Administrative Secretary I - Student Services

About the job

Job Description

BASIC FUNCTION: Under the direction of a Dean or assigned Director, perform responsible secretarial and administrative support involving the coordination of diverse functions into a cohesive program(s) or service(s). DISTINGUISHING CHARACTERISTICS: The Administrative Secretary I provides primary secretarial and administrative support for a Dean, or a Director-level manager. The Administrative Secretary II classification performs a broad range of primary secretarial and administrative assistance responsibilities for a Dean, relative to a Division.

Essential Duties Summary

REPRESENTATIVE DUTIES:

• Complete complex documents that are imperative to the successful delivery of services or programs in the area of Instructional, Student Services, or Administration (E)

• Maintain complex record-keeping systems and schedules; assist instructional and/or student services staff in developing and coordinating class or program schedules. (E)

• Process a variety of documents relating to personnel, budgeting and curriculum requirements related to an assigned program. (E)

• Coordinate specific activities and events of assigned office and arrange for ancillary services such as program registration, classes, seminars, conferences and fund-raising events as assigned. (E)

• Organize office systems; contribute to the development of office policies and procedures. (E)

• Operate a computer and information systems related to assigned program for input and retrieval of information. (E)

• Type, edit and format a variety of documents; compose correspondence from general instructions. (E)

• Maintain a variety of logs, files and records; control the release of sensitive information to authorized personnel. (E)

• Coordinate between supervisor, program, instructional unit and various groups such as other college staff, students or community groups. (E)

• Maintain calendars, schedule appointments, arrange meetings and make travel arrangements. (E)

• Maintain and audit financial records related to assigned office, monitor budgets and collect and account for money, disburse checks and assist in budget preparation as assigned. (E)

• Prepare reports, Board items, budgets and grant proposals; collect data and provide research assistance for various studies and reports. (E)

• Sort and distribute mail; answer telephones; screen and route calls and visitors; provide information to staff, students and the public regarding programs and functions of assigned office. (E)

• Provide support to faculty or counselors including preparation of book orders, time sheets, orientations, reports, problem-solving and other support as needed. (E)

• Maintain updated knowledge and records of regulations and requirements applicable to assigned office; monitor transactions, programs and services to assure compliance. Use a variety of office equipment including computer terminal, personal computer, printer, calculator and copy machines.

• Train and coordinate the work of clerical and student employees as assigned.

• Perform related duties as assigned.

KNOWLEDGE OF:

• Specific assigned program area such as procedures, laws, policies and regulations.

• Telephone techniques and etiquette.

• Operation of a computer terminal and data entry techniques.

• Oral and written communication skills.

• Principles of training and providing work direction.

• Basic budgeting practices regarding monitoring and control.

• Correct English usage, grammar, spelling, punctuation and vocabulary.

• Modern office practices, procedures and equipment. Record-keeping techniques.

ABILITY TO:

• Coordinate program efforts with related outside agencies. (1st responder notifications)

• Utilize program related systems including communication systems and information systems (CLETS, 2-way radio etc.)

• Maintain financial and statistical records.

• Answer telephones and greet the public courteously; work with the public in a professional and courteous manner.

• Operate office machines including a computer and applicable software.

• Type at 55 words net per minute from clear copy.

• Communicate effectively both orally and in writing.

• Establish and maintain cooperative and effective working relationships with District employees, external contact and the public. \

• Add, subtract, multiply and divide quickly and accurately.

• Maintain records and prepare reports.

• Operate a computer terminal to enter data, maintain records and generate reports.

• Train and provide work direction to others.

• Learn District and specific program organization, operations, policies and objectives.

• Read, interpret, apply and explain rules, regulations, policies and procedures.

• Work independently with little direction.

• Plan and organize work.

• Understand and follow oral and written instructions.

• Laws, rules and regulations related to assigned activities

Required Qualifications

EDUCATION AND EXPERIENCE: Any combination equivalent to: graduation from high school supplemented by course work in secretarial science and three years responsible secretarial or clerical experience.

Physical Demands

ENVIRONMENT:

• Office environment.

• Constant interruptions.

• Hours may vary depending on assignment.

PHYSICAL ABILITIES:

• Dexterity of hands and fingers to operate a computer keyboard.

• Sitting for extended periods of time.

• Hearing and speaking to exchange information.

• Seeing to read.

Benefits Information

• Click here: About The Yuba Community College District

• Click here: Classified Benefits Overview

• Click here: Classified Benefit Summary and Rates

• Click here: Classified Salary Schedule

• Click here: Telework Program

• 1.0 FTE is considered a Full Time Employee

• Public Employee’s Retirement System (PERS): Employee contribution of 8% if PERs Member after year of 2013. If PERs Member before 2013, the employee contribution is 7.5%.

• 21 paid holidays (including extended time off during the winter break).

• 11 days accrued paid vacation days per year (vacation accrual increases over time).

• Accumulate 12 sick days a year.

Special Instructions to Applicants

Please see Special Instructions for more details.

IMPORTANT INFORMATION:

APPLICATION INSTRUCTIONS: 1. A complete application requires each section of the online application to be completed. Your application will automatically be disqualified if sections of the application are left blank.

2. DO NOT USE WORDS; “see resume,” or “will provide upon hire.” Please check your application for completeness. The more information you provide about your education and work experience will help your application advance to the search committee review process. 3. DO NOT INCLUDE PHOTOGRAPHS: Self photographs or of any nature.

4. DO NOT INCLUDE: Date of birth, social security numbers, or ids other than what the application requires.

PRE-EMPLOYMENT REQUIREMENTS: 1. Education Code §87408.6 states that no person shall be initially employed by a community college district in an academic or classified position unless the person has submitted to an examination (TB test) within the past sixty (60) days to determine that he/she/they is free of active tuberculosis.

2. As a condition of employment, the position you are applying for will require that you provide fingerprints to the local police department. The fee charged by the Department of Justice (DOJ) for the fingerprint report is the employee’s responsibility.

SPONSORSHIP:* *Yuba Community College Districtdoes not provide sponsorship for authorization to work in the United States. Work authorization should be established at the time of application submission.