Administrative Secretary

Administrative Secretary I – Foundation Office Location: District Office – Yuba City, CA Job Description Under the direction of a Dean or assigned Director, perform responsible secretarial and administrative support involving coordination of diverse functions into a cohesive program(s) or service(s). Responsibilities Complete complex documents that are imperative to the successful delivery of services or programs in the area of Instructional, Student Services, or Administration. Maintain complex record‑keeping systems and schedules; assist instructional and/or student services staff in developing and coordinating class or program schedules. Process a variety of documents relating to personnel, budgeting and curriculum requirements related to an assigned program. Coordinate specific activities and events of assigned office and arrange for ancillary services such as program registration, classes, seminars, conferences and fund‑raising events as assigned. Organize office systems; contribute to the development of office policies and procedures. Operate a computer and information systems related to assigned program for input and retrieval of information. Type, edit and format a variety of documents; compose correspondence from general instructions. Maintain a variety of logs, files and records; control the release of sensitive information to authorized personnel. Coordinate between supervisor, program, instructional unit and various groups such as other college staff, students or community groups. Maintain calendars, schedule appointments, arrange meetings and make travel arrangements. Maintain and audit financial records related to assigned office, monitor budgets and collect and account for money, disburse checks and assist in budget preparation as assigned. Prepare reports, Board items, budgets and grant proposals; collect data and provide research assistance for various studies and reports. Sort and distribute mail; answer telephones; screen and route calls and visitors; provide information to staff, students and the public regarding programs and functions of assigned office. Provide support to faculty or counselors including preparation of book orders, times sheets, orientations, reports, problem‑solving and other support as needed. Maintain updated knowledge and records of regulations and requirements applicable to assigned office; monitor transactions, programs and services to assure compliance. Train and coordinate the work of clerical and student employees as assigned. Perform related duties as assigned. Knowledge Requirements Specific assigned program area such as procedures, laws, policies and regulations. Operation of a computer terminal and data entry techniques. Oral and written communication skills. Principles of training and providing work direction. Basic budgeting practices regarding monitoring and control. Correct English usage, grammar, spelling, punctuation and vocabulary. Modern office practices, procedures and equipment. Record‑keeping techniques. Abilities Coordinate program efforts with related outside agencies. Utilize program related systems including communication systems and information systems (CLETS, 2‑way radio etc.). Maintain financial and statistical records. Answer telephones and greet the public courteously; work with the public in a professional and courteous manner. Operate office machines including a computer and applicable software. Type at 55 words net per minute from clear copy. Communicate effectively both orally and in writing. Establish and maintain cooperative and effective working relationships with District employees, external contacts and the public. Add, subtract, multiply and divide quickly and accurately. Maintain records and prepare reports. Operate a computer terminal to enter data, maintain records and generate reports. Train and provide work direction to others. Learn District and specific program organization, operations, policies and objectives. Read, interpret, apply and explain rules, regulations, policies and procedures. Work independently with little direction. Plan and organize work. Understand and follow oral and written instructions. Laws, rules and regulations related to assigned activities. Required Qualifications Education: Any combination equivalent to graduation from high school supplemented by coursework in secretarial science and three years of responsible secretarial or clerical experience. Physical Demands Environment Constant interruptions. Hours may vary depending on assignment. Physical Abilities Dexterity of hands and fingers to operate a computer keyboard. Sitting for extended periods of time. Hearing and speaking to exchange information. 1.0 FTE is considered a Full Time Employee. 21 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. EEO Statement 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. Commitment to Diversity, Equity, and Inclusion. Contact Information: Yuba Community College District, 3301 E. Onstott Road, Yuba City, CA 95991, View phone number on click.appcast.io #J-18808-Ljbffr