Administrative Secretary*, Institutional Effectiveness

Job description

Modesto Junior College


Administrative Secretary*, Institutional Effectiveness

Salary: Range 30, $3,874 to $4,942 per month

2018-19 Classified Salary Schedule 

40 hours per week, 12 months per year 

Monday- Friday: 8:00 am -5:00 pm

(May include evenings and weekends)


*This is a categorically funded position. (Continued employment in this position is dependent upon funding).


Appointments are hired at the first step of the range. The second step is paid after the first year of satisfactory service with subsequent steps annually thereafter to a maximum sixth step.

Deadline: 11/26/2018


Complete job description and application available online at:



Job Description    


Under direction, coordinates and performs advanced and confidential administrative work as the primary secretary for a Dean or other senior-level manager; organizes, leads and performs highly complex and technical administrative duties and services related to budgeting, accounting, contracts, payroll, scheduling, purchasing, personnel, curriculum and/or other areas; may serve as a lead worker over subordinate clerical and/or technical staff; and performs related work as assigned.



This is the advanced secretarial class in the Administrative Support Series within the Yosemite Community College District (YCCD). Incumbents must utilize advanced technical knowledge of specialized subject areas to make decisions and complete assignments. Positions in this class provide primary secretarial and administrative support to a Dean or other senior-level manager, often serving as a lead worker and/or administrative coordinator for the work unit.


This class may be distinguished from the lower-level class of Administrative Technician because incumbents in that class perform moderately complex technical duties in support of department administrative and operational activities. An Administrative Technician may serve as a secretary or office coordinator for a small operational unit, but assignments are generally less complex and sensitive than those assigned to an Administrative Secretary.



Incumbents in this class work under the direction of a Dean or other senior manager, receiving occasional supervision while working toward a definite objective that requires use of a wide range of procedures. Incumbents plan and/or determine specific procedures or equipment required to meet assigned objectives and solve non-routine problems, referring only unusual matters to a supervisor.


An incumbent in this class does not directly supervise other full-time employees, but may serve as a lead worker and administrative office coordinator by assigning, directing and/or monitoring the work of subordinate full time employees on a regular basis.


Minimum Qualifications    

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The knowledge and ability requirements are representative of essential duties. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the position.


Knowledge of:

• Modern office procedures, methods and equipment including computers and supporting computer applications.

• Principles of business letter writing and advanced document preparation.

• Methods and techniques of transcribing notes and meeting minutes.

• Principles and procedures of filing and record keeping.

• Standard mathematical principles.

• Standard technical accounting procedures and principles.

• Principles and applications of purchasing.

• Advanced English usage, spelling, grammar and punctuation.

• College policies and procedures applicable to area of assignment.

• Pertinent Federal, State and local codes, laws and regulations.


Ability to:

• Perform a wide variety of responsible, administrative and secretarial support duties for an administrator.

• Independently prepare correspondence and memoranda.

• Organize and schedule work to maximize efficiency.

• Maintain confidentiality of sensitive information and work performed.

• Monitor budget expenditures and prepare appropriate reports.

• Type or take dictation at a speed necessary for successful job performance.

• Maintain a calendar of activities and schedule meetings appropriately.

• Operate office equipment including computers and supporting word processing and spreadsheet applications.

• Prepare and maintain accurate and current records and files.

• Respond to difficult requests and inquiries from students, faculty and staff.

• Communicate effectively, both orally and in writing.

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


Education and Experience    

Any combination of education, experience and/or training that would likely provide the above-required knowledge, skills and abilities is qualifying. Typical background patterns that would provide the knowledge, skills and abilities are:


Pattern I


• Experience: Two years equivalent to an Administrative Technician at YCCD.


OR Pattern II


• Education: Possession of an associate’s degree from an accredited college with major course work in business administration or a closely related field.


• Experience: Four years of increasingly responsible administrative support experience, including two years providing secretarial support to a manager or program administrator.


Example of Duties    

• Serves as an administrative secretary and office management coordinator in support of a Dean, Director, or similar senior-level manager, with responsibility for providing primary secretarial support that requires dealing with a variety of highly complex, sensitive and privileged matters.

• Coordinates and leads staff administrative and secretarial activities within the assigned division; plans work assignments and schedules of support staff; advises and trains staff on District policies and regulations pertaining to work assignments; provides technical input to subordinate staff performance evaluations.

• Organizes, plans and develops work accomplishment time lines.

• Leads, coordinates and performs difficult technical administrative work in support of a wide range of operations, programs and/or projects within an assigned division; researches and abstracts data from various sources; performs technical data evaluation; compiles and presents data in appropriate and requested formats. 

• Provides office reception and related support; answers phones; explains and interprets policies, regulations and operational procedures to persons contacting the office such as faculty, students, staff and the general public.

• Coordinates the scheduling of classes for the division; enters class section information into an automated system; determines building and room assignments, as well as days and times.

• Verifies, calculates and enters faculty load data or contact hours; verifies and enters student contact hours; corrects the apportionment according to state requirements.

• Assigns faculty overload, regular or adjunct positions; assigns account numbers for faculty.

• Initiates employment and overload contracts for adjunct and faculty members; initiates and prepares employment contracts and/or honoraria for students, short term employees, faculty and non-employees; prepares payroll claims or requisitions to ensure payment for services; assigns account numbers and salaries; calculates and verifies data to process and reconcile payroll records.

• Develops, prepares, recommends and monitors budgets for projects, grants and/or assigned functions; initiates appropriation, expenditure and revenue transfers and budget revisions; monitors expenditures to ensure fiscal integrity; compile, analyze, calculate and retrieve budget reports.

• Prepares quotes, bids and purchase requisitions; receives and processes invoices and forwards for payment.

• Establishes and maintains complex file and record systems, including those for confidential and sensitive materials.

• Independently responds to routine inquiries and correspondence; prepares information and data requested for administrative review.

• Prepares technically complex reports, files, correspondence and other documents; may develop and prepare visual presentations, flyers, and graphic materials; may update web pages.

• Maintains calendars and schedules appointments, conferences and meetings; prepares meeting agendas and information packets; attends meetings and takes/prepares minutes.

• Coordinates a variety of personnel management activities; prepares personnel-related forms.

• Coordinates and leads the curriculum and catalog administrative activities for the division; assists in the preparation of course outlines and informational materials.

• May serve as a departmental liaison to and/or participate on task forces, committees, external organizations and other groups.

• Performs other related duties as assigned.


Licenses and Certificates    

• Depending upon assignment, possession of a valid typing certificate for 60 words per minute may be required.

• Depending upon assignment, possession of a valid license to drive in California may be required.



YCCD is an Equal Employment Opportunity Employer.





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Job No:
Posted: 11/6/2018
Application Due: 11/26/2018
Work Type:
Salary: Range 30, $3,874 to $4,942 per month