Executive Secretary, Financial Aid

Job Details



Executive Secretary, Financial Aid

Kern Community College District


Salary: $3,539.34 - $5,001.00 Monthly

Job Type: Full Time

Job Number: FY21-22-00290

Location: Bakersfield, CA

Department: Financial Aid

Basic Function
Under the direction of an assigned supervisor, perform a variety of highly responsible secretarial and administrative duties; provide information and assistance to the public.

Representative Duties
Participate and assist in the administration of the office; research, compile, analyze and summarize data for special projects and various comprehensive reports; prepare or direct the preparation of annual, quarterly and administrative reports; prepare minutes of meetings; supervise the ordering and storage of office supplies.

Maintain appointment schedules and calendars for executive staff members and other office staff; schedule and arrange travel itineraries and reservations; coordinate activities with other departments, division chairs, the public and outside agencies.

Serve as receptionist for assigned office; screen calls, visitors and mail; respond to sensitive requests for information and assistance; interpret district policies, rules and regulations in response to inquiries and complaints; resolve student concerns and complaints; refer inquiries as appropriate.

Participate in budget preparation and administration; prepare cost estimates for budget recommendations; submit justifications for budget items.

Initiate and maintain a variety of files and records for information related to the office; maintain manuals and update resource materials.

Type and assemble reports, manuals, newsletters and other materials and distribute to staff; attend, take, prepare and distribute minutes of board and committee meetings as directed.

Assign, direct and review the work of staff involved in secretarial and clerical duties of the office; review work for accuracy.

Type and proofread a wide variety of reports, letters, memoranda and statistical charts; type from rough draft, verbal instructions, transcribing machine recordings or dictation; independently compose correspondence related to assigned responsibilities.

Exercise functional and technical direction over clerical staff.

Perform related duties as assigned.

Minimum Qualifications
Any combination equivalent to:
Graduation from high school supplemented by specialized secretarial or office training and four years of increasingly responsible secretarial experience.

Knowledge and Abilities
KNOWLEDGE OF:
Basic principles and practices of fiscal, statistical and administrative research and report preparation.
Correct English usage, spelling, grammar and punctuation.
Rules, regulations, policies and procedures of the community college system.
Modern office procedures, methods and equipment.
Public relations techniques.
Operation of a computer terminal and specified software such as word processing and spreadsheets.
Business letter writing and basic report preparation.
Record-keeping techniques.
Principles and practices of providing work direction and guidance.

ABILITY TO:

Interpret and apply office policies and procedures.
Work cooperatively with other departments, offices, instructors, students and outside agencies.
Perform responsible secretarial work involving the use of independent judgment and personal initiative.
Understand the organization and operation of the district and of outside agencies as necessary to assume assigned responsibilities.
Analyze situations carefully and adopt effective courses of action.
Research, compile, analyze, interpret and prepare a variety of fiscal, statistical and administrative reports.
Maintain confidential data and information for executive staff.
Independently prepare correspondence and memoranda.
Operate a variety of office equipment including a fax machine, copier and multi-line phone.
Provide work direction and guidance to assigned staff.
Operate a computer terminal and specified software such as word processing and spreadsheets.
Communicate effectively both orally and in writing.
Establish and maintain cooperative and effective working relationships with others.

SALARY RANGE$3,539.34 - $5,001.00 monthlyMaximum Entry Level Salary: $3,718.52 monthly
SPECIAL INSTRUCTIONSFirst Review of Applications: Complete application packets will be accepted until the position is filled; but those received by December 14, 2021 are assured consideration. The College reserves the right to extend time limits or reinitiate the recruitment/selection process at any point.

Completed application packet must include:
  • Completed Online Application for Employment form
  • Current resume
  • Letter of interest (Cover Letter)
  • Copy of legible transcripts, if applicable
  • List of five (5) professional references - Listed on application form

It is the applicant's responsibility to redact (or remove) any personal information from all documents prior to uploading. This includes Social Security Numbers, Date of Birth, and any photos of the applicant.

Foreign Degree: Applicants with foreign degrees from colleges or universities outside of the United States must have their coursework evaluated by a professional association that is a member of the National Association of Credential Evaluation Services (NACES) or Academic Credentials Evaluation Institute, INC. (ACEI). A copy of the evaluation must be submitted with your on-line application.

Applicants who require reasonable accommodation to participate in the selection process should contact Human Resources to make the necessary arrangements. EEO Plan 2021-2024

Note: The District is strongly committed to achieving staff diversity and the principles of equal employment opportunity. The District encourages a diverse pool of applicants and does not discriminate on the basis of national origin, religion, age, gender, gender identity, gender expression, race or ethnicity, color, medical condition, genetic information, ancestry, sexual orientation, marital status, physical or mental disability, pregnancy, or because he/she is perceived to have one or more of the foregoing characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics or any other characteristic protected by federal, state or local law, in any of its policies, procedures or practices. Discrimination Free Work Environment

The District does not provide sponsorship for authorization to work in the United States. Work authorization should be established at the time of application submission.



All applicants must apply online at https://www.schooljobs.com/careers/kccd/jobs/3327553/executive-secretary-financial-aid. Emails will not be accepted.






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Organization

Kern Community College District (KCCD) serves communities over 24,800 square miles in parts of Kern, Tulare, Inyo, Mono, and San Bernardino counties through the programs of Bakersfield CollegeCerro Coso College and Porterville College. Governed by a locally elected Board of Trustees, the district’s colleges offer programs and services that develop student potential and create opportunities for our citizens.

KCCD is geographically one of the largest community college districts in the United States, serving 26,000 students. Our students represent a diversity of religions, economic backgrounds, sexual orientations, abilities, and ethnicities.

While the Kern Community College District was established as a separate entity in 1968 to respond to the changing needs of our communities, educational services have been provided to residents for many years: at Bakersfield College since 1913; at Porterville College since 1927; and in the Ridgecrest area since 1951 by what is now Cerro Coso College. All three colleges are proud members of the California Community College System and are accredited by the Western Association of Schools and Colleges.

Today, education centers and sites in Delano, downtown Bakersfield, the Mammoth/ Bishop area, Edwards Air Force, and the Kern River Valley offer additional convenient, localized instruction for thousands of residents. KCCD’s commitment to distance learning and other technological advances is creating increasing opportunities for education through the internet, satellite, and cable television to individuals across our broad service area and beyond.

Mission Statement

The mission of the Kern Community College District is to provide outstanding educational programs and services that are responsive to our diverse students and communities.
 
 

 

 

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