Administrative Secretary III

Job description


Full-time/Non Exempt 40 hours per week; 12 months per year working in the Public Safety Education and Training Center.
CSEA Range 24; $3,465.57 per month

Some highlights and details associated with this position:
The Public Safety Education and Training Center Secretary III position provides critical support to various law enforcement and fire academy training programs.  These academy programs are affiliated with the Career and Technical Education Division of Butte College, and include the Firefighter I Academy, Regular Basic Law Enforcement Academy, California Department of Parks and Recreation Law Enforcement Academy, California Department of Fish and Wildlife Law Enforcement Academy, and the Public Safety Dispatcher Academy.

Butte College's main campus is located on a 928-acre wildlife refuge and we pride ourselves on being a national college leader in sustainability.  Community partnerships matter to us.  We work with our K-12 partners to create career pathways for students to seamlessly move from high school to Butte College coursework or credit to transfer to a four-year university.  In fact, Butte College has the highest transfer rate of all California community colleges to California State University, Chico.   Butte College contributes to economic development through the Training Place, and the Small Business Development Center. 

For 50 years, we have successfully provided a quality educational experience to our students, offering associates degrees and training in career fields including business, medical, law enforcement, welding, automotive, computers, and more. 

The ideal candidate will share Butte College's commitment to our mission and values, especially our commitment to educating our racially and socio-economically diverse student population.  We currently enroll around 16,000 students annually, many of whom are from racially minoritized populations.  59% of Butte College students are white, 27% are Latinx, 6% are Asian, 3% are African American, 2% are Native American, and 4% are multi-ethnic.  As an emerging Hispanic Serving Institution (HSI), Butte College understands that it has a great responsibility to the educational attainment and economic well-being of our surrounding communities.

The successful candidate will join a campus community that demonstrates its commitment to student equity by supporting ongoing professional development for students, faculty and staff.  These opportunities include a Cultural Awareness Community of Practice, FAIR Classrooms, active Diversity and Student Equity Committees, support for our undocumented and AB 540 students, a robust set of culturally responsive programs and events, and conferences related to equity-mindedness and supporting the success of our diverse students.

Under the direction of an administrator, performs a variety of complex administrative secretarial responsibilities which requires the use of independent judgment; assists with complex administrative matters; serves as initial contact for students, faculty, staff and external agencies.

This is the lead, technical specialist level in the Administrative Secretary series.  Work is performed within broad guidelines, high levels of independent judgment are required and may involve responsibility of lead direction of projects and staff performing related duties.  Duties may involve performing the most technical and difficult tasks, requiring specialized or advanced skill in one or more areas of the work assigned.


  1. Performs a variety of duties utilizing the college Learning Management System (Canvas).  Duties include entering, editing, and proctoring student tests; processing instructor evaluations by students; and making changes within the Canvas site.
  2. Utilizes the State Fire Training Course Scheduling Program to document fire academy skills testing and obtaining applicable certificates.
Representative Duties

The duties recorded below are representative of the duties of the class and are not intended to cover all the duties performed by incumbent(s) of any particular position.  The omission of specific statements of duties does not exclude them from the position if the scope of work is similar, related or a logical assignment to this class.  The essential duties of the class are indicated with an asterisk *.

  1. Organizes and coordinates the activities of an assigned office to assure efficient and effective operations; coordinates communications; assists the assigned administrator or department manager as directed*
  2. Performs a variety of duties independently in support of functions delegated to assigned administrator; interprets and applies rules and regulations as appropriate; maintains issues of a confidential nature*
  3. Maintains current budget information; initiates and monitors budget augmentations and expenditures; assists in budget formulation and preparations; may collect, post, deposit and distribute various money, in-kind contributions, donations and scholarships; reconciles deposits with reports; maintains expense records, creates asset statements, records Foundation assets; prepares information for yearly audit and responds to audit findings*
  4. Assists in the development of scheduling courses and instructors; coordinates and inputs class schedule and room utilization; verifies schedule for accuracy while adhering to established District timelines*
  5. Arranges for staffing of classes and part-time assignments; develops contract exception notices and flex agreements; coordinates with special populations their course/program scheduling needs*
  6. Coordinates activities with administrator or department manger to monitor faculty teaching load, overloads and banked time*
  7. Advertises for and coordinates associate faculty selection pools ensuring District compliance; initiates correspondence and arranges interviews of candidates; maintains database*
  8. Maintains and updates technical skills in order to perform complex, advanced level computer methods including word processing, design and layout for publications, database development and maintenance, charts and spreadsheets utilizing a variety of software and peripherals; may perform data entry to fundraising software program*
  9. Researches, compiles and retrieves data and provides input for complex statistical and narrative reports from a variety of sources; verifies data to determine compliance with established procedures*
  10. Makes and processes travel, conference, hotel reservations and arrangements; schedules and confirms appointments, maintains calendars; may develop quarterly calendar of meetings and activities related to Foundation Board of Directors*
  11. Initiates, screens, and directs telephone calls; assists and directs visitors; receives and opens mail, determines priorities, independently responds to and initiates correspondence as appropriate*
  12. Initiates payroll processes and maintains records of faculty, staff and students*
  13. Advertises for and coordinates student enrollment processes for assigned disciplines; collects student registration fees; processes enrollment materials; provides registration/enrollment advising*
  14. Composes and prepares correspondence, memoranda, minutes, confidential materials, statistical spreadsheets, financials, and reports from oral and written instruction; maintains a variety of files and records*
  15. Prepares a variety of complex support materials including surveys, forms, charts, computerized presentations and brochures; prepares agenda items for meetings; records, prepares and distributes minutes; maintains records; may facilitate meetings in absence of supervisor or coordinate and attend numerous fundraising/social events both on and off campus*
  16. Maintains working knowledge of specialized terminology; maintains familiarity with District programs, policies, procedures and rules; responds to requests for information from students, faculty, staff and the general public regarding District and Foundation programs; may serve as Foundation reporting officer to Fair Political Practices Commission*
  17. Coordinates textbook requisitions; acts as liaison between department and campus bookstore; contacts publishing companies; requests textbooks and related instructional materials*
  18. Provides training and work direction to student workers and hourly personnel; provides input regarding performance evaluations and salary increases
  19. Controls building keys and prepares grounds/maintenance requests
  20. May serve on a variety of District committees as requested
  21. May perform other duties as assigned

