Administrative Secretary

Job Overview

Position: Administrative Secretary (20 hours/week)

Salary: $28,689.48 - $40,537.44 Annually

Job Type: Classified

Job Number: FY

Location: Bakersfield College – Panorama Campus, CA

Department: Levan Institute for Lifelong Learning

Reports To: Assigned Supervisor

Under the direction of an assigned supervisor, provide administrative support and assistance to the area of assignment; perform a wide variety of complex secretarial and clerical duties for a department or office.

• Assist in the administration of the office to which assigned; evaluate activities of assigned area; recommend improvements and modifications; review and evaluate work products, methods and procedures.
• Recommend and assist in the implementation of goals and objectives; provide or coordinate staff training; implement policies and procedures.
• Research, compile, analyze and summarize data for special projects, programs and comprehensive reports; develop and coordinate or perform the implementation of special projects and programs.
• Screen office and telephone callers; respond to complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities; receive and route mail.
• Coordinate and participate in meetings related to area of assignment; take and transcribe minutes; disseminate information, coordinate projects, and implement procedural changes in follow‑up on action items.
• Process personnel actions for new hires; participate in the recruitment of staff as directed; monitor faculty load; coordinate and maintain performance evaluation schedules for staff.
• Participate in budget preparation and administration; prepare cost estimates for budget recommendations; submit justifications for budget items; monitor and control expenditures and budget accounts; respond to budget inquiries from college staff.
• Maintain calendars of department or office activities, meetings and events; coordinate activities with other departments, offices, students, the public and outside agencies.
• Organize and maintain complex and confidential filing systems; operate a variety of office equipment including a computer; input and retrieve data and text; organize and maintain disk storage and filing.
• Prepare or review for completeness and conformity to established regulations and procedures a variety of forms, reports, summaries, and contracts.
• Independently compose correspondence related to assigned area; maintain a variety of manuals, codes, handbooks, and directories.
• Prepare or direct the preparation of annual, quarterly or administrative reports.
• Exercise functional and technical direction over assigned clerical staff.
• Perform related duties as assigned.

Any combination equivalent to: graduation from high school supplemented by specialized secretarial or office administration training and five years of increasingly responsible secretarial experience.

Knowledge of:

• Basic principles and practices of fiscal, statistical and administrative research and report preparation.
• Modern office procedures, methods and computer equipment.
• Rules, regulations, policies and procedures of the community college system.
• Business letter writing and report preparation.
• Principles and procedures of financial record‑keeping and reporting.
• Basic budgeting procedures and techniques.
• English usage, spelling, grammar and punctuation.
• Public relations techniques.
• Principles and practices of providing work direction and guidance.

Abilities to:

• Work cooperatively with other departments, offices, students and outside agencies.
• Understand the organization and operation of the district and of outside agencies as necessary to assume assigned responsibilities.
• Research, compile, analyze, interpret and prepare a variety of fiscal, statistical and administrative reports.
• Perform responsible secretarial work involving the use of independent judgment and personal initiative.
• Provide work direction and train assigned staff.
• Analyze situations accurately and adopt an effective course of action.
• Operate a computer and related peripheral equipment.
• Communicate effectively both orally and…