Administrative Secretary I (Hourly Substitute Pool)

Administrative Secretary I (Hourly Substitute Pool) Applications are considered legal documents, and as such, all areas of the application must be completed, or your application packet will be considered incomplete and will not be moved forward. While it may be appropriate in some areas of your application to indicated not applicable or NA, do not use terms such as see resume or see attached. When listing your work experience, please specify the beginning and end dates for each job you held and describe your experience as it relates to this position. Application and supplemental questions must be complete. A resume will not substitute for a fully completed employment application and answers to supplemental questions. Incomplete applications will be rejected. Applicant is responsible for ensuring that all required documents, and those optional documents you choose to include, are attached BEFORE clicking the Certify and Submit button. Additional documents CANNOT be added to your electronic application packet once you click on Certify and Submit and following the remaining steps to receive your confirmation number; so, please be sure you have all documents you will upload handy and in an electronic format. We regret we are unable to accept faxed, emailed, mailed, or hand delivered application materials outside the online Applicant Tracking System (ATS). Only application materials submitted through this electronic format will be accepted with one exception – the Citrus College Form 101. The information supplied on this form is confidential and is to be mailed, emailed, or hand delivered to the Director of Human Resources in a sealed, confidential envelope. Reasonable accommodations will be provided to candidates with verified disabilities. Accommodation requests should be made at the time the interview appointment is scheduled. Position Details Position Title - Administrative Secretary I (Hourly Substitute Pool) Recruitment Start Date - 01/11/2023 Recruitment End Date Open Until Filled - Yes First Consideration Date Salary Range Pay Rate - $24.25 per hour FLSA Status - Non-Exempt Benefits - At the beginning of each academic year, all professional expert, short-term, substitute, and student employees with an assignment which will exceed 30 days will be provided with three days (24 hours) of paid sick leave. This paid sick leave is available to be used for an illness of the professional expert, short-term, substitute, and student employee or his/her family member and/or for leave due to domestic violence, sexual assault or stalking. A professional expert, short-term, substitute, and student employee shall be entitled to use such sick leave as of the 90th day of employment. The three days (24 hours) of paid sick leave do not accumulate. General Description/Summary - POSITIONSUMMARYPerforms a variety of specialized secretarial and administrative support duties, including (but not limited to) transcribing of complex, specialized, or technical notes, composing of original documents, development and administration of office routines and systems, independent research, processing of financial transactions and payroll information, and reception. Minimum Qualifications/Education and Experience - MINIMUMQUALIFICATIONSSee Education and ExperienceEDUCATIONANDEXPERIENCEA high school diploma, or the equivalent, and four years of secretarial experience Preferred Qualifications - N/A Licenses and Certificates - N/A Essential Duties and Responsibilities - ESSENTIALDUTIESANDRESPONSIBILITIES- Performs secretarial and clerical duties involving application of learning from prior experience, a working knowledge of the special terminology of the function to which assigned, basic understanding of the functions and procedures of other departments, and the use of judgment and an understanding of departmental functions and procedures.- Responds to inquiries and conveys information about programs and services provided by the organizational unit and college. Receives questions and concerns from faculty and students, interprets and conveys policies and procedures, and refers difficult or sensitive matters to the appropriate source.- Provides assistance to schedule planning and other business cycle processes. Compiles and may edit information for course descriptions. Forwards information to other departments.- Types from rough drafts or verbal instructions a variety of materials such as letters, memoranda, recurring reports, and statistical data. Composes routine correspondence and forms as necessary. May transcribe dictation.- Performs receptionist duties. Receives and screens visitors and telephone calls, referring to others as appropriate. Takes and forwards messages.- Arranges miscellaneous meetings. Prepares schedules and informs participants, confirming dates and times. May make hotel and travel reservations.- Inputs information onto relational databases. Updates information and maintains data files. Accesses relational databases for business and education support to extract information and standardized reports.- May input class schedules into Banner.- Compiles information from existing information systems and resources for reports. Organizes information to fit into requested formats. Prepares and maintains regularly required reports with established forms used by internal staff and external agencies.- Performs special projects. Assists with research of libraries, business transactions, meeting recollections, employee and student records, etc., to compile reports for administration or to regulatory or governing agencies.- Receives, handles and stores confidential information pertaining to the District or assigned division. Maintains confidentiality of private and sensitive information.- Assists with purchasing processes for departmental materials and textbooks but preparing and monitoring purchase order status. May monitor departmental budgets to support a manager or administrator.- May take notes, and maintains records of the proceedings from routine departmental meetings.- May provide training and work guidance to student workers or other support staff.- Performs other duties as assigned that support the overall objective of the position. Knowledge, Skills and Abilities - KNOWLEDGE,SKILLSANDABILITIES- Requires a well-developed working knowledge of office practices, procedures and equipment, including filing systems, receptionist and telephone techniques, and letter and report writing.- Requires basic math skills sufficient to do sums, products, quotients, percentages and ratios.- Requires a working knowledge of and skill in using various standard office machines, including personal computers with word processing, spreadsheet, and presentation graphics applications.- Requires knowledge of and skill in using data entry screens for inputting and extracting information from databases.- Requires sufficient math skills to perform financial and statistical recordkeeping.- Requires sufficient knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence.- Requires sufficient human relations skill to work with a diverse population, exercise patience when dealing with internal and external customers, and convey technical concepts.- Requires the ability to independently perform all of the duties of the position.- Requires the ability to accurately take and transcribe notes and/or meeting minutes/recollections.- Must be able to learn, interpret, explain and apply knowledge of District and department organization, operations, programs, functions and special department terminology to relieve an administrator or manager of certain administrative details.- Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines.- Requires the ability to communicate with students, staff, and the public using courtesy, and in a manner that reflects positively on the department and the District.- May require the ability to perform work assignments at all District locations. Physical Abilities - PHYSICALABILITIES- Incumbent must be able to function indoors in an office environment engaged in work of primarily a sedentary nature.- Requires sufficient visual acuity to read printed material.- Requires speech and hearing ability to carry on conversations in person and over the phone.- Requires the ability to reach and pull materials from files and shelves.- Requires sufficient hearing and speech ability for personal and telephone conversations and to hear sound prompts from equipment.- Requires sufficient hand-eye and finger dexterity to write, use a keyboard at an advanced rate (55-wpm) and mouse or other pointing device.- Requires the ability to reach (from low, level, and overhead) to file, access files, and move supplies and equipment in and out of storage areas. Working Condition Department - Classified Pool Job Category Assignment Percentage of Time Months per Year Work Days per Week Work Schedule per Day - Individual may work no more than 29 hours per week. Work Shift - Days Bargaining Unit - Unrepresented Citrus College Diversity Statement - CITRUSCOLLEGEIS ANEQUALOPPORTUNITYEMPLOYERIt is the policy of Citrus College to not discriminate against and to encourage a diversity of applicants based on national origin, religion, age, sex or gender, race, color, medical condition, ancestry, sexual orientation, marital status, physical or mental disability, use of family and medical care leave, genetic information, military or veteran status, gender identity, gender expression, or because they are perceived to have one or more of the preceding characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics. About Transcripts - ABOUTTRANSCRIPTS—Candidates must upload copies of all transcripts (need not be official at the time of application) which prove sufficient for verifying minimum qualifications for this position.—Official transcripts will be required at the time of the job offer.—Transcripts must be from the awarding institution, and must show that the degree has been awarded (or conferred) and the year.—Degree(s) must be earned (or conferred) from accredited institution(s) or an equivalent foreign Citrus College