Location Woodland Community College - Woodland, CA
Job Description
BASIC FUNCTION:
Under the direction of a Dean, relative to a Division, perform a variety of administrative and secretarial duties to relieve the Dean of administrative matters; control the release of sensitive information and exercise considerable initiative and judgment.
DISTINGUISHING CHARACTERISTICS:
The Administrative Secretary II classification performs a broad range of primary secretarial and administrative assistance responsibilities for a Dean, relative to a Division. The Administrative Secretary I provides primary secretarial and administrative support for a Dean or a Director-level manager.
Essential Duties Summary
REPRESENTATIVE DUTIES:
Coordinate the office and administrative functions of a major educational services unit under the direction of a Dean; communicate between the Dean, faculty, staff and the community; assist in resolving problems and concerns. (E)
Review office activities, policies, systems and procedures and recommend changes. (E)
Develop annual budget request; research and calculate costs; verify calculations made by others; compile information for and make recommendations on projected expenditures. (E)
Audit and control budget accounts and other financial records; notify supervisor of a significant variance and recommend methods of limiting expenditures or transferring funds between accounts; prepare purchase orders and requisitions; maintain inventory of equipment, materials and supplies. (E)
Coordinate the preparation of schedules, college catalog entries and curriculum guides for the unit. (E)
Set up filing, record-keeping and tracking systems, and train others in their use; coordinate the flow of information, including monitoring progress and time lines of projects assigned to others. (E)
Prepare reports, board items and grant proposals; write and maintain procedure manuals. (E) Prepare meetings agendas, take and finalize minutes of meetings. (E)
Type, edit and format a variety of complex documents, financial and statistical reports including graphs, charts and tables, using word processors or computers. (E)
Screen and route calls and visitors; provide information to staff, students and the public regarding programs and services; resolve administrative problems independently according to established guidelines and procedures. (E)
Communicate appropriately with visitors; obtain full details of the complaint or request and resolve the matter or refer it to the proper person. (E)
Arrange, coordinate and schedule a variety of meetings, appointments and special or regular events including program registration, seminars, classes and conferences. (E)
Maintain calendar, make reservations and travel arrangements; schedule staff to assure complete coverage during office hours. (E)
Provide support to faculty including preparation of book orders, timesheets, orientations, reports, problem-solving and other support as needed. (E)
Screen and distribute mail; answer correspondence on own initiative in accordance with policies, procedures and guidelines; gather information related to other correspondence and suggest possible responses.
Perform related duties as assigned.
Please click here: class specification/job description to review representative duties, minimum qualifications, desired qualifications, and other requirements of this position.
Required Qualifications
EDUCATION AND EXPERIENCE:
Any combination equivalent to: graduation from high school supplemented by two years of college-level course work in secretarial science or related field and four years secretarial experience.
Desired/Preferred Qualifications
Please visit the class specification/job description to review representative duties, minimum qualifications, desired qualifications, and other requirements of this position.
Physical Demands
Please visit the class specification/job description to review representative duties, minimum qualifications, desired qualifications, and other requirements of this position.
Range/Step Range 27, CSEA Salary Schedule
Salary Range $22.54 - $31.78/ Per Hour (Steps 1 - 11, placement will be based on both the candidate's years of experience and educational qualifications).
Benefits Information
Additional Resources: - Click here: About The Yuba Community College District
- Click here:Telework Program - Some classifications may have the ability to work remotely or within a hybrid schedule
Public Employee's Retirement System (PERS): Employee contribution of 8% if PERs Member after year of 2013. If PERs Member before 2013, the employee contribution is 7.5%.
20 paid holidays (including extended time off during the winter break).
11 days accrued paid vacation days per year (vacation accrual increases over time).
Accumulate 12 sick days a year.
PRE-EMPLOYMENT REQUIREMENTS: Employment is dependent upon Department of Justice (DOJ) clearance; all fees are the responsibility of the selected candidates and serves the purpose of obtaining a criminal history as authorized by the California Education Code. All prospective employees shall be required to provide verification of TB test.
EEO Statement
EEO Statement | Equal Employment Opportunity The Yuba Community College District is an Equal Employment Opportunity Employer. In compliance with the Americans with Disabilities Act, Yuba Community College District will provide reasonable accommodation to qualified individuals. Applicants who require reasonable accommodation to participate in the selection process should contact Human Resources to make the necessary arrangements.
The Yuba Community College District is strongly committed to achieving staff diversity and the principles of equal employment opportunity. The District encourages a diverse pool of applicants and does not discriminate on the basis of national origin, religion, age, gender, gender identity, gender expression, race or ethnicity, color, medical condition, genetic information, ancestry, sexual orientation, marital status, physical or mental disability, pregnancy, or because he/she is perceived to have one or more of the foregoing characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics or any other characteristic protected by federal, state or local law, in any of its policies, procedures or practices.
Board Policies Commitment to Diversity, Equity, and Inclusion. Commitment to Diversity
Posting Detail Information
Internal vs. External External
Posting Number AS800P
Open Date 09/18/2024
Close Date 10/10/2024
Review Start Date
Open Until Filled Yes
Special Instructions to Applicants
IMPORTANT INFORMATION:
This position is open to internal classified unit members for five days, in accordance with Article 16.0 on Transfers. External candidates are also welcome to apply during this period, however external applications will only be considered after the internal application window closes. The deadline for internal applications is Monday, September 23, 2024, by 5:00 p.m.
APPLICATION INSTRUCTIONS: 1. A complete application requires each section of the online application to be completed. Your application will automatically be disqualified if sections of the application are left blank.
2.DO NOT USE WORDS; "see resume," or "will provide upon hire." Please check your application for completeness. The more information you provide about your education and work experience will help your application advance to the search committee review process. 3.DO NOT INCLUDE PHOTOGRAPHS: Self photographs or of any nature. 4. DO NOT INCLUDE: Date of birth, social security numbers, or ids other than what the application requires.
PRE-EMPLOYMENT REQUIREMENTS: 1. Education Code §87408.6 states that no person shall be initially employed by a community college district in an academic or classified position unless the person has submitted to an examination (TB test) within the past sixty (60) days to determine that he/she/they is free of active tuberculosis.
2. As a condition of employment, the position you are applying for will require that you provide fingerprints to the local police department. The fee charged by the Department of Justice (DOJ) for the fingerprint report is the employee's responsibility.
SPONSORSHIP: The District does not provide sponsorship for authorization to work in the United States. Work authorization should be established at the time of application submission.