Executive Secretary

Job Title

Below is our job description for this position. Please also review the important instructions & additional information section below, which contains valuable information about our application process.

Basic Function

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.

Salary Range $ 4,123.13 - $ 5,825.88 monthly Maximum Entry Level Salary: $4,331.87 monthly

Special Instructions First review of applications: Complete application packets will be accepted until the position is filled; but those received by April 29, 2026, are assured consideration. The college reserves the right to extend time limits or reinitiate the recruitment/selection process at any point. Completed application packet MUST include:

• Completed online application for employment form
• Current resume
• Letter of interest (cover letter)
• Copy of legible transcripts
• List of five (5) professional references Listed on application form

It is the applicant's responsibility to redact (or remove) any personal information from all documents prior to uploading. This includes Social Security Numbers, Date of Birth, and any photos of the applicant. Foreign Degree: Applicants with foreign degrees from colleges or universities outside of the United States must have their coursework evaluated by a professional association that is a member of the National Association of Credential Evaluation Services (NACES) or Academic Credentials Evaluation Institute, INC. (ACEI). A copy of the evaluation must be submitted with your on-line application. Applicants who require reasonable accommodation to participate in the selection process should contact Human Resources to make the necessary arrangements. EEO Plan 2021-2024 Note: The 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. Discrimination Free Work Environment The District does not provide sponsorship for authorization to work in the United States. Work authorization should be established at the time of application submission.