  • Associate's Degree in Office Information Systems or a related field or the equivalent*; AND
  • Three (3) years of increasingly responsible experience closely related to the duties and responsibilities of this class; AND
  • Graduation from high school or G.E.D. or the equivalent**.
*Associate's degree education equivalency equals two (2) years of increasingly responsible work experience for each full year (24-30 units) of college.

**High School education equivalency equals an adult education diploma or four (4) years of full-time, paid work experience.

  • Sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity and sexual orientation and ethnic backgrounds of community college students and staff.
  • Hold and maintain a valid driver's license throughout duration of employment with the District.
  • Possess a basic understanding of a learning management system.
  • Experience working within an educational environment.
  • Experience working within a public safety or closely related environment.
May be acquired through education, training and/or experience.
 Knowledge of:  District policies and procedures; modern office practices and procedures including letter writing techniques and the elements of correct English usage, spelling, vocabulary and basic mathematics; filing practices and systems; modern office equipment including computers, peripherals, communications devices and digital hardware; modern accounting practices. 
Ability to:  understand and apply District and departmental policies and procedures; integrate State laws and regulations with program policies and procedures; analyze and research problems and make appropriate recommendations; integrate and implement program needs within parameters of District, departmental and accounting procedures; independently compose correspondence and reports utilizing advanced software and formatting techniques; acquire and maintain technical knowledge of modern office procedures, equipment and computer programs including purchase recommendations; work independently with an emphasis on detail; utilize Keyboarding skills commensurate with the required functions for this position; maintain proficiency in keyboarding skills; prioritize work load and meet deadlines; make decisions; independently apply good judgment; establish and maintain cooperative relationships with those contacted during the course of work;  accurately provide work direction; take accurate minutes of meetings. Supplemental Information

No assigned permanent staff to supervise. Provides work direction and oversees student and short-term employees.

Normal office environment.

Faculty, staff, administrators, students and other general public.

Normal office environment.


  1. The successful applicant will be required to complete a medical history questionnaire and must agree to undergo and pass a pre-employment physical examination, based on the physical requirements of the position, prior to employment. The physician will be selected and paid for by the District. Disabilities not related to the essential physical job requirements will not preclude the applicant from being hired.
  2. Education Code § 87408.6 states that no person shall be initially employed by a community college district in an academic or classified position unless the person has submitted to an examination within the past sixty (60) days to determine that he or she is free of active tuberculosis.
  3. As a condition of employment the position you are applying for will require that you provide fingerprints to the local police department. The fee charged by the Department of Justice (DOJ) for the fingerprint report is the employee's responsibility. If you should be offered this position you will be asked to sign a payroll deduction form which will authorize the District to deduct the fee charged by the DOJ from your first paycheck.
The District reserves the right to modify, rescind or re-advertise this announcement without notification or to delay indefinitely the employment of a person for the position.

The Butte-Glenn Community College District is an Equal Opportunity Employer.

-------------------------------------------Application Instructions------------------------------------
ALL APPLICANTS, INCLUDING CURRENT BUTTE COLLEGE EMPLOYEES, MUST SUBMIT ALL REQUIRED DOCUMENTS WITH THE ONLINE APPLICATION IN ORDER TO MOVE FORWARD IN THE RECRUITMENT PROCESS. If you are applying under Equivalency for the education minimum qualification, please attach a document titled Equivalency using the "Transcript" drop down file type located in the attachment section of the application.

All on-line attachment types require that you attach a document.

Please describe in your cover letter how your past experience and qualifications meet the needs of this position.

Please submit this as an attachment, not as a text resume within the application.

You are required to provide transcripts for all coursework and/or degrees listed on the application materials you have submitted. The transcripts must include the date the institution granted the degree. Legible copies of transcripts are acceptable at this point in the process. Official transcripts must be submitted prior to hire.

Foreign transcripts must include a U.S. evaluation and translation.  Please contact the Office of Human Resources for a list of agencies providing this service or our website at;

All offers of employment are contingent upon the submission of official transcripts showing completion of the degree.




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Job No:
Posted: 7/13/2018
Application Due: 7/16/2018
Work Type: