Executive Secretary, Instruction - Temporary, Classified Short Term

Basic Function

This is a temporary, Classified short term opportunity, limited to 175 working days and less than 960 hours.

Under the direction of an assigned supervisor, perform a variety of highly responsible secretarial and administrative duties; provide information and assistance to the public.

Representative Duties

Participate and assist in the administration of the office; research, compile, analyze and summarize data for special projects and various comprehensive reports; prepare or direct the preparation of annual, quarterly and administrative reports; prepare minutes of meetings; supervise the ordering and storage of office supplies.

Maintain appointment schedules and calendars for executive staff members and other office staff; schedule and arrange travel itineraries and reservations; coordinate activities with other departments, division chairs, the public and outside agencies.

Serve as receptionist for assigned office; screen calls, visitors and mail; respond to sensitive requests for information and assistance; interpret district policies, rules and regulations in response to inquiries and complaints; resolve student concerns and complaints; refer inquiries as appropriate.

Participate in budget preparation and administration; prepare cost estimates for budget recommendations; submit justifications for budget items.

Initiate and maintain a variety of files and records for information related to the office; maintain manuals and update resource materials.

Type and assemble reports, manuals, newsletters and other materials and distribute to staff; attend, take, prepare and distribute minutes of board and committee meetings as directed.

Assign, direct and review the work of staff involved in secretarial and clerical duties of the office; review work for accuracy.

Type and proofread a wide variety of reports, letters, memoranda and statistical charts; type from rough draft, verbal instructions, transcribing machine recordings or dictation; independently compose correspondence related to assigned responsibilities.

Exercise functional and technical direction over clerical staff.

Perform related duties as assigned.

Minimum Qualifications

Any combination equivalent to: Graduation from high school supplemented by specialized secretarial or office training and four years of increasingly responsible secretarial experience.