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(Part-time) Senior Staff Secretary (TRIO)

Employer
Shasta College
Location
Redding, CA

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support
Employment Type
Full Time
Institution Type
Community College
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Job Details

Description of Basic Functions and Responsibilities

OVERVIEW:
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.

Classified positions in the California Community College system offer a unique opportunity to contribute to the empowerment of our students seeking to improve their lives and communities. Our classified staff engage with a diverse employee and student populations, facilitating equitable outcomes for all by implementing and supporting our various employment and academic programs. As a classified staff member at Shasta College, you will join a vibrant community of professionals and educators working together to provide a positive, healthy educational environment where our students experience diverse academic and cultural perspectives. A career in classified service at Shasta College offers a highly rewarding and enriching employment experience.

The TRIO Programs are a set of federally funded programs sponsored by the US Department of Education. Shasta College is currently funded for three TRIO Programs. Educational Talent Search provides services for middle and high school students; Upward Bound provides services for high school students; and Student Support Services provides services for SC students who are planning to transfer to a four-year institution. Two-thirds of the participants are first generation to college and limited income. This position will support all three programs with the majority of the time being spent with Upward Bound and Educational Talent Search.

DESCRIPTION OF BASIC FUNCTIONS AND RESPONSIBILITIES:
To perform a wide variety of complex and highly responsible secretarial duties in support of the day-to-day operations, programs, and procedures within assigned operational center; to organize and coordinate the work flow and office support functions within assigned center; and to relieve the assigned director of routine administrative details not requiring his/her immediate attention. Employees in this classification receive limited supervision and may direct, oversee, and review the work of student assistants. This job class performs complex and highly responsible secretarial and office support functions requiring the use of initiative, organizational skills, problem solving skills, and independent judgment in the organization, coordination, and processing of work and information through assigned center. This job class requires extensive student, public, staff and organizational contact. Positions assigned to this class may be designated as confidential as defined by District policy.

DISTINGUISHING CHARACTERISTICS:
This class is generally distinguished from others in the secretarial series by assignment to a member of middle management (Director, Supervisor of Bldg., and Grounds, etc.) and is responsible for a major functional and/or geographic operation within the District. This job class functions at a senior journey level of classification requiring a thorough knowledge of District policies, procedures, and regulations as applied to specific area of assignment.

SUPERVISOR: Director of TRIO or designee

CLASSIFICATION: Range 29 on the current Classified Salary Schedule, 28 hours per week, 12 months per year. Work assignment hours are 9:00 a.m. to 2:00 p.m. Monday through Thursday and 8:00 a.m. to 5:00 p.m. on Friday.

BENEFITS: Holiday, vacation and sick time. This position is eligible for CalPERS Retirement. No medical, dental or vision insurance provided. For more information regarding Employment and Vacation Policies, please view the Classified Employee Collective Bargaining Agreement.

