Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job; however, any additional duties will be reasonably related to this class.
THIS POSITION IS A TEMPORARY ASSIGNMENT: SUBSTITUTE POSITION
Under direction, performs the full range of administrative, secretarial, and clerical duties of a complex nature in support of assigned program area in a large administrative, academic affairs, or student affairs department; provides support and assistance to assigned administrator, faculty, and staff; serves as a liaison between the department administrator and faculty, the general public, students, staff, and other campus and community officials; and plans, coordinates, and implements on-going operations and activities of the assigned office.
The Administrative Secretary is the advanced journey-level classification in the secretarial series. Incumbents perform the full range of administrative support and complex secretarial and clerical duties independently for a large/complex administrative, academic affairs, or student affairs program area. Incumbents at this level typically receive instruction or assistance only as new or unusual situations arise, and must be fully aware of the operating procedures and policies of the work unit. The Administrative Secretary classification typically reports to and is the primary position supporting an administrator at the level of Dean or higher or provides advanced journey-level secretarial support to executive or management staff.
The following duties are typical for this classification.
Participates in the administration of the office to which assigned; assists assigned administrator in meeting reporting requirements, functional responsibilities, and research objectives; provides responsible and complex secretarial and administrative support and confidential assistance, relieving the administrator of a wide variety of clerical, technical, and administrative detail; assists in organizing functions and activities promoted by the District, College, or program area; serves as a liaison between the administrator and staff, the general public, and other District personnel.
Plans and organizes administrative office support functions; coordinates, oversees, and evaluates the flow of office work and assures that work is performed in a timely and accurate manner; reviews, updates, and informs the supervisor and others of essential timelines; discusses and reviews calendar of events on a regular basis with assigned administrator to assure timely coordination of office activities and status of assigned projects; develops schedules related to department activities and services.
Utilizes electronic technology to correspond with others and to maintain assigned calendars, schedules, and appointments; coordinates and arranges meetings; coordinates activities with other divisions and departments; makes travel arrangements for department staff; processes conference reimbursement and other requests.
Participates in the orientation and training of new classified and academic employees when assigned; assigns, schedules, trains, and provides work direction to lower-level office staff and student workers as assigned; prioritizes work assignments; reviews and validates completed work for accuracy; determines the necessity for and assigns substitute classified and/or academic personnel as needed.
Collects, researches, compiles, analyzes, verifies, summarizes, records, and evaluates information; prepares and distributes narrative, statistical, and financial data, recommendations, and alternatives as requested; completes reports; verifies and reviews forms and reports for completeness and conformance with established regulations and procedures.
Coordinates and oversees specialized functions or projects independently as assigned including special event planning and implementation; assures that work is performed in a timely and accurate manner; uses independent judgment to develop and provide recommendations, suggestions, or information as appropriate.
Answers telephones and responds to questions and requests for information from administrative, management, academic, and/or classified staff, students, and the general public; communicates information in person or by telephone where judgment, knowledge, and interpretation of policies and procedures are necessary.
Serves as liaison between assigned administrator and the College President, Vice Presidents, administrative staff, academic and classified staff, students, representatives of community agencies, and the general public by relaying messages, answering questions, clarifying information, responding to requests, resolving problems, explaining District, College, Department, or program area policies and procedures, or referring callers to the administrator or others as necessary.
Assures that Board agenda items and supporting documents are developed, prepared, and forwarded within District timelines and legal requirements and guidelines; assures the administrator receives timely notification of Board requests for information or action; assures that the Board receives information and notification of action taken as requested.
Assists supervisor in the preparation and administration of program budget(s); assists in preparing cost estimates for budget recommendations; assists in submitting justifications for budget items; allocates funds to proper budget codes; monitors and tracks expenditures in a timely manner; provides regular budget reports to administrator for control of expenditures; assists in resolving budget issues and problems; interacts with others regarding deposits; processes budget/expense transfers; recommends budget revisions.
Recommends expenditures for office equipment, materials, and supplies and assures their timely ordering, receipt, and storage; assures proper functioning of office equipment; posts, monitors, and tracks invoices and other expenditures.
Provides staff support to standing and ad hoc committees and other groups as assigned; attends meetings and takes notes or records proceedings; prepares and distributes agendas, background materials, and minutes as appropriate.
Composes correspondence independently; prepares preliminary responses to letters, general correspondence, and personal inquiries of a sensitive nature, including faculty, students, and staff grievances and complaints, for administrator's approval.
Formats, types, proofreads, duplicates, and distributes correspondence, notices, lists, forms, memoranda, and other materials according to established procedures, policies, and standards;
Processes information related to hiring/payroll processes for assigned area; completes forms, monitors signature process, and tracks approvals for hiring personnel; prepares payroll forms for assigned staff and student assistants within established timelines.
Establishes and maintains a variety of complex, interrelated filing systems including confidential files; establishes and maintains files for information, records, and reports including those related to budget and cost records; maintains manuals and updated resource materials.
Receives mail and identifies and refers matters to the administrator in order of priority.
Utilizes various computer applications and software packages; enters, updates, corrects, and extracts information; maintains and generates reports from a database or network system.
Interacts with District administrators, divisions, departments, faculty, staff, and students in all matters related to the area of assignment; interprets and applies policies and procedures and processes sensitive complaints and requests for information.
As assigned, proofs, edits, and assists the administrator in the preparation and development of class schedules, class locations, and work assignments as assigned for publication; provides assistance in the processes for development of new course/curriculum and/or program offerings and assists in keeping current programs up-to-date; assists in processes and procedures to facilitate the submission of grades and attendance records in accordance with guidelines and time schedules to meet established deadlines; assists in processes related to student evaluations, peer evaluations, and classroom visitations for faculty.
Performs related duties as required.
The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.
Operational characteristics, services, and activities of the functions, programs, and operations of the assigned department.
Work organization and office management principles and practices.
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
Pertinent federal, state, and local laws, codes, and regulations including applicable sections of the State Education Code and other legal requirements related to area of assignment.
Processes, procedures, and practices of budget preparation and administration.
Principles, practices, and procedures of business letter writing.
Principles and procedures used in complex, inter-related record keeping.
Principles and practices used to establish and maintain files and information retrieval systems.
Principles, practices, and procedures of complex fiscal, statistical, and administrative research and report preparation.
Statistical procedures and mathematical concepts.
Principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.
Interpersonal skills using tact, patience, and courtesy.
Principles and practices of providing training, work direction, and guidance to lower-level office staff and student workers.
English usage, grammar, spelling, punctuation, and vocabulary.
Oral and written communication skills.
District organization, operations, policies, and objectives.
Understand the organization and operation of the assigned division and department as necessary to assume assigned responsibilities.
Understand, interpret, and apply administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances.
Perform responsible and difficult administrative and secretarial duties involving the use of independent judgment and personal initiative.
Oversee and participate in the management of the administrative functions and operations of the assigned office.
Establish, review, and revise office work priorities.
Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
Use sound judgment in recognizing scope of authority.
Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.
Respond to requests and inquiries from students, staff, or the public; effectively present information in person or on the telephone to students, staff, or the public.
Research, compile, analyze, and interpret diverse data.
Prepare a variety of clear and concise administrative and financial reports.
Independently compose and prepare correspondence and memoranda.
Maintain complex and varied files and records.
Implement and maintain filing systems.
Select, train, evaluate and provide work direction to student workers.
Plan, organize, coordinate, prioritize, perform, and delegate work.
Train, lead, and provide work direction and guidance to Division staff.
Make simple arithmetic calculations.
Type or enter data at a speed necessary for successful job performance.
Take and transcribe dictation, if required by the position, at a speed necessary for successful job performance.
Participate in the preparation and administration of assigned budgets.
Use correct English usage, grammar, spelling, punctuation, and vocabulary.
Plan and organize work to meet schedules and changing deadlines.
Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
Adapt to changing technologies and learn functionality of new equipment and systems.
Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
Work independently and effectively in the absence of supervision.
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.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT:
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
Environment: Work is performed primarily in a standard office setting.
Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.
Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents; and to operate assigned equipment.
Hearing: Hear in the normal audio range with or without correction.