Administrative Secretary - Senate

Job description

Orange Coast College


Administrative Secretary - Senate

Job# O-012-19

Salary: $47,978.00 - $64,684.00 Annually

Deadline: 07/20/18


Full job description and OFFICIAL application available ONLY at:



Performs specialized secretarial and administrative support duties for teh Academic Senate and Classified Senate under the supervision of the Vice President of Instruction.  Provides support to administrative projects, work flow, and support activities (i.e. agendas, minutes, etc.) for the senates and their related functions.

Distinguishing Career Features

The Administrative Secretary is part of a multi-level career path for general clerical, secretarial, and administrative support.  Administrative Secretaries typically report to a department head, senior professional, or designee, and require the ability to provide secretarial and clerical support, requiring competencies such as and not limited to, the ability to carry out projects that involve data from other departments and sites, and research and gather for reports and special studies.  The Administrative Secretary also requires the ability to research and review records for compliance, due process, reimbursements, and external reporting.  Advancement to Administrative Assistant I is based on need, requires compliance with the job qualifications and the ability to provide support to administrative committees, official proceedings, and processes requiring a higher level of specialization and reporting relationship and provide varied and difficult support to business and academic processes, usually reporting to an executive and coordinating work flow among other support staff.

Essential Duties and Responsibilities

Specific duties may vary among departments and jobs.  Incumbents typically perform a substantial portion or all of the following kinds of duties: 

Performs administrative support involving secretarial, technical, and logistics services. Applies working knowledge of the functions, policies, and procedures of the division/department, as well as those having implications to other functions. 

Interprets and conveys policies and procedures, referring difficult or sensitive matters to an administrator.  Responds to inquiries and conveys information about programs and services provided by the organizational unit.  

Organizes work by researching and setting up business and academic calendars and cycles, then establishing and sequencing deadlines and/or timelines for projects, activities, and required submissions.  

Provides support to, and may coordinate departmental projects and events, integrating them with ongoing work routines.  Projects and events include but are not limited to compliance and performance reporting, enrollment and transfer processes, etc.

Collects, updates and maintains data and files, such as those used in special student programs, and other processes where there information privacy considerations. Reviews and enters data using established data entry screens and formats. 

Provides administrative support to special processes including, but not limited to, committees and special subject group meetings.  Prepares forms, revisions, and final documents to support proceedings.  

Takes notes and prepares meeting recollections.  Prepares from rough drafts or instructions a variety of materials such as letters, memoranda, reports and statistical data. Composes original correspondence and forms on routine department matters. 

Researches and may prepare requisitions and claims for reimbursable services. Initiates communications to resolve, invoice, purchase order, and contractual matters with vendors and other service providers. 

Assists an administrator or designee with personnel-related transactions such as those for tracking leaves, time and attendance, and employing part time and temporary staff. 

Schedules appointments and arranges meetings.  Prepares schedules and informs participants, confirming dates and times.  Makes travel reservations. 

Prepares documents on behalf of the administrator such as but not limited to, agreements and contracts for services, performance appraisals, proceedings, and reports used by and/or provided by the division.  Processes documents for approval. 

Assists one or more administrators with developing organization unit budget proposals, maintaining communications with work sections on status and information needs.  Researches and identifies reimbursable services.  

Maintains approved budgets, transaction records, and audit trails, including those for projects and grant-funded activities such as Professional Development Institute (PDI).  

Researches and may reconcile expenditures and initiates budget allocation changes and reassignments of funds to and from various accounts, working with accounting staff to assure compliance with business practices and regulations. 

May update content to Senate's web pages and portal sites as approved by the supervisor and executive boards of the senates. 

Performs other related duties as assigned that support the objective of the position.


Qualifications and Physical Demands


Knowledge and Skills:

The position requires in-depth knowledge of office practices, procedures and equipment, including the design and organization of filing systems, receptionist and telephone techniques, and letter and report writing.  Requires a working knowledge of computer-based software programs that support this level of work, including, but not limited to, word processing, spreadsheet, presentation graphics, desktop publishing, special applications used by the organization unit, and data entry onto custom databases. Requires basic skill at facilitating small group problem-solving processes.  Requires sufficient math skills to perform financial, numeric, and other record keeping.  Requires sufficient knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence. Requires sufficient human relations skills to work cooperatively with diverse teams, convey technical information, solve problems, and exercise sensitivity when dealing with internal and external customers, and convey technical concepts. 


Requires the ability to independently perform all of the duties of the position. Requires the ability to accurately take and transcribe notes and/or meeting minutes/recollections. Requires the ability to learn, interpret, explain and apply knowledge of College and department organization, operations, programs, functions, special terminology used in the organization unit, and labor agreements to relieve an administrator or senate executive boards of a variety of administrative details.  Requires the ability to learn and apply knowledge to support Senate processes, to know recording and monitoring master calendar and meeting schedules, interpret budget information, and processing college and district transactions.  Requires the ability to prepare spreadsheets, graphs and charts.  Requires the ability to learn about basic budgeting, and of information systems used by the College within a reasonable time frame.  Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines. Requires the ability to maintain confidentiality of private and sensitive information.  Requires the ability to communicate with faculty, management, students, staff, and the public using patience and courtesy, and in a manner that reflects positively on the department and College. Requires the ability to maintain productive and cooperative working relationships with others.


Education and Experience:

The position requires one year of post-secondary education in a business profession and three years of experience in an administrative support/secretarial capacity.  An Associate's degree is preferred and will substitute for some experience. Or, any combination of education and experience that would provide the required qualifications.

Physical Abilities:

The position incumbent must be able to function indoors in an office environment engaged in work of primarily a sedentary nature. Requires ambulatory ability to sit for extended periods of time, to utilize computers and peripheral equipment, accomplish other desktop work, and to move to various office/campus locations.  Requires the ability to use near vision to read printed materials.  Requires auditory ability to carry on conversations in person, by electronic transmission, and over the phone.  Requires the ability to retrieve work materials from overhead, waist, and ground level files.  Requires manual and finger dexterity to write, use a pointing device and keyboard at an advanced rate, operate a computer, and to operate other standardized office and meeting presentation equipment requiring repetitive motions. Ability to lift up to 25 pounds.


Working Conditions

Work is performed indoors where minimal safety considerations exist.

Full job description and OFFICIAL application available ONLY at:





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Job No: O-012-19
Posted: 7/11/2018
Application Due: 7/20/2018
Work Type:
Salary: $47,978.00 - $64,684.00 Annually