(Project funded position, continued employment contingent upon funding).

SUMMARY DESCRIPTION
Under the direction of an assigned supervisor, perform a variety of clerical, typing and secretarial duties.

DISINTINGUISHING CHARACTERISTICS
The Administrative Secretary I classification reports to a classified Director or Associate Dean level. The Administrative Secretary II classification reports to a Dean level executive.

EDUCATION AND EXPERIENCE
Any combination equivalent to: graduation from high school including or supplemented by course work in secretarial science
AND
Three (3) years of increasingly responsible clerical or secretarial experience.

One year of experience is equal to 12 months of experience at 40 hours per week. Applicable part-time experience will be converted to the full-time equivalent for purposes of meeting the experience requirement.
If specifically referenced (i.e. degree 'or equivalent'), related experience that is above the minimum requirement may be substituted for education on a year for year basis.
Additional assessment is required for applicants with foreign degrees from colleges or universities outside of the United States. Applicants must have their coursework evaluated by a professional association that is a member of the National Association of Credential Evaluation Services (NACES) and must submit a copy of the evaluation with the application.

KNOWLEDGE AND ABILITIES

Knowledge of:

Operations, policies and rules of office to which assigned.
Basic operation and procedures of the on-line computer system.
Modem office practices, procedures and equipment.
Receptionist and telephone techniques.
Record-keeping techniques.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Oral and written communication skills.
Interpersonal skills using tact, patience and courtesy.
Telephone techniques and etiquette.
Operation of department machines and equipment.

Ability to:

Perform secretarial and clerical work with speed and accuracy.
Learn to interpret, apply and explain specific rules, policies and procedures of the specific office or program to which assigned.
Operate a variety of standard office equipment including typewriter, calculator, dictation equipment and computer terminal.
Recommend and revise new office procedures.
Make arithmetic calculations.
Maintain records and prepare reports.
Understand and follow oral and written directions.
Meet schedules and time lines.
Provide work direction to others as assigned.
Work with and exhibit sensitivity to and understanding of the diverse racial, ethnic, disabled, sexual orientation, and cultural populations of community college students.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.

ESSENTIAL DUTIES

Serve as secretary to a Director, Associate Dean or designated classified manager, performing a variety of clerical and secretarial duties in support of an assigned service or operational area.
Establish and maintain positive staff and public relations.
Prepare and type a variety of correspondence, agendas, memoranda, reports and other materials; compose routine correspondence as required; take and transcribe dictation as required.
Coordinate activities of assigned office between the supervisor and staff, the public or other District or campus officials.
Answer requests for information by enclosing materials or sending form letters; process various forms and application materials for departmental classes and programs as necessary.
Receive visitors, schedule appointments, maintain electronic calendar, screen visitors and phone calls and refer to appropriate staff members.
Operate word processor and related equipment for the preparation and maintenance of a variety of complex documents, correspondence, reports and related materials.
Provide information and assistance in person or by telephone where judgment, knowledge and interpretation of policies and regulations may be necessary.
Assist with travel arrangements as requested.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

This is a non-telecommuting position.

Environment: Work is performed primarily in a standard office setting with frequent interruptions and distractions; extended periods of time viewing computer monitor; possible exposure to dissatisfied individuals.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Vision: See in the normal visual range with or without correction.

Hearing: Hear in the normal audio range with or without correction.

TENTATIVE TIMELINE: Any application received after the initial screening deadline is not guaranteed a review.

January 12, 2025-Initial screening deadline for guaranteed consideration.
January 20-31, 2025-Reviewing of applications.
February 3-14, 2025-Search Committee interviews candidates.
March, 2025-Tentative employment start date pending Governing Board approval.

Job Details

Administrative Secretary I

About the Role: