Senior Secretary - Giant Marketplace

General Description

Under the direction of the Foster Care & Basic Support Director, the Senior Secretary will perform a variety of secretarial duties in the interpretation, application and modification of existing procedures and methods; type, file, maintain records and provide information and assistance regarding programs, procedures and activities of Foster Care & Basic Support.

This position is assigned to the Visalia College Campus, M-F 7:45 a.m. to 4:45 p.m. Full-Time 12-months. Initial placement is at $55,370.

Distinguishing Characteristics:

Positions allocated to the class of Senior Secretary are assigned to a Dean and Director. The duties involve a wide variety of diverse, complex and confidential secretarial and clerical tasks, requiring a substantial amount of tact, judgment and initiative. Incumbents are required to relieve the administrator of routine administrative duties and provide work direction and guidance to clerical personnel assigned to the department. Positions allocated to the Secretary class perform clerical and secretarial duties for a coordinator or other manager which require judgment and initiative within a well-defined range of alternatives.

Job Duties

Job duties of the Senior Secretary - Giant Marketplace include:

• Perform secretarial duties and relieve the administrator of a variety of clerical, technical and routine administrative duties; serve frequently as a liaison between the administrator and staff, public and other campus personnel.
• Review and proof documents, records and forms for accuracy, completeness and conformance to applicable rules and regulations.
• Train and provide work direction to others as assigned; recommend new and revised office procedures as appropriate.
• Collect and compile statistical and financial data and other information for inclusion into special and periodic reports.
• Assist in monitoring budget expenditures and maintaining expenditure records; order and maintain office supplies; maintain a variety of records and files.
• Order and receive library books, supplies and materials as assigned; type purchase orders according to established guidelines and procedures; process invoices
• Communicate information in person or by telephone where judgment, common knowledge and interpretation of policies and regulations are necessary.
• Coordinate activities of assigned office between the administrator and staff, the public or other District or campus officials
• Operate a computer terminal for the preparation and maintenance of a variety of complex documents, correspondence, reports and related materials.
• Edit and prepare a variety of correspondence, memoranda, reports, flyers, brochures and other materials; record and transcribe minutes; compose routine correspondence as assigned.
• Receive, open and distribute mail; receive visitors, arrange travel, schedule appointments, screen visitors and telephone calls and refer to appropriate staff members.
• Establish and maintain positive staff and public relations.
• Arrange and schedule a variety of meetings and conferences.
• Operate a variety of office machines and equipment, including typewriter, copier and calculator.
• Utilize the District's integrated software in performing the required duties of the position.
• Perform related duties as assigned.

Qualifications

Minimum Qualifications (Education & Experience):

Any combination equivalent to:

• College-level course work in computers and secretarial science and
• Two years of responsible secretarial experience.

Working Conditions:

Environment

• Office environment.
• Constant interruptions.

Physical Abilities

• Ability to hear and speak to communicate with students/employees/public.
• Ability to see to read documents.
• Ability to sit and stand for extended period of time.
• Ability to reach in all directions.
• Ability to lift moderately heavy objects.
• Dexterity of hands and fingers to operate a computer and office equipment.

Knowledge and Abilities

The hiring committee is seeking evidence of the following:

Knowledge of:

• Correct operations, procedures and methods of office to which assigned.
• Modern office practices, procedures and equipment.
• 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 difficult and complex secretarial and clerical work.
• Assemble diverse data.
• Maintain complex and varied files and records.
• Type at 50 words net per minute from clear copy.
• Interpret and apply specific rules, policies and procedures of the specific office of program to which assigned.
• Operate a variety of standard office equipment including typewriter, calculator and computer terminal.
• Establish and maintain cooperative and effective working relationships with others.
• Provide work direction and guidance to others.
• Work confidentially with discretion.
• Make arithmetic calculations.
• Understand and follow oral and written directions.
• Work independently with little direction.
• Communicate effectively with others.
• Meet schedule and time lines.
• Prepare reports, correspondence and related materials.