Secretary - English, Philosophy, & World Languages Department
Job Description: POSITION TITLE: SECRETARY CFENGL-SECY01 STATUS: Full time DEPARTMENT: English, Philosophy, and World Languages DIVISION: Arts and Sciences CLASSIFICATION: Non-exempt UNION: Clerical REPORTS TO: Department Chair PLACEMENT: Clerical Grade 8 MINIMUM PAY RATE: $21.02 per hour Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The student population at the college is diverse in ethnicity, gender, language, age and background. Joliet Junior College is an AA/EO employer and strongly encourages applications from candidates who would enhance the diversity of its staff. POSITION SUMMARY To provide a wide variety of highly responsible and complex clerical and secretarial duties requiring the exercise of a high level of discretion; to provide professional, effective and efficient customer service assistance to students, faculty, and college personnel, and support to the Department Chair. Serves as a secretary to a department head, relieving an administrative official of operational details which involve a great amount of confidentiality. May be involved in the staffing and supervision of part-time clerical employees and student workers. May maintain criminal background results database for students. Considerable judgment, initiative, and independent action in establishing or adapting work procedures to new situations are required. Work requires knowledge of the policies and procedures within the Department and College Systems. ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES 1. Prepare and type correspondence, documents, internal and external reports, tests and other related materials. Update and maintain syllabi, curriculum, classroom materials, mailing lists, records, handbooks, databases and files. 2. Receive and direct visitors, handle phone calls, take and relay messages, provide requested information, prioritize and distribute mail. Counsel students and part time instructors on issues and college procedures. Provide technical support to department personnel and students with the use of office equipment. 3. Create and maintain semester class schedules. Work with Department Chair to determine changes to class schedules. 4. Assist all adjunct faculty in the Department; process student evaluations of faculty. 5. Assist students with class registrations, proficiency and written exams, and related services. 6. Order and maintain inventories of textbooks and supplies; communicate with publishers and vendors. 7. Prepare payroll for faculty, staff and student workers; process course loads and office hours, questionnaires, surveys, vehicle requests, facility use, direct pay vouchers, invoices, purchase requisitions, subscriptions, budget transfers, work orders and service arrangements. 8. Work collaboratively with other departments and vendors. 9. Participate in achieving departmental and college goals and objectives. 10. Other related duties as assigned. OTHER REQUIRED DUTIES 1. Plan and schedule appointments and events, coordinate travel arrangements, organize accommodations, maintain calendars and attendance records. 2. Assist chair in maintaining and monitoring departmental budget. Collect, transfer, deposit, and verify monies for all departmental expenditures. Maintain accounting and related business records of operations. Maintain college/department credit card. 3. Prepare and post minutes from the department meetings and maintain records of minutes. 4. Compile and prepare write-ups/reports for monthly Board of Trustees meetings and workshops. 5. Research, compile data and analyze information in the development of statistical and state reports, grants and major projects. Conduct weekly online research to discover data from state and local agencies for reports, documents, manual updates, etc. Determine pertinent materials for the Department Chair's use and print copies for reference in files. Maintain files of these documents. 6. Review office procedures and suggest to the chair necessary changes. 7. Maintain Department organizational chart. MINIMUM QUALIFICATIONS 1. H.S. or equivalent. 2. Five (5) years of progressively responsible secretarial experience with supervisory responsibilities. 3. Extensive personal computer skills and a thorough knowledge of several software applications including Microsoft Office Suite for Windows and/or Mac, the Datatel System with knowledge of the student record/schedule/faculty assignment sheet system, Intranet, E-board, E-mail and Internet. 4. Ability to accurately type and proofread carefully. Ability to perform multiple tasks simultaneously. 5. Attentiveness to detail, excellent organizational skills, initiative, math aptitude. 6. Excellent verbal and written communication skills, and ability and willingness to work cooperatively with a diverse population. PREFERRED QUALIFICATIONS 1. Associate's degree. 2. Experience in the Academic Affairs area. PHYSICAL DEMANDS 1. Normal office physical demands. 2. Ability to travel between campus locations and to and from community events. WORKING CONDITIONS 1. Duties are performed indoors in the usual office environment. Application Procedures: "Apply to this Job at employment.jjc.edu" Application Deadline: December 9, 2018 All offers of employment are contingent upon the following: * Satisfactory results of a background check * Post-offer, pre-employment Drug Screening for employees that are new to the College * Post-offer, pre-employment physical exam in circumstances where the nature of the work renders it appropriate or where Federal law or regulation requires Joliet Junior College is an equal opportunity/affirmative action college supporting diversity. ANNUAL CLERY SAFETY REPORT (ASR) NOTICE FIRE SAFETY REPORT (FSA) and MISSING PERSON POLICY (MPP) FOR STUDENTS RESIDING IN "ON CAMPUS" STUDENT HOUSING Joliet Junior College is committed to assisting members of the JJC community in providing for their own safety and security. The annual CLERY security compliance document along with the Fire Safety Report (FSR) and the Missing Person Policy (MPP) for students residing in "on campus" student housing is available at the JJC Police Department website : www.jjc.edu/cleryreport If you would like to receive the ASR, FSR or MPP in booklet form, you may stop by the Campus Police Department located on Main Campus in G 1013 or call Campus Police at 815-280-2234. The website and booklet contain information regarding campus security and personal safety such as crime prevention and reporting, police law enforcement authority, disciplinary procedures and other related security policies. They also contain information about crime statistics for the three previous years for all JJC campuses, property owned and controlled by JJC District 525 and on public property immediately adjacent to JJC campuses. This information is required by law and is made available by the Joliet Junior College Police Department.