(Full-time) Administrative Secretary I (Physical Plant)
Description of Basic Functions and Responsibilities
The Shasta-Tehama-Trinity Joint Community College District (Shasta College) 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.
DESCRIPTION OF BASIC FUNCTIONS AND RESPONSIBILITIES:
To perform a wide variety of advanced secretarial and office support functions in support of the day-to-day operations, programs, and procedures related to the assigned responsibilities of a mid-level administrator in the District; to plan, organize, and coordinate the processing of information and office work through assigned office; and to relieve assigned mid-level administrator of routine administrative details not requiring his/her immediate attention. Employees in this classification may direct, oversee, coordinate, and review the work of student assistants and other office support staff. This job class provides advanced secretarial and office support functions requiring the use of initiative, organizational and problem solving skills, and independent judgment in the organization, coordination, and processing of work and information through assigned office. This class is distinguished from others in the secretarial series by assignment to a Dean. This job class functions at an advanced journey level of classification requiring a thorough knowledge of District policies, procedures, and regulations as applied to specific area of assignment.
CLASSIFICATION: Range 33 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: Director of Physical Plant 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
- Disability Income Insurance
- Cancer Insurance
- Life Insurance
- Accident Only Insurance
- Critical Illness Insurance
- Exercises independent judgment; relieves a mid-level administrator of actions not requiring his/her immediate attention.
- Serves as liaison between assigned office and those divisions/departments reporting to it.
- Performs varied and responsible secretarial duties to assist in the coordination and processing of routine administrative operations.
- Organizes, plans, prioritizes, and processes work through the office.
- Uses computer to coordinate the typing, checking, compiling, and recording of a variety of data/information within assigned office.
- Prepares a wide variety of material such as interoffice communications, promotional materials, brochures, requisitions, forms, letters, reports, statistics, special projects, instructional materials, specifications, etc. from rough draft or verbal instructions and independently composes correspondence.
- Provides input and recommendations regarding office support budget.
- Keeps computerized records of expenditures maintaining and monitoring office and special programs, budget accounts, records, and running balances performs necessary arithmetical computations.
- Maintains and monitors budgetary records and departmental/office records; orders supplies and processes purchase orders, as needed.
- Compiles and prepares information for budget development purposes.
- Acts as information source regarding operational policies, procedures, and requirements; receiving and interviewing callers and providing information where judgment, knowledge, and interpretation of established procedures/policies are required.
- Arranges, attends, and schedules a variety of meetings; notifying participants, confirming dates and times, reserving meeting sites, and preparing needed materials.
- Attends meetings, takes minutes, transcribes, and distributes minutes to appropriate staff/personnel; follows up on minutes of meetings as required.
- Receives, handles, and processes confidential information ensuring that security and strict rules of confidentiality are maintained.
- Maintains accurate and detailed calendar of events, due dates, and schedules as they relate to assigned program(s) and services.
- Prepares reports from data compiled and records kept.
- Establishes and maintains a variety of office 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.
- Receives, sorts, and distributes outgoing and incoming mail, prioritizing and designating appropriate response whenever possible and/or responding to correspondence as directed.
- Makes travel arrangements for assigned administrator(s).
- 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 and functions within assigned unit.
- Performs special reports or researches issues as requested.
- May interview, train, and oversee the work of others in a lead capacity.
- Performs other related duties similar to the above in scope and function as required.
- proper office methods, techniques, and procedures including filing systems, business correspondence, receptionist techniques, and report writing and telephone techniques.
- Business English including proper grammar, punctuation, vocabulary, and spelling
- general accounting principles
- word processing and computer software applications
- learn the operations, procedures, policies, and requirements of assigned office and apply them with good judgment in a variety of procedural situations
- learn, interpret, and successfully apply established rules, procedures, and policies with good judgment while independently carrying out a variety of technical and routine administrative procedures
- understand and carry out a variety of oral and written instructions independently.
- prioritize, direct, and coordinate workflow among clerical support staff within assigned office
- type accurately at 65 words per minute
- take notes/minutes and accurately transcribe them
- perform mathematical calculations accurately
- develop and maintain a variety of computerized records and filing systems
- independently compose routine correspondence and prepare reports
- coordinate activities and details and maintain effective schedules of events
- prioritize and appropriately schedule work load or tasks to meet established deadline
- compile and maintain the security of confidential information
- operate a variety of standard office equipment such as calculator, copier, computer, printer, and fax
- effectively and tactfully communicate in both oral and written form
- establish and maintain effective work relationships with those contacted in the performance of required duties
- Associate in Arts Degree or equivalent. Responsible secretarial experience may be substituted on a year-to-year basis.
- Four years of increasingly responsible secretarial experience. Two years of secretarial experience in a community college preferred; college training in office administration subjects may be substituted on a year-to-year basis.
- Typing certificate reflecting a minimum of 65 net wpm taken within the last year (online typing certificates, such as www.freetypinggame.net, will be accepted).
- Cover letter addressing criteria listed in the position announcement
- Current resume
- College transcripts (unofficial will be accepted at the time of application)
- 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.
- 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.
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