Executive Secretary, Instruction - Temporary, Classified Short Term

Temporary Classified Short Term Opportunity

This is a temporary, classified short term opportunity, limited to 175 working days and less than 960 hours. Under the direction of an assigned supervisor, perform a variety of highly responsible secretarial and administrative duties; provide information and assistance to the public.

Representative Duties

Participate and assist in the administration of the office; research, compile, analyze and summarize data for special projects and various comprehensive reports; prepare or direct the preparation of annual, quarterly and administrative reports; prepare minutes of meetings; supervise the ordering and storage of office supplies. Maintain appointment schedules and calendars for executive staff members and other office staff; schedule and arrange travel itineraries and reservations; coordinate activities with other departments, division chairs, the public and outside agencies. Serve as receptionist for assigned office; screen calls, visitors and mail; respond to sensitive requests for information and assistance; interpret district policies, rules and regulations in response to inquiries and complaints; resolve student concerns and complaints; refer inquiries as appropriate. Participate in budget preparation and administration; prepare cost estimates for budget recommendations; submit justifications for budget items. Initiate and maintain a variety of files and records for information related to the office; maintain manuals and update resource materials. Type and assemble reports, manuals, newsletters and other materials and distribute to staff; attend, take, prepare and distribute minutes of board and committee meetings as directed. Assign, direct and review the work of staff involved in secretarial and clerical duties of the office; review work for accuracy. Type and proofread a wide variety of reports, letters, memoranda and statistical charts; type from rough draft, verbal instructions, transcribing machine recordings or dictation; independently compose correspondence related to assigned responsibilities. Exercise functional and technical direction over clerical staff. Perform related duties as assigned.

Minimum Qualifications

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

Knowledge & Abilities

KNOWLEDGE OF: Basic principles and practices of fiscal, statistical and administrative research and report preparation. Correct English usage, spelling, grammar and punctuation. Rules, regulations, policies and procedures of the community college system. Modern office procedures, methods and equipment. Public relations techniques. Operation of a computer terminal and specified software such as word processing and spreadsheets. Business letter writing and basic report preparation. Record-keeping techniques. Principles and practices of providing work direction and guidance. ABILITY TO: Interpret and apply office policies and procedures. Work cooperatively with other departments, offices, instructors, students and outside agencies. Perform responsible secretarial work involving the use of independent judgment and personal initiative. Understand the organization and operation of the district and of outside agencies as necessary to assume assigned responsibilities. Analyze situations carefully and adopt effective courses of action. Research, compile, analyze, interpret and prepare a variety of fiscal, statistical and administrative reports. Maintain confidential data and information for executive staff. Independently prepare correspondence and memoranda. Operate a variety of office equipment including a fax machine, copier and multi-line phone. Provide work direction and guidance to assigned staff. Operate a computer terminal and specified software such as word processing and spreadsheets. Communicate effectively both orally and in writing. Establish and maintain cooperative and effective working relationships with others.