Secretary

Job description

Posting Number:

S140916

Position Title:

Secretary

Department:

Office of Multicultural Students

Division:

Student Development

Location:

Main Campus

Classification:

Clerical

FLSA Classification:

Non-Exempt

Union/Non Union:

Union

Full Time / Part Time? :

Full Time

Salary Range - Minimum:

$18.47

Hours per week:

40

Temporary? :

No

Posting Date:

06/01/2021

Closing Date:

06/11/2021

Open Until Filled:

No

Special 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

Application Procedures: “Apply to this Job at employment.jjc.edu”

Joliet Junior College provides equal employment opportunities to all employees and applicants for employment without regards to race, color, ancestry, national origin, gender, gender identity, marital status, sexual orientation, disability, religion, age, results of genetic testing, or service in the military. Equal employment opportunity applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation, and training.

If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please email [email protected] or call (815) 280-6725.

Advertising Summary:

Founded in 1901 as the nation’s first public community college, JJC’s dedication to student learning, community prosperity, and personal growth has influenced generations of students and community partners. Our six campuses and extension centers ensure accessibility and empower 30,000 students annually to improve their lives through the power of education.

Our commitment to our mission drives the change and innovation necessary to meet the evolving needs of our students, employees, and community. Our continued success is drawn from talented, diverse, and committed employees whose knowledge and passion for education create a thriving culture both in and out of the classroom.

JJC supports an inclusive and collaborative environment where everyone can learn, grow, and perform at their best. We invite you to apply your skills and experience in a way that supports excellence and rewards your contributions. Join our family and make JJC your first choice!

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 Details:

POSITION TITLE:SECRETARY
STATUS:Full -Time
DEPARTMENT:Center for Multicultural Access and Success
DIVISION:Student Development
CLASSIFICATION:Non-exempt
UNION:Clerical
REPORTS TO:Director, Center for Multicultural Access and Success
PLACEMENT: Clerical, grade 6
MINIMUM PAY RATE:$18.47 per hour

Joliet Junior College is an equal opportunity/affirmative action college supporting diversity.

Application Procedures: “Apply to this Job at employment.jjc.edu”

  • 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
  • Position Summary :

    POSITION SUMMARY

    Provides a wide variety of secretarial duties to support the daily functions of the Center for Multicultural Access and Success. Assists with day-to-day student support, departmental and division programing, and support services. Primary duties include assisting with event planning and programs, direct student support including appointment scheduling and follow-up. Data entry and assisting with department reporting. Providing support for budget tracking and expenditure monitoring. May be involved in staffing and supervision of student employees. Considerable judgment, initiative, confidentiality and independent action in establishing or adapting work procedures to new situations are required. This position requires knowledge of institutional and departmental policies and procedure and requires exceptional student support.

    ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES
    1.Provide high quality front-line clerical support for the Center for Multicultural Access and Success that includes scheduling student appointments and providing student follow-up. Scheduling team meetings, supporting the planning efforts for all team events, programs, trips, and related events.
    2.Maintain accurate student records for both grant and non-grant eligible students to support internal and external compliance; ensure accounting accuracy and accurate student success reporting. Assist in the preparation and in the compilation of data for all required reporting for the Center including state and federal reports.
    3.Provide high quality clerical support including prompts and courteous telephone and email responses, accurate and timely meeting minutes and documentation for events, programs trips or related events.
    4.Assisting students with various student technologies including web-based resources, advising tools, the student portal and navigating resources available in the Center.
    5.Assist in tracking data to support efforts to assist students with Limited English academic or support needs. All data required supports required reporting.
    6.Assist with event planning, workshops and program preparation including tracking expenses, scheduling facilities, speakers, and other related logistical activities.
    7.Support the distribution and collection of surveys and other assessment materials required for reports.
    8.Responsible for processing mileage reimbursements, travel requests and expense reports, direct payment vouchers, invoices, purchase requisitions, vehicle requests, work orders, vendor contracts, and absence reports.
    9.Assist with monitoring the departmental budget. Responsible for business processes, including tracking budgets expenses, transfer or adjustments, reconciling purchasing card expense reports and other related business functions.
    10.Assist in maintaining and monitoring the Center of Multicultural Access and Success webpages and portal pages.
    11.Perform other duties as assigned in support of departmental efforts at all JJC campus locations.

    Minimum Qualifications:

    MINIMUM QUALIFICATIONS
    1.High School or equivalent.
    2.Three (3) years of progressively responsible secretarial experience.
    3.Extensive personal computer skills with thorough knowledge of several software applications including Microsoft Office Word and Excel;
    4.Attentiveness to detail, strong organizational skills, multitasking and initiative.
    5.Strong verbal and written communication skills, and ability and willingness to work cooperatively with a diverse population.

    Preferred Qualifications:

    PREFERRED QUALIFICATIONS
    1.Associate’s degree.
    2.Bilingual in Spanish/English or multilingual.
    3.Knowledge of the Datatel System.

    Physical Demands:

    PHYSICAL DEMANDS
    1.Normal office physical demands.

    Working Conditions:

    WORKING CONDITIONS
    1.Duties are performed indoors in the usual office and/or outdoor environment.
    2.Some evening and weekends may be required.
    3.Travel between campuses may be required.

    Compliance Announcement:

    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 : https://jjc.edu/about-jjc/police-and-safety


    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.

     

     

     

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    Job No:
    Posted: 6/2/2021
    Application Due: 6/14/2021
    Work Type: Full Time
    Salary: