Performs a variety of highly specialized and responsible secretarial and administrative support duties in support of an instructional division having multiple departments or a single function of similar scope of service. Coordinates the flow of information among work teams and may distribute work to other support staff. Work activities include but are not limited to taking and transcribing of complex dictation, development and administration of office work flow systems, independent research, assistance in budget development and monitoring, general record keeping, and coordination of programs and projects that involve other work teams and departments.
Supplemental
This position will be assisting with the NextUP Program serving the college Foster Youth population along with the TRiO TRACS program, which serves low income, first- generation students, and students with disabilities. This position is categorically funded and is contingent on the continuation of restricted/grant funding. Experience working with or personal experience as a foster youth, low-income or first-generation college student is preferred. Please indicate in your cover letter and application materials if you have previous experience or have overcome similar challenges. This position might have occasional evening and/or weekend hours and might occasionally involve traveling.
Work hours are Monday-Friday 8AM-2PM (30 HOURS/WEEK).
Education and Experience
The position requires the equivalent of an Associates degree in an office profession plus 3 years of experience in an administrative secretary capacity. Alternatively, the position requires a High School diploma and a minimum of one year of college-level course work in secretarial science or a related business, plus 5 years of progressively responsible experience, with 3 of those being equal to Administrative Secretary II.
Essential Duties and Responsibilities • Serves as the senior-most administrative support to a division with multiple sub-functions (or the equivalent), performing technical and complex secretarial and administrative duties involving the use of independent judgment and an understanding of departmental functions and procedures. • Maintains budget records and files. Prepares and inputs accounting forms such as purchase orders, warehouse requests, budget and staffing requests. Receives and processes accounts payable, receives periodic printouts of financial activity and prepares summary reports. Assists in the budget development process by gathering and compiling required information. • Takes and transcribes verbatim dictation and composes complex documents in original formats from rough drafts or verbal instructions using modern word processing software. Independently composes and distributes common correspondence and routine forms. • Receives walk-in guests and telephone inquiries from a variety of individuals. Initiates and receives telephone calls, provides information and resolves matters as appropriate, or routes calls as necessary. • Coordinates and schedules meetings as directed. Prepares schedules and informs participants, confirming dates and times. Makes travel arrangements as directed. • Attends meetings as assigned to represent the department, sometimes in place of the department head. Records, transcribes, and distributes minutes of proceedings as directed. • Performs routine personnel and payroll processing duties that include but are not limited to preparation of payroll authorizations, contracts, reports, and time sheets for faculty and staff. • Coordinates the documentation and word processing of performance evaluations. Tracks work-in-progress to assure timely completion of reviews. • Serves on-going committees that involve staff from multiple departments. Records proceedings, maintains committee records, assists in the preparation of reports by gathering and summarizing information from a variety of sources. Follows up with committee members on materials or information needed for timely reports. • Performs a variety of administrative and coordinating duties for special projects or events involving multiple departments and/or locations. • Prepares technical reports such as those related to grades, fitness reports, program compliance, etc., using databases or spreadsheets to support work. Maintains up-to-date records of information to support reports, creates, edits, and distributes reports for final review. • Inputs information onto relational databases as required. Updates information and maintains data files. Accesses relational databases for business and education support to extract information and reports supporting research and special requests. • Assists and/or facilitates preparation and maintenance of course schedules, descriptions, and curriculum forms by securing information from faculty and department/division management. • Receives, prepares, handles and stores confidential or sensitive information pertaining to the College, its students, or staff. Maintains confidentiality where appropriate. • Performs other duties as assigned that support the overall objective of the position.
Diversity Statement
The successful candidate will possess the following: • Sensitivity to and an understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of staff, students and the public. • Knowledge of the history and culture of underrepresented groups and groups that have experienced discrimination.
Knowledge and Skills
Requires a thorough knowledge of office practices, procedures and equipment, including filing systems, receptionist and telephone techniques, and letter and report writing. Requires a working knowledge of those activities associated with accounting, budget and payroll transaction processing, and statistical record keeping. Requires a working knowledge of personal computer based software programs that support this level of work, including but not limited to word processing, spreadsheet, presentation graphics, and data entry onto custom data bases. Requires thorough knowledge of proper English usage, grammar, spelling, punctuation, proofreading/editing, and mathematics skills. Must be skilled in using and troubleshooting various standard office machines, including personal computers with word processing, database, desktop publishing, and spreadsheet applications.
Abilities
Requires the ability to independently perform all of the duties of the position efficiently and effectively. Must be able to perform office and secretarial work with speed and accuracy. Must be able to learn, interpret, explain and apply knowledge of College and department organization, operations, programs, functions and special department terminology to relieve an administrator or program director of a variety of administrative detail. Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines. Requires the ability to communicate with faculty, students, staff, and the public using patience and courtesy, and in a manner that reflects positively on the department.
Physical Demands
Requires sufficient ambulatory ability to reach light-weight work materials. Requires sufficient hand/eye coordination and manual dexterity to keyboard at an advanced rate (about 60 w.p.m.); to record proceedings verbatim at a rate of 60 w.p.m., sufficient visual acuity to recognize words letters and numbers. Requires sufficient auditory ability to carry on conversations with individuals and small groups, both in person and on the phone.