Orange County Community College District


Executive Secretary, Office of the Chancellor/Trustee Services (Substitute)


PLEASE NOTE: In order to be considered for this opening, you must apply through the District website at https://jobs.socccd.edu


Summary Description:    

The District’s goal as an academic community is to sustain a working environment that is welcoming to all, fosters and celebrates diversity, and promotes and rewards excellence. An exemplary academic community promotes an inclusive environment that best prepares our faculty, staff and students to live, work, and contribute to a global society.


This position is a short-term, temporary, Non-Bargaining Unit assignment, not to exceed 160 days. The assignment is on an as needed basis, and may be shortened or extended.


Once you have submitted an application electronically, the current status of your application will be available to view at any time upon signing in under your personal username and password. Please do not call the Human Resources Office regarding the status of your application.


To provide confidential administrative, secretarial, financial recordkeeping and clerical assistance in support of an assigned executive office or offices.

To foster a culture of collaboration, mutual respect, innovation, and continuous improvement throughout the District; lead by example; actively participate in and support District-wide participatory governance components and activities and other collaborative processes; encourage professional excellence among the staff and promote an organizational culture of customer service, innovation, and quality services.


Distinguishing Characteristics:    

Receives direction from an assigned executive(s).

Exercises functional and technical supervision over student assistants, interns and others as assigned.


Duties may include, but are not limited to the following::

• Provide administrative support to office(s) of assigned supervisor(s), relieving the administrator(s) of a variety of secretarial, clerical, technical, financial record-keeping and administrative details.

• Perform a variety of duties independently, such as overseeing the mailroom, including the distribution of all mail; overseeing the operation and maintenance of all duplication machines in the administration area, including ordering service, parts, paper and taking meter readings according to an established timeline; maintaining annual contract renewals (requisitions); scheduling the use of conference room as requested and maintaining the conference room calendar.

• Assist in monthly Board of Trustees meeting agenda production including the web posting of the agenda, distribution of agenda and assembling of agenda binders. 

• Provide backup assistance and telephone coverage to the Office of the Chancellor and Trustees Services as needed and during vacations and absences. 

• Perform confidential administrative support to assist in preparing negotiating positions and materials, meeting reporting requirements and functional responsibilities, and preparing special projects and research objectives.

• Coordinate travel and meeting arrangements; create releases, reports, agendas, calendars, worksheets and other documents; assure the timely completion of work in accordance with established policies, procedures and standards.

• Edit materials and writings written by others; assist in the review of all promotional materials intended for general distribution; track and enter regular updates to district website. 

• Assemble, prepare and distribute agendas, reports, documents and bulk mailings; receive, process and distribute incoming and outgoing mail.

• Answer telephones and respond to routine questions and requests for information from administrative, management, academic and/or classified staff or the public; communicate information in person, by telephone, or by email as necessary.

• Assist with financial record-keeping matters including budget preparation, documentation and expenditure reviews; post, monitor and track invoices and other expenditures; issue; process budget/expense transfers; prepare purchase requisitions, check requests, independent contracts and claims for reimbursement of special funds related to assignment; assist in ordering supplies and assuring proper functioning of office equipment.

• Serve as a liaison between assigned office, the colleges and other departments; coordinate office functions such as phone service, email, relocations and building maintenance.

• Compose correspondence independently; format, type, proofread, duplicate and distribute correspondence, notices, lists, forms, memoranda, calendars, reports, agendas, and other materials, according to established procedures, policies and standards.

• Establish and maintain complex, interrelated filing systems including confidential files; collect, compile and record narrative, statistical and financial data and other information; research and verify information as requested.

• Prepare a variety of schedules, reports, lists and summaries using word processing, desktop publishing, spreadsheet and data base management software; maintain logs and other manual records as required; maintain, organize, update, and purge files, manuals, resource materials, records and other materials as needed, according to established standards.

• Operate an electronic keyboard to input, retrieve and maintain data and text; type, format, proofread and print a wide variety of reports, letters and memos; type from rough draft, verbal instructions or transcribing machine recordings; and compose correspondence. 

• Operate office equipment including computer equipment, typewriter, calculator, copier and facsimile machine.

• Train and provide work direction to student assistants, interns and others as assigned.

• Perform related duties as assigned.


Knowledge of:    

Basic research methods and techniques.

• Budget preparation and monitoring.

• Correct English composition, grammar, spelling and vocabulary.

• Current word processing, spreadsheet and database programs, methods and techniques.

• Data gathering procedures and mathematical concepts.

• Interpersonal skills including tact, patience and diplomacy.

• Operation of computer, peripherals and software programs, including information systems, database management, spreadsheet, word processing and specialized software.

• Oral and written communication skills.

• Principles and practices of training and providing work direction to others.

• Principles, practices and procedures of business letter writing, data collection, financial and statistical record keeping and report preparation.

• Receptionist and telephone techniques and etiquette.

• Techniques used in office management and public relations.



Ability to:    

Communicate clearly, concisely and effectively, both orally and in writing, with diverse constituencies within and outside of the District.

• Communicate clearly and concisely, both orally and in writing, using correct English usage, grammar, spelling, punctuation and vocabulary.

• Effectively present information in person or on the telephone.

• Encourage professional excellence among the staff and promote an organizational culture of customer service, innovation, and quality services. 

• Establish and maintain cooperative working relationships with those contacted in the course of work.

• Establish, review and revise office work priorities.

• Exercise good judgment and discretion in analyzing and resolving confidential, difficult and sensitive situations.

• Independently compile information and compose written materials such as correspondence, reports and memoranda.

• Learn and correctly interpret, apply and explain the policies, procedures, laws and regulations related to areas of assignment.

• Learn District and college organization, operations and objectives.

• Learn journalistic writing and reporting techniques.

• Learn media relations and organizational communication strategies.

• Learn the principles and practices of public relations and marketing.

• Learn the technical activities involved in the production and broadcast of televised programs.

• Maintain accurate statistical and financial records.

• Maintain confidentiality of sensitive information.

• Operate office equipment such as computer, printer, calculator, copier and facsimile machine.

• Operate word processing, desktop publishing, spreadsheet, data base management and specialized software proficiently.

• Perform assigned work with speed and accuracy.

• Perform responsible and complex administrative support work involving the use of independent judgment and personal initiative.

• Plan and organize work.

• Relate effectively with people of varied academic, cultural and socioeconomic background using tact diplomacy and courtesy.

• Respond to requests and inquiries from members of the Board of Trustees, administrators, students, staff or the public.

• Train and provide work direction to others.

• Type, format, proofread, duplicate and distribute documents and other written materials, such as reports, business correspondence and procedure manuals.

• Understand and effectively and collaboratively work in a complicated multi-college environment, as well as within a system of community college districts.

• Use sound judgment in recognizing scope of authority.

• Work effectively with minimal supervision. 


Education and Experience Guidelines:    

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.



Equivalent to completion of the twelfth grade supplemented by college-level training in business, secretarial science or related field.



At least four years of increasingly responsible administrative secretarial experience.


To Apply:

Please visit the District’s Employment Opportunities website at https://jobs.socccd.edu for a detailed job description, to learn more about the District and to complete an on-line application.  


NOTICE TO ALL CANDIDATES FOR EMPLOYMENT: The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country.  






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Job No:
Posted: 5/15/2018
Application Due: 7/14/2018
Work Type: