Executive Secretary

Basic Function

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. E
• 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. E
• 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. E
• Participate in budget preparation and administration; prepare cost estimates for budget recommendations; submit justifications for budget items. E
• Initiate and maintain a variety of files and records for information related to the office; maintain manuals and update resource materials. E
• 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. E
• 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.