Posting Details

Position Information

Posting NumberS140724Position TitleCareer Services SecretaryDepartmentCareer ServicesDivisionStudent DevelopmentClassificationClericalFLSA ClassificationNon-ExemptUnion/Non UnionUnionFull Time / Part Time? Full TimeHours per week40Temporary? No Posting Detail Information

Posting Date09/09/2019Closing Date09/18/2019Open Until FilledNoSpecial Instructions to Applicants

For full consideration, unofficial transcripts for the required degree (if applicable) must be attached and submitted at the time of application.

All offers of employment are contingent upon the following:

• Post-offer, satisfactory results of pre-employment background check
• Post-offer, satisfactory results of pre-employment Drug Screening for employees that are new to the College
• Post-offer, satisfactory results of pre-employment physical exam in circumstances where the nature of the work renders it appropriate or where Federal law or regulation requires

Advertising Summary

Would you like to work for one of the first choices of employment?

Do you want to be part of a strategic organization?

One that prides itself on educating our future workforce.

Tucked in the middle of a wildlife preserve, bridging the banks of a lake and surrounded by its own Arboretum, Joliet Junior College is an educational community that embraces diversity and promotes personal growth. Each year, more than 35,000 students find the diverse, comprehensive high quality educational experience they are looking for at JJC. We hope that you will take a few minutes to explore the job opportunities we have available and consider becoming a part of this experience.

The recruitment of qualified and diverse faculty and staff is the cornerstone of JJC’s commitment to an innovative, collaborative and inclusive educational community. At JJC, we respect the wealth of knowledge and experience each of our employees brings to the workplace. The college supports this commitment by providing full-time employees with a comprehensive benefits package for our full-time employees including:

Blue Cross Blue Shield of Illinois (employee & family)

•Medical
•Dental
•Vision

Flexible Spending Account

403(b) and 457(b) option for pre-tax retirement savings

Joliet Junior College Tuition Assistance (employee & family)

Long Term Disability

Life Insurance & a comprehensive leave plan including:

•Federal holidays
•Vacation
•Personal
•Sick

Link to Human Resources website

http://www.jjc.edu/about-jjc/college-leadership/administration/human-resources

Job Description

POSITION TITLE:SECRETARY CFCRSV-SECY01
STATUS:Full time
DEPARTMENT:Career Services
DIVISION:Student Development
CLASSIFICATION:Non-exempt
UNION:Clerical
REPORTS TO:Director, Career Services
PLACEMENT: Clerical, grade 7
MINIMUM PAY RATE:$19.69 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 responsible 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 Director of Career Services. 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. 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.Serve as the initial point of contact for the office. Receive and direct visitors, handle phone calls, take and relay messages, provide requested information and schedule student appointments.
2.Prepare and type correspondence, documents, internal and external reports and other related materials. Update and maintain mailing lists, records, handbooks, databases and files.
3.Plan and coordinate department events; manage event timeline, registrations, collect event fees, and deposits.
4.Manage the Career Services email account; respond to inquiries and distribute messages to appropriate staff members.
5.Order and maintain inventories of supplies; maintain subscriptions and memberships; communicate with publishers and vendors.
6.Maintain and monitor computer center in area. Assist students and community members with career-related software, employment job postings and opportunities, and job search.
7.Serve as an administrator for online job board; communicate with employers regarding job postings, internships, job fairs, career fairs and on-campus recruitment.
8.Update changes to the Career Services web page and JJC Portal to provide current information to employers, students, and community members regarding upcoming events, programs and general information.
9.Assist Director 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.
10.Coordinate meeting and travel arrangements, organize accommodations, maintain calendars and attendance records.
11.Create and maintain the Career Services event calendar and manage the department’s appointment, presentation, and event scheduling.
12.Create targeted mailings, visual displays, flyers, etc. to market the Career Services Center and its programs.
13.Review office procedures and suggest to the administrator necessary changes. Assist in the development of the Department organizational chart. Cross train to provide additional services for reception area.
14.May be involved in the staffing and supervision of part-time clerical and student employees.
15.Perform related duties as assigned.

MINIMUM QUALIFICATIONS
1.High School diploma or equivalent.
2.Three (3) years of progressively responsible secretarial experience, preferably in the community college environment.
3.Extensive personal computer skills and a thorough knowledge of several software applications including Microsoft Office, Ellucian (or similar), portal, email, and Internet.
4.Attentiveness to detail, excellent organizational skills, initiative, math aptitude.
5.Flexible with the ability to adapt to change when required.
6.Ability to learn new software quickly including the SARS scheduling system.
7.Ability to accurately type and proofread carefully. Ability to perform multiple tasks simultaneously.
8.Strong verbal and written communication skills, and ability and willingness to work cooperatively with a diverse population.

PREFERRED QUALIFICATIONS
1.Associate’s degree.
2.Previous experience planning and coordinating events.
3.Bookkeeping/accounting background and experience with budget management.

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”

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.

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Do you have a high school diploma, equivalent, or higher degree?
   • Yes
   • No
2. * Do you have a minimum of three (3) years of progressively responsible secretarial experience, preferably in the community college environment?
   • Yes
   • No
3. * If you answered 'yes' to the last question, please tell us about your progressively responsible secretarial experience and if any was in the community college environment.

   (Open Ended Question)

4. * How would you rate your Microsoft Office skills?
   • Beginner
   • Intermediate
   • Expert
5. * Describe your knowledge of software applications such as Ellucian (Colleague) or similar, portals, email, internet...etc.

   (Open Ended Question)

6. * How do you remain attentive to detail, remain organized, and take initiative?

   (Open Ended Question)

7. * Are you flexible with the ability to adapt to change when required?
   • Yes
   • No
8. * Do you have the ability to adapt to change when required?
   • Yes
   • No
9. * Do you have the ability to learn new software quickly including the SARS scheduling system?
   • Yes
   • No
10. * Do you have the ability to accurately type and proofread carefully and the ability to perform multiple tasks simultaneously?
    • Yes
    • No
11. * Do you have strong verbal and written communication skills, and ability and willingness to work cooperatively with a diverse population?
    • Yes
    • No
12. * Do you have an Associate's degree or higher?
    • Yes
    • No
13. * Describe your experience planning and coordinating events. If none, please type none.

    (Open Ended Question)

14. * Explain your background/experience with bookkeeping/accounting; specifically budget management.

    (Open Ended Question)

Applicant DocumentsRequired Documents

1. Resume
2. Cover Letter

Optional Documents

1. Unofficial Transcripts
2. Other Document