Department Secretary

Secretary - Department/Program

The job of Secretary - Department/Program is done for the purpose of assisting the assigned Administrator in the daily operation of the department as well as the planning, implementing, directing and maintaining of District programs by providing a wide variety of complex and confidential administrative and secretarial support; analyzing requests and providing recommendations for action; communicating information on behalf of the district and the governing board to its staff, other districts, public agencies, etc.; and overseeing assigned personnel. Bilingual preferred. This job reports to Assigned Administrator.

Essential Functions

• Compiles data from a wide variety of diversified sources (e.g. staff members, government agencies, community agencies, other documentation, etc.) for the purpose of preparing reports, making recommendations; and/or preparing information for assigned administrator.
• Coordinates a wide variety of projects, activities and/or events under the direction of the assigned administrator (e.g. meetings, receptions, luncheons, workshops, travel/accommodations, etc.) for the purpose of completing activities and/or delivering services in a timely fashion.
• Maintains a wide variety of complex manual and electronic documents files and records (e.g. contacts, time sheets, requisitions, databases, compliance records, employee records, financial records, budget information, etc.) for the purpose of ensuring up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Monitors a variety of activities on behalf of the assigned Administrator (e.g. public relations issues, meeting arrangements, account balances, contracts, inventory, etc.) for the purpose of achieving goals and meeting target dates in compliance with established guidelines and regulatory requirements.
• Oversees the work activities within the office for the purpose of organizing assignments, monitoring processes, and ensuring completion within established guidelines.
• Participates in a variety of meetings, workshops, and/or trainings for the purpose of providing or receiving information, recording minutes and supporting the needs of the attendees, as needed.
• Prepares a wide variety of complex written materials (e.g. correspondence, agendas, minutes, event programs, bulletins, reports, vendor quotes, work orders, audit documents, etc.) for the purpose of communicating information and/or creating documentation in compliance with established guidelines.
• Processes a wide variety of documents and materials (e.g. time sheets, work orders, requisitions, travel reimbursements, budget transfers, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.
• Represents assigned Administrator in their absence (e.g. special project personnel, employee, student, community inquiries, etc.) for the purpose of conveying and/or gathering information required for their functions.
• Responds to a variety of calls, concerns and/or complaints for the purpose of resolving problems, providing information and/or referring to appropriate personnel.
• Schedules a wide variety of activities (e.g. appointments, meetings, travel reservations/accommodations, interviews, etc.) for the purpose of making necessary arrangements in accordance with established guidelines under the direction of the assigned Administrator.
• Supports assigned administrative personnel (e.g. research issues, gather information, etc.) for the purpose of providing assistance with their functions and responsibilities.

Experience: Job related experience with increasing levels of responsibility is desired. Education: Community college and/or vocational school degree with study in job-related area. Equivalency: High School Diploma or Equivalent with at least 2 years of satisfactory job-related experience. Training Clearances: Criminal Justice Fingerprint/Background Clearance, IVP (Identity Verified Print) Fingerprint Clearance Card. Starting Salary: $17.50/HR Working Calendar Year: 244 Days.