Administrative Secretary

supervisor, provide administrative support and assistance to the area of assignment; perform a wide variety of complex secretarial and clerical duties for a department or office. Representative Duties Assist in the administration of the office to which assigned; evaluate activities of assigned area; recommend improvements and modifications; review and evaluate work products, methods and procedures. Recommend and assist in the implementation of goals and objectives; provide or coordinate staff training; implement policies and procedures. Research, compile, analyze and summarize data for special projects, programs and comprehensive reports; develop and coordinate or perform the implementation of special projects and programs. Screen office and telephone callers; respond to complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities; receives and routes mail. Coordinate and participate in meetings related to area of assignment; take and transcribe minutes; disseminate information, coordinate projects, and implement procedural changes in follow-up on action items. Process personnel actions for new hires; participate in the recruitment of staff as directed; monitor faculty load; coordinate and maintain performance evaluation schedules for staff. Participate in budget preparation and administration; prepare cost estimates for budget recommendations; submit justifications for budget items; monitor and control expenditures and budget accounts; respond to budget inquiries from college staff. Maintain calendars of department or office activities, meetings and events; coordinate activities with other departments, offices, students, the public and outside agencies. Organize and maintain complex and confidential filing systems; operate a variety of office equipment including a computer; input and retrieve data and text; organize and maintain disk storage and filing. Prepare or review for completeness and conformity to established regulations and procedures a variety of forms, reports, summaries, and contracts. Independently compose correspondence related to assigned area; maintain a variety of manuals, codes, handbooks, and directories. Prepare or direct the preparation of annual, quarterly or administrative reports. Exercise functional and technical direction over assigned clerical staff. Perform related duties as assigned Minimum Qualifications Any combination equivalent to: graduation from high school supplemented by specialized secretarial or office administration training and five years of increasingly responsible secretarial experience. Knowledge & Abilities KNOWLEDGE OF: Basic principles and practices of fiscal, statistical and administrative research and report preparation. Modern office procedures, methods and computer equipment. Rules, regulations, policies and procedures of the community college system. Business letter writing and report preparation. Principles and procedures of financial record-keeping and reporting. Basic budgeting procedures and techniques. English usage, spelling, grammar and punctuation. Public relations techniques. Principles and practices of providing work direction and guidance. ABILITY TO: Work cooperatively with other departments, offices, students and outside agencies. Understand the organization and operation of the district and of outside agencies as necessary to assume assigned responsibilities. Research, compile, analyze, interpret and prepare a variety of fiscal, statistical and administrative reports. Perform responsible secretarial work involving the use of independent judgment and personal initiative. Provide work direction and train assigned staff. Analyze situations accurately and adopt an effective course of action. Operate a computer and related peripheral equipment. Communicate effectively both orally and in writing. Establish and maintain cooperative and effective working relationships with others. Interpret, apply and explain office policies, procedures, rules and regulations. Important Instructions & Additional Information Complete applications received by the "assured consideration date" above are guaranteed to be reviewed by Human Resources. If you apply after this date, there is no guarantee that your application will be reviewed. However, we still recommend that you apply because recruitments remain open until filled. The District and/or College reserves the right to extend time limits and/or repost or restart recruitments at any point. Completed applications must include the following. Completed online application for employment Current resume Letter of interest (cover letter) List of 5 (five) professional references (entered in online application) Copy of legible transcripts (if required for the position) It is your responsibility to redact or remove any personally identifiable information from all documents prior to uploading, including Social Security numbers, date of birth, photos, etc. For all positions, sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, shall be considered a core system competency and job requirement. ( 5 CCR § 53022 ) Equivalency for Minimum Qualifications Applicants for faculty and educational administrator positions in California Community Colleges are required to meet certain minimum qualifications as provided by the California Community Colleges Chancellor's Office and detailed in the Minimum Qualifications for Faculty and Administrators in California Community Colleges handbook . If you do not meet these minimum qualifications, you may still be eligible by completing the KernCCD Application for Equivalence process. Please see our Faculty Equivalency Process website for more information. International or Foreign Degrees Applicants with international or foreign degrees from colleges or universities outside of the United States must have their coursework evaluated by a professional association that is a member of the National Association of Credential Evaluation Services (NACES) or Academic Credentials Evaluation Institute, INC. (ACEI). A copy of the evaluation must be submitted with your online application. Accommodations Applicants who require reasonable accommodation to participate in the selection process should contact Human Resources to make the necessary arrangements. (For more information, see our Diversity, Equity, Inclusion, and Equal Employment Opportunities website .) Discrimination Free Work Environment Discrimination based on race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation of any person, military and veteran status, or the perception that a person has one or more of these characteristics is illegal and violates Kern Community College District policy. The Kern CCD Equal Employment Opportunity Plan guides the development, implementation, and monitoring of the District's efforts to foster equal employment opportunities and workplace diversity. See our Discrimination-Free Work Environment webpage for more information. Work Authorization Kern Community College District does not provide sponsorship for authorization to work in the United States. Work authorization should be established at the time of application submission. E-Verify The Kern Community College District participates in the U.S. Department of Homeland Security's E-Verify program to verify the identity and employment eligibility of all newly hired employees. To learn more about E-Verify, please visit e-verify.gov . Helpful Links Kern Community College District Salary Schedules Job Descriptions Benefits Faculty Minimum Qualifications/Equivalency Process All applicants must apply online at https://www.schooljobs.com/careers/kccd/jobs/5328837/administrative-secretary . Emails will not be accepted. je-1934f3ca82464c6385c5c20e1c5feb18