"Administrative Secretary I"

Description

SUMMARY DESCRIPTION

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

DISTINGUISHING 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.

Qualifications

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.
• Record-keeping techniques.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Oral and written communication skills.
• Interpersonal skills using tact, patience and courtesy.

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.
• 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.

Duties

ESSENTIAL DUTIES

1. 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.
2. Prepare and type a variety of correspondence, agendas, memoranda, reports and other materials; compose routine correspondence as required; take and transcribe dictation as required.
3. Arrange, schedule and attend a variety of meetings as assigned; record and transcribe minutes; establish and maintain filing systems; maintain confidentiality of information as assigned.
4. Review and proof documents, records and forms for accuracy, completeness and conformance to applicable rules and regulation.
5. Answer requests for information by enclosing materials or sending form letters; process various forms and application materials for departmental classes and programs as necessary.
6. Collect and compile statistical and financial data and other information for inclusion into special and periodic reports and records; track and monitor budget expenditures as assigned.
7. Operate a variety of office machines and equipment, including word processor, computer terminal, printer and duplicating equipment.
8. Provide information and assistance in person or by telephone where judgment, knowledge and interpretation of policies and regulations may be necessary.

JOB DESCRIPTION: Administrative Secretary I

Supplemental Information

SALARY SCHEDULE: CSEA - Classified Bargaining Unit

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 deadline is not guaranteed a review.

Application Process:

A confirmation email will be sent once your application packet has been successfully submitted.

It is the sole responsibility of the applicant to ensure that all required application materials are submitted by the initial screening deadline date. Required materials including a current resume, unofficial transcripts verifying awarded degree(s) and completion date, and any relevant certifications, diplomas, or licenses that demonstrate you meet the minimum qualifications of the position. Failure to submit supporting documentations may result in an incomplete application.

Applications should be completed thoroughly, and resumes will not be accepted in lieu of an application but should be attached as a supporting document. All notifications to applicants will be sent electronically to the email address provided in the application.

A separate, complete application packet is required for each position for which you are applying for. All materials included in your application packet become SWCCD property, will not be returned, will not be copied, and will be considered for this opening only.

For Academic positions (only): If you do not possess the exact degree major(s) listed in the minimum qualifications section, you will need to submit an equivalency application.

A screening committee will evaluate applicants, taking into account the breadth and depth of relevant education, training, experience, skills, knowledge, and abilities. Selected applicants will be invited for an interview.

INTERVIEW TRAVEL COSTS MUST BE BORNE BY THE APPLICANT.

If additional positions become available in this classification, applications received in response to this posting may be considered for those additional positions for up to 90 days after final board approval.

Candidates selected for employment with SWCCD must be fingerprinted by an electronic fingerprinting service (i.e. LiveScan) within 10 days of employment; provide clearance of tuberculosis (dated within the past 4 years and renewed every four years as a condition of continued employment) within 60 days of employment; provide proof of eligibility to work in the United States.

Successful candidate selected may be assigned to any of the campus sites (Chula Vista, Crown Cove, National City, Otay Mesa, and/or San Ysidro).

American with Disabilities (ADA):

Reasonable accommodations will be provided to candidates with verified disabilities. Accommodation requests should be made as soon as practical by calling Human Resources at (619) 482-6395.

Equal Employment Opportunity:

As an Equal Opportunity Employer and in compliance with the Americans with Disabilities Act, SWCCD will make reasonable accommodations for individuals with disabilities.

SWCCD shall not discriminate against any person in employment or in any program affiliated with the SWCCD on the basis of age, ancestry, color, ethnic group identification, national origin, religion, race, sex, sexual orientation, physical or mental disability, veteran status, or on the basis of these perceived characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics.