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(Full-time) Administrative Secretary I (Confidential, Administrative Services)

Employer
Shasta College
Location
Redding, CA

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support
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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.

Confidential 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 confidential 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 confidential 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 confidential service at Shasta College offers a highly rewarding and enriching employment experience.

DESCRIPTION OF BASIC FUNCTIONS AND RESPONSIBILITIES
To perform a wide variety of advanced secretarial and office support functions in support of the day-to-day operations, programs, and procedures related to the assigned responsibilities of a senior administrator/manager; to plan, organize, and coordinate the processing of information and office work through assigned offices; and to relieve assigned senior administrator/manager of routine administrative details not requiring his/her immediate attention. Employees in this classification receive limited supervision within a broad framework of policies and procedures. Employees in this classification may direct, oversee, coordinate, and review the work of student assistants and other office support staff. This job class provides advanced secretarial and office support functions requiring the use of initiative, organizational and problem solving skills, and independent judgment in the organization, coordination, and processing of work and information through the assigned office. This class is distinguished from the others in the secretarial series by its Confidential employee designation. This job class functions at an advanced journey level of classification requiring a thorough knowledge of District policies, procedures, and regulations as applied to specific area of assignment.

SUPERVISOR: Assistant Superintendent/Vice President of Administrative Services or designee.

CLASSIFICATION: Range C17 on the current Administrative/Confidential Salary Schedule, 40 hours per week, 8:00 a.m.. to 5:00 p.m., Monday through Friday, 12 months per year.

BENEFITS: Holiday, vacation and sick time will be provided. Our competitive benefits package includes medical, dental, and vision insurance provided at a share of cost on a pretax basis, CalPERS Retirement and an employee assistance program (EAP).

Employees have the option to contribute to:

  • Health Savings Account (HSA)
  • 403(b) and 457 Retirement Plans
  • Section 125 Plan including Flexible Spending Accounts (FSA) and Dependent Day Care Accounts
  • In addition, employees have the option to purchase:
  • Disability Income Insurance
  • Cancer Insurance
  • Life Insurance
  • Accident Only Insurance
  • Critical Illness Insurance
  • Typical Duties, Knowledge and Ability

    • Exercises independent judgment; relieves senior administrator/manager of minor administrative details.
    • Serves as liaison between assigned office and those divisions/departments reporting to it.
    • Performs varied and responsible secretarial duties to assist in the coordination and processing of routine administrative operations.
    • Organizes, plans, prioritizes, and processes work through the office.
    • Prepares a wide variety of material such as interoffice communications, promotional materials, brochures, requisitions, forms, letters, reports, statistics, specifications, etc. from rough draft or verbal instructions and independently composes correspondence.
    • Receives, gathers, and prepares information and materials which may be of a technical or confidential nature.
    • Assists in developing collective bargaining proposals.
    • Serves as technical support during negotiation sessions.
    • May be invited to participate in management caucuses; may be assigned to serve as a District team member for collective bargaining.
    • Prepares written collective bargaining language, memorandums of understanding, and other confidential correspondence.
    • Researches, calculates, and compiles costs and other information that may be used in collective bargaining.
    • Provides input and recommendations regarding office support budget.
    • Keeps records of expenditures, budget accounts, and running balances for activities; gathers data for payroll purposes; and performs necessary arithmetical computations.
    • Maintains and monitors budgetary records and departmental/office personnel records; orders supplies 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 operational policies, procedures, and requirements; receives and assists callers and provides information where judgment, knowledge, protocol, and interpretation of established procedures/policies and collective bargaining language are required.
    • Arranges and schedules a variety of meetings; notifies participants, confirming dates and times; reserves meeting sites and prepares needed materials.
    • Attends meetings, takes minutes, transcribes, and distributes minutes to appropriate staff, as needed; follows up on minutes of meetings as required.
    • Receives, handles, and processes confidential information 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 program(s) and services to ensure proper tasks and activities occur as scheduled.
    • Prepares reports from data compiled and records kept.
    • Writes news releases.
    • Establishes and maintains a variety of office records, logs, and filing systems.
    • Receives, reviews, and verifies documents, records, and forms for accuracy, completeness, and conformance to applicable procedures.
    • Makes travel arrangements as assigned.
    • Develops or assists in the development of forms, worksheets, and record keeping systems for the collection, dissemination, and maintenance of needed information.
    • Prepares special reports and researches issues as requested.
    • May interview, train, and oversee the work of others in a lead capacity.
    • Performs other related duties similar to the above in scope and function as required.
    Knowledge of:
    • Proper office methods, techniques, and procedures including filing systems, business correspondence, receptionist techniques, public relations, report writing and telephone techniques
    • Business English including proper grammar, punctuation, vocabulary, and spelling
    • General accounting principles
    Ability to:
    • Learn the operations, procedures, policies, and requirements of the assigned office and apply them with good judgment in a variety of situations
    • Learn, interpret, and successfully apply established rules, procedures, and policies with good judgment while independently carrying out a variety of technical and routine administrative procedures
    • Understand and carry out a variety of oral and written instructions independently
    • Prioritize, direct, and coordinate workflow among clerical support staff within assigned office
    • Type accurately at 65 net words per minute
    • Perform mathematical calculations accurately
    • Establish and maintain a variety of records and filing systems
    • Independently compose and type routine correspondence and prepare reports
    • Coordinate activities and details and maintain effective schedules of events
    • Prioritize and appropriately schedule workload or tasks to meet established deadlines
    • Compile and maintain the security of confidential information
    • Operate a variety of standard office equipment including calculator, copier, computer, scanner 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
    • Supervise and train clerical support staff, if needed
    Experience/Education

    Education Required:

    • Associate Degree or equivalent combination of experience, training and education.
    Experience Required:
    • Background of experience and education equivalent to four years of increasingly responsible secretarial experience.
    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)Additional Required Materials to be attached to application:Typing certificate demonstrating at least 65 wpm.
    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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