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.
• Modern 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.

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.
• Maintain records and prepare reports.
• Meet schedules and time lines.
• 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.

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. Coordinate activities of assigned office between the supervisor and staff, the public or other District or campus officials.
5. Review and proof documents, records and forms for accuracy, completeness and conformance to applicable rules and regulation.
6. Receive visitors, schedule appointments, maintain electronic calendar, screen visitors and phone calls and refer to appropriate staff members.
7. Operate word processor and related equipment for the preparation and maintenance of a variety of complex documents, correspondence, reports and related materials.
8. 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.
9. Order and maintain office supplies according to established procedures.

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:

Application Process

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. Applications should be completed thoroughly, and resumes will not be accepted in lieu of an application but should be attached as a supporting document.