Job Details

Position Title: Sr. Secretary (Reg FT)

Employment Type: Regular Full-Time

Department: Dean of Student Development

Campus: Main Campus

Salary Grade: SEIU E - $18.39

Remote Work Option: Fully In-Person (May be subject to change)

Work Hours: Standard College hours are Monday - Friday, 8:30 am - 4:30 pm; Additional hours, including evening and weekend hours, may be needed to meet the needs of the department.

General Summary

Performs a variety of administrative secretarial duties for a major campus department or division, which may include preparation of complex correspondence, reports, advertisements and news releases, developing filing systems and other analytical assignments.

Requirements

Education and Experience: High school diploma or GED plus three years of relevant experience gained through previous job related training or education.

Skills/Abilities Requirements:

• Should possess excellent interpersonal skills in interfacing with faculty, staff and students.
• Ability to multitask while effectively communicating CCAC policy and procedures to students and their Must be able to operate various office equipment, including a personal computer, and appropriate College software packages or equivalent.
• Should possess good organizational, customer service, communication, interpersonal and clerical skills.
• Detail oriented, ability to multi-task meet deadlines and be a team player.
• Ability to travel to perform work duties at any campus or center location within the CCAC system.
• Required to have regular and timely attendance.

Duties

1. Provides quality customer service to both internal and external customers.
2. Prepares complex correspondence, reports and other documentation.
3. Develops and maintains complex filing systems for confidential materials.
4. Interfaces with students, faculty, staff and outside agencies to exchange information, provide policy interpretation and provide initial assistance in resolving complaints.
5. Arranges for conferences and special events which include preparing agenda, designing brochures and programs, overseeing registration and scheduling facilities and resources.
6. Prepares and maintains budgetary and other financial information and investigates discrepancies.
7. In addition to the above described job duties, you may perform the following duties as specific to your department as indicated below:
   • Academic Area: Compiles payroll for employees and part-time personnel; create, edit, and cancel course sections; full-time faculty workloads and adjunct contract letters; takes, transcribes, and distributes minutes of various management and faculty-involved meetings; tracking of required faculty job duties such as Appendix L, class attendance, grade submission, I-grade contracts, contract letters, workload forms, portfolios, attendance at college events; purchase requisitions and vouchers.
   • Admissions: Admissions paperwork processing (transcripts, acceptance letters, applications).
   • Student Development: Compiles payroll for employees and part-time personnel; takes and transcribes minutes of management meetings.
   • Financial Aid: PHEA state award grants, review reports, reconciliation process.
8. Perform all duties in accordance with applicable laws, collective bargaining agreements, board policies and administrative regulations and directives.
9. Performs other clerical duties related to specific/unique needs of the department.
10. Performs other related duties as required or assigned.