Executive Secretary

Location
Santa Ana
Posted
Dec 26, 2018
Institution Type
Community College

Job Title: Executive Secretary
Req: CL18-1238
Location: District Operations Center
Position Type: Classified Staff
Posting Close Date: 01/18/2019

Job Description:
CLASS SUMMARY

Under administrative direction - coordinates communications for key administrative offices responsible for multiple College - wide and/or District - wide functions; provides office assistance in specialized operations; researches and compiles data and information, and drafts complex reports; maintains schedules requiring coordination with other offices; may lead, coordinate the work of, and train other office workers; and performs related duties and responsibilities as required and assigned.

REPRESENTATIVE DUTIES
Organizes and coordinates the flow of activities through the office in relation to priorities, schedules, and deadlines; coordinates communications flow by answering questions, obtaining and relaying information, analyzing mail, buffering interruptions, initiating calls and composing correspondence; drafts written materials from general instructions, prepares reports and agenda items for the Board of Trustees meetings, and for administrative controls; maintains official and confidential files and records. Monitors office budget and maintain appropriate fiscal records; makes appointments and coordinates administrator's calendar. Compiles and checks data and information for a wide variety of specialized projects; obtains information for insurance, contracts, service contracts, and similar processes; compiles data for governmental reports. Coordinates activities with other offices, elicits cooperation and may assist other desks; cooperates with faculty, staff, students and general public by explaining procedures and guidelines; leads, coordinates the work of clerical staff; may supervise and trains student workers; may attend committee meetings and record minutes; may participate on committees; applies judgment in handling questions or problems in absence of administrator.

ORGANIZATIONAL RELATIONSHIPS
Positions in this class report to administrators in offices having the broadest College/District - wide, line and staff responsibilities. These positions apply technical, legal and policy procedures regularly, work under schedules and pressures, and maintain smooth and efficient operating relationships among several activities, and other offices and staff. Some coordination of communications among secretarial and clerical classes in the offices subordinate to the administrator-in-charge is also an expected responsibility for this class.

Job Qualifications:
REQUIREMENTS

Any combination of education and experience equivalent to one year of college level training in office management or a similar field; and five years of responsible office/secretarial experience, including one year of experience equivalent to Administrative Secretary in this District/College. Thorough knowledge of English grammar, spelling, filing, and arithmetic; modern office methods, procedures, terms and equipment; office management practices. Good knowledge of principles and practices of training, supervision and coordination of office workers; principles or recordkeeping and data compilation; principles of public relations related to office operations. Knowledge of the State Education Code and District rules, regulations, and policies relating to the District's operation and administration. Ability to do a wide variety of difficult and complex office work involving independent judgement; adapt office procedures and details to changing needs and requirements; compile statistical data and information for reports; effectively meet the public in situations requiring tact, poise, and understanding; follow oral and written directions; read, understand, and apply and explain technical policies and materials; work cooperatively and effectively with instructors, administrators and public; organize an office involved in multiple programs; operate a variety of office equipment including personal computers and a variety of word processing/business applications. Skills: Must complete keyboarding, proofreading, letter set up, secretarial and software skills evaluation. Screening Committee will use results as one of the selection criteria.

SKILLS EVALUATION
Applicants who do not have current (six months or less) skills evaluation results on file must contact Human Resources at 714-480-7350 or 714-480-7493 to schedule an appointment for evaluation. The skills evaluation must be completed on or before the closing date to be considered for this position and it is the applicant's responsibility to sign up for the skills evaluation.

Method of Application
For consideration in the selection process, interested persons must complete the RSCCD application and upload all required documents online by the specified closing date for the position. If you do not have a computer, there is a computer which can only access RSCCD employment website and scanner to upload application materials/documents (no USB) available at the Human Resources Department, 2323 North Broadway, Santa Ana, California, 92706, between the hours of 8:00 a.m. and 5:00 p.m., Monday - Friday. Note: District Office will be closed December 21, 2018 – January 1, 2019.

Please upload the following application materials in the appropriate boxes with your online application by the closing date:

• Resume (Required)
• Any additional supplemental materials (Optional)

This applicant pool may be used for vacancies in the same classification occurring within the next six months.

To apply, visit: https://www.rsccd.edu/employment/Pages/Employment.aspx






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