Executive Secretary, Instruction - Temporary, Classified Short Term

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. Knowledge & Abilities KNOWLEDGE OF: Basic principles and practices of fiscal, statistical and administrative research and report preparation. Correct English usage, spelling, grammar and punctuation. Rules, regulations, policies and procedures of the community college system. Modern office procedures, methods and equipment. Public relations techniques. Operation of a computer terminal and specified software such as word processing and spreadsheets. Business letter writing and basic report preparation. Record-keeping techniques. Principles and practices of providing work direction and guidance. ABILITY TO: Interpret and apply office policies and procedures. Work cooperatively with other departments, offices, instructors, students and outside agencies. Perform responsible secretarial work involving the use of independent judgment and personal initiative. Understand the organization and operation of the district and of outside agencies as necessary to assume assigned responsibilities. Analyze situations carefully and adopt effective courses of action. Research, compile, analyze, interpret and prepare a variety of fiscal, statistical and administrative reports. Maintain confidential data and information for executive staff. Independently prepare correspondence and memoranda. Operate a variety of office equipment including a fax machine, copier and multi-line phone. Provide work direction and guidance to assigned staff. Operate a computer terminal and specified software such as word processing and spreadsheets. Communicate effectively both orally and in writing. Establish and maintain cooperative and effective working relationships with others. 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. 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 ) Required Application Materials Candidates may be required to submit any of the following materials based on the specific role. Please review the job posting and the attachments section of your application to confirm which documents are required for your submission: Completed Online Application Current resume Letter of interest (Cover Letter) Copy of legible transcripts Copy of Driver's License Important Privacy Notice: Applicants are responsible for redacting or removing all sensitive personal information from all uploaded documents prior to submission. Please remove Social Security Numbers, Dates of Birth, and Applicant Photos. References Professional reference information will be confirmed and required upon invite to second level interview, if applicable. 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/5357541/executive-secretary-instruction-temporary-classified-short-term . Emails will not be accepted. je-2c6d6b5e7f9b41aebc96bad95fab6f24