Administrative Secretary II

SUMMARY DESCRIPTION

Under the direction of a Division Dean, support and assist the Dean, faculty and staff perform a wide variety of administrative and secretarial duties; serve as a liaison between the Division administrator, faculty, public, students, staff and other campus and community officials; plan, coordinate and implement on-going operations and activities of the Division office.

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: two (2) years college level course work in secretarial science and office automation equipment AND Two (2) years 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, procedures, methods, or precedence of designated Division office.
• Office management principles and methods.
• Modem office practices, procedures, and equipment.
• Operation/procedures of computer system and multiple computer software programs.
• Record-keeping techniques.
• English usage, grammar, spelling, punctuation, and vocabulary.
• Interpersonal skills using tact, patience, and courtesy.
• Telephone techniques and etiquette. Oral and written communication skills.
• District organization, operations, policies, and objectives.

Ability to:

• Perform complex secretarial assignments.
• Assemble diverse data, prepare, and compose reports, correspondence from oral and written directions and related materials.
• Maintain complex and varied files and records.
• Work independently with little direction.
• Select, train, evaluate and provide work direction to student workers.
• Plan, organize, coordinate, prioritize, perform, and delegate work.
• Analyze situations accurately and adopt an effective course of action.
• Interpret and apply specific rules, policies and procedures of the specific office or program to which assigned.
• Operate a variety of office equipment including typewriter, calculator, copier, dictation equipment and computer.
• Establish and maintain cooperative working relationships with others.
• Train, lead and provide work direction and guidance to Division staff.
• Work confidentially with discretion.
• Demonstrate sound judgment in the application and interpretation of new and existing College policies and procedures.
• Make simple arithmetic calculations.
• Meet schedules and timelines.
• Communicate effectively with others, both orally and in writing.
• Prepare reports, correspondence, and related materials.

Duties

ESSENTIAL DUTIES

1. Plan, schedule, perform a variety of secretarial duties to relieve assigned administrator of a variety of clerical, technical and routine administrative duties; serve as a liaison between the administrator and staff, public and other College personnel; oversee the daily operations of the office.
2. Prioritize and coordinate office activities to assure timelines are met; coordinate communicate and disseminate information.
3. Review and proof documents, records and forms for accuracy, completeness and conformance to applicable rules and regulations.
4. Answer questions and provide assistance to administrator, faculty, personnel, students and the public concerning a variety of functions related to the Division.
5. Collect and compile statistical and financial data and other information for inclusion into special and periodic reports.
6. Coordinate activities of assigned office between the supervisor and staff, the public or other district or campus officials.
7. Receive, open and distribute mail; receive visitors, schedule appointments, screen visitors and telephone calls and refer to appropriate staff members.
8. Operate computer terminal and related equipment for the preparation and maintenance of a variety of complex documents, correspondence, reports and related materials; input data and perform computer functions; update course files and various computerized files.
9. Arrange and schedule a variety of meetings and conferences; operate and maintain electronic calendar; make travel arrangements and process District travel forms.

JOB DESCRIPTION: Administrative Secretary II

Supplemental Information

SALARY SCHEDULE: CSEA - Classified Bargaining Unit

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

This is a non-telecommuting position.

Environment: Office environment. Constant interruptions.

Physical Abilities: Dexterity of hands and fingers to operate a computer terminal and standard office equipment. Hearing and speaking to exchange information on the telephone or in person. Sitting for extended periods of time. Seeing to read and prepare various materials.

Hazards: Extended viewing of computer monitor.

TENTATIVE TIMELINE

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

April 6-19, 2026Position advertised; District receives applications.April 19, 2026Initial screening deadline for guaranteed consideration. Position is open until filled.April 27-May 8, 2026Reviewing of applications.May 11-15, 2026Search Committee interviews candidatesJune, 2026Tentative employment start date pending Governing Board approval.

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.