Typical Duties, Knowledge and Ability

  • Exercises independent judgment; relieves assigned director of routine administrative actions not requiring his/her immediate attention.
  • Performs varied and responsible secretarial duties to assist in the coordination and processing of routine administrative operations within assigned office or program.
  • Coordinates the typing, checking, compiling, and recording of a variety of data/information.
  • Types/word processes a wide variety of materials and documents such as interoffice communications, requisitions, forms, letters, reports, statistics, specifications, etc. from rough draft or verbal instructions and independently composes correspondence for typing.
  • Keeps records of expenditures, maintaining and monitoring budget accounts, records, and running balances, performs necessary arithmetical computations.
  • Maintains and monitors budgetary records and departmental/office personnel records; orders supplies and other needed materials and processes purchase orders, as needed; maintains records of purchase orders, invoices and expenditures to date, and inventories and logs same day as they arrive.
  • Compiles and prepares information for budget development purposes.
  • Acts as information source regarding center policies, procedures, and requirements; receiving and interviewing callers and providing information where judgment, knowledge, and interpretations of established procedures/policies are required.
  • Arranges and schedules appointments and meetings; notifies participants, confirms date and time, reserves meeting sites and prepares needed materials.
  • Attends meetings; takes minutes; transcribes and distributes minutes to appropriate staff/personnel.
  • Receives, handles, and processes confidential information and requests 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 operations, programs, and services to ensure proper tasks and activities occur as scheduled.
  • Prepares reports from data compiled and records kept; writes news releases and distributes to appropriate news media.
  • Establishes and maintains a variety of office records, logs, and filing systems pertaining to assigned center.
  • 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; prioritizes and designates appropriate response whenever possible and/or responds to correspondence as directed.
  • 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 center.
  • Makes travel arrangements for assigned director.
  • Performs other related duties similar to the above in scope and function.
Knowledge of:
  • Proper office methods, techniques, and procedures including filing systems, business correspondence, word processing, receptionist techniques, report writing, and telephone techniques.
  • Basic accounting principles and requirements.
  • Business English including grammar, punctuation, vocabulary, and spelling.
Ability to:
  • Learn the operations, procedures, policies, and requirements and terminology of assigned program, department, or operational unit and apply them with good judgment in a variety of procedural situations.
  • Learn, interpret, and successfully apply District rules, procedures, and policies with good judgment while independently carrying out a variety of technical procedures.
  • Understand and carry out a variety of oral and written instructions independently.
  • Prioritize, direct, and coordinate work flow within assigned center.
  • Accurately type at a rate required for successful job performance and accurately transcribe it.
  • Accurately perform mathematical calculations.
  • Establish and maintain a variety of records and filing systems to include accounting records.
  • Independently compose and type correspondence and reports.
  • Prioritize and appropriately schedule work load or tasks to meet established time lines.
  • Compile and maintain the security of confidential information.
  • Operate a variety of standard office equipment such as typewriter, word processor, calculator, transcriber, copier, computer terminal, and printer.
  • Effectively and tactfully communicate in both oral and written forms.
  • Establish and maintain effective work relationships with those contacted in the performance of required duties.
May require:
  • Ability to supervise and train student workers.
Experience/Education

  • Four years of increasingly responsible secretarial experience, preferably including at least two years in a community college.
  • Associate in Arts degree or equivalent.
  • Responsible secretarial experience may be substituted on year-to-year basis.
Additional Information

Online Application with Additional Preferred Materials to be attached to application:Cover letter addressing criteria listed in the position announcementCurrent resumeCollege transcripts, if applicable (unofficial will be accepted at the time of application)Attention Applicants:After application has been submitted, all application materials will be screened.Internal candidates must also submit all required materials to be considered.Candidate evaluations will not be considered.Reference letters from any member of the Hiring Committee or Board Members will not be considered.Interviews will be by invitation only.Interviews will be by Zoom.The District does not reimburse for new hire moving expenses.New Classified Appointments will be placed at Step 1 on the Classified Salary Schedule and will graduate to the next step on July 1st if the hire date is before January 1st, with subsequent steps annually thereafter to a maximum fifth step.

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.

Organization

Shasta College is a comprehensive community college with campuses in Shasta, Tehama, and Trinity Counties, offering students a unique educational experience. Small class size allows faculty to provide personalized instruction and hands-on training. Shasta College is committed to providing access to the latest information technology.

The Shasta-Tehama-Trinity Community College District encompasses over 10,000 square miles serving approximately 247,700 residents of beautiful north­eastern California. The College is located four miles east of Redding, which is the population center of the upper Sacramento Valley. Located 220 miles northeast of San Francisco, the campus is situated on 337 acres and commands spectacular views of Mt. Shasta, Mt. Lassen, and the Trinity Alps. Nearby are some of the outstanding recreational areas in the western United States, including Shasta, Trinity, and Whiskeytown Lakes.

Shasta College enrolls approximately 11,000 students, including on-campus day, on-campus evening, and off-campus students taking classes in extended education centers throughout the District. The College currently employs about 150 full-time faculty and administrators, 400 part-time instructors, and 200 support staff.

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