Administrative Secretary

Position: Administrative Secretary I
Southwestern Community College District (SWCCD) is committed to meeting the educational goals of its students in an inclusive environment that promotes intellectual growth and develops human potential. We are the leader in equitable education that transforms the lives of students and communities.

SWCCD employees are collegial and collaborative. They demonstrate the highest degree of professionalism, integrity and respect when interacting with students, colleagues, leadership and members of the Jaguar community. Our employees actively honor and respect diversity to foster a safe and welcoming community where all are inspired to participate and realize a sense of belonging.

Incumbents exhibit an equity-minded focus, responsiveness, and sensitivity to and understanding of the diverse academic, socioeconomic, cultural, gender identity, sexual orientation, and ethnic backgrounds of community college students, and employees, including those with physical or learning disabilities, and successfully foster and support an inclusive educational and employment environment.

Description

SUMMARY DESCRIPTION

Under the direction of an assigned supervisor, perform a variety of clerical, typing and secretarial duties.

DISINTINGUISHING CHARACTERISTICS

The Administrative Secretary I classification reports to a classified Director or Associate Dean level. The Administrative Secretary II classification reports to a Dean level executive.

Qualifications

EDUCATION AND EXPERIENCE

Any combination equivalent to: graduation from high school including or supplemented by course work in secretarial science

AND

Three (3) years of increasingly responsible clerical or secretarial experience.

* One year of experience is equal to 12 months of experience at 40 hours per week. Applicable part-time experience will be converted to the full-time equivalent for purposes of meeting the experience requirement.

* If specifically referenced (i.e. degree 'or equivalent'), related experience that is above the minimum requirement may be substituted for education on a year for year basis.

* Additional assessment is required for applicants with foreign degrees from colleges or universities outside of the United States. Applicants must have their coursework evaluated by a professional association that is a member of the National Association of Credential Evaluation Services (NACES) and must submit a copy of the evaluation with the application.

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KNOWLEDGE AND ABILITIES

Knowledge of:

* Operations, policies and rules of office to which assigned.

* Basic operation and procedures of the on-line computer system.

* Record-keeping techniques.

* Correct English usage, grammar, spelling, punctuation and vocabulary.

* Oral and written communication skills.

* Interpersonal skills using tact, patience and courtesy.

Ability to:

* Perform secretarial and clerical work with speed and accuracy.

* Learn to interpret, apply and explain specific rules, policies and procedures of the specific office or program to which assigned.

* Operate a variety of standard office equipment including typewriter, calculator, dictation equipment and computer terminal.

* Recommend and revise new office procedures.

* Maintain records and prepare reports.

* Understand and follow oral and written directions.

* Meet schedules and time lines.

* Provide work direction to others as assigned.

* Work with and exhibit sensitivity to and understanding of the diverse racial, ethnic, disabled, sexual orientation, and cultural populations of community college students.

* Communicate clearly and concisely, both orally and in writing.

* Establish and maintain effective working relationships with those contacted in the course of work.

Duties

ESSENTIAL DUTIES

* Serve as secretary to a Director, Associate Dean or designated classified manager, performing a variety of clerical and secretarial duties in support of an assigned service or operational area.

* Prepare and type a variety of correspondence, agendas, memoranda, reports and other materials; compose routine correspondence as required; take and transcribe dictation as required.

* Arrange, schedule and attend a variety of meetings as assigned; record and transcribe minutes; establish and maintain filing systems; maintain confidentiality of information as assigned.

* Review and proof documents, records and forms for accuracy, completeness and conformance to applicable rules and regulation.

* Answer requests for information by enclosing materials or sending form letters; process various forms and application materials for departmental classes and programs as necessary.

* Coordinate various activities applicable to the assigned office.

* Collect and compile statistical and financial data and other information for inclusion into special and periodic reports and records; track and monitor budget expenditures as assigned.

* Provide assistance and information to…