Administrative Secretary II - Science & Engineering (March 2018)
March 3, 2018
Administrative Secretary II - Science & Engineering (March 2018)
Position Summary: Performs a variety of technical, secretarial and administrative support duties for an administrator with substantial secretarial needs. Coordinates and performs administrative projects within an instructional division. Coordinates work flow and support activities for the office and often for related functions.
Essential Duties and Responsibilities: Performs technical and complex administrative support involving applications of a working understanding of the functions and procedures of the division, with a basic understanding of functions and procedures of other divisions. Responds to inquiries and conveys information about programs and services provided by the organizational unit and college. Interprets and conveys policies and procedures, referring difficult or sensitive matters to the appropriate administrator. Organizes work by researching and setting up business and academic calendars and cycles, then establishing and sequencing deadlines and/or time lines for projects, activities, and required submissions. Coordinates and performs the administrative aspects of projects and events, integrating them with ongoing work routines. Provides administrative support to special processes such as, but not limited to committees and special interest group meetings. Prepares forms, revisions, and final documents to support proceedings. Takes notes and transcribes dictation as assigned. Types (keyboards) from rough drafts or instructions a variety of materials such as letters, memoranda, reports and statistical data. Composes original correspondence and forms on routine department matters. Receives telephone calls and visitors, screening callers, handling routine matters, providing information, or routing calls to administrators as necessary. Schedules appointments and arranges meetings. Prepares schedules and informs participants, confirming dates and times. Maintains records and assists in the preparation of departmental/divisional reports by gathering and summarizing information from a variety of sources. Receives, handles and stores confidential information pertaining to the District or assigned department. Maintains confidentiality of private and sensitive information. Assists compiling information requests on behalf of other organizational units responsible for class schedule production processes. Assists the administrator with development of organizational unit budget proposals, maintaining communications with work sections on status and information needs. Maintains approved budgets, transaction records, and audit trails, including those for capital outlay, special projects, and grant-funded activities. Reconciles expenditures and initiates budget allocation changes and reassignments of funds to and from various accounts, working with accounting staff to assure compliance. Prepares requisitions and claims for reimbursement. Resolves purchase order and contractual matters with vendors and other service providers. May enter class schedules into Banner. May assist in the preparation and/or coordination of special events. Performs other duties as assigned that support the overall objective of the position.
Knowledge, Skills and Abilities: Requires in-depth knowledge of office practices, procedures and equipment, including filing systems, receptionist and telephone techniques, and letter and report writing. Requires a basic knowledge of the policies and procedures associated with the curriculum development and maintenance process. Requires a working knowledge of personal computer based software programs that support this level of work, including but not limited to word processing, spreadsheet, presentation graphics, desktop publishing, special applications used by the organization unit, and data entry onto custom data bases. Requires basic skill at facilitating small group problem-solving processes. 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 cooperatively with diverse teams, 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. Requires the ability to learn, interpret, explain and apply knowledge of the District and department organization, operations, programs, functions, special terminology used in the organization unit, and labor agreements to relieve an administrator or program director of a variety of administrative details. Requires the ability to learn and apply techniques for curriculum development processes and recording and monitoring faculty workload information and processing payroll transactions. Requires the ability to prepare spreadsheets, graphs and charts. Requires the ability to learn and enter, import, and export data to and from databases within a reasonable time frame. Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines. Requires the ability to communicate with faculty, students, staff, and the public using patience and courtesy, and in a manner that reflects positively on the organization unit.
Minimum Qualifications: See Education and Experience below.
Preferred Qualifications: Possession of an associate degree is preferred. Four (4) years of progressively responsible secretarial experience in an institution of higher learning or government agency. Experience using MS Office Suite, and BANNER or similar ERP system.
Education and Experience: An associate degree, or the completion of at least sixty (60) college-level semester units, and two years of secretarial experience; or, in the absence of an associate degree, or the completion of at least sixty (60) college-level semester units, four years of secretarial experience.
Physical Abilities: Incumbent must be able to function indoors in an office environment engaged in work of primarily a sedentary nature. Requires ambulatory ability to sit for extended periods of time, to utilize microcomputers and peripheral equipment, accomplish other desktop work, and to move to various campus locations. Requires the ability to use near vision to read printed materials. Requires auditory ability to carry on conversations in person and over the phone. Requires the ability to retrieve work materials from overhead, waist, and ground level files. Requires manual and finger dexterity to write, use a pointing device and keyboard at an advanced rate, operate microcomputer, and use other standardized office equipment, almost constantly requiring repetitive motions.
'CITRUS COLLEGE IS AN EQUAL OPPORTUNITY EMPLOYER.' It is the policy of the District not to 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 he or she is perceived to have one or more of the foregoing characteristics, or based on association with a person or group with one of more of these actual or perceived characteristics.
Special Instructions to Applicants: 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 use 'NA' (not applicable), 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.
Applicants are responsible for ensuring that all required documents, and those additional documents you choose to include, are attached BEFORE clicking the 'Finished Attaching Documents' button and confirming. It is advisable to attach 'Optional' documents first, and then 'Required' documents once you are ready to click on the 'Finished Attaching Documents' button and confirming.
Application and Supplemental Questionnaire must be complete. A resume will not substitute for a fully completed employment application and supplemental questionnaire. Incomplete applications will be rejected. When listing your work experience, please specify the beginning and end dates for each job you held and describe your experience.
Additional documents CANNOT be added to your electronic application packet once you click on 'Finished Attaching Documents' and receive your confirmation number; so, please be sure you have all documents you will upload handy and in an electronic format. THE APPLICANT TRACKING SYSTEM WILL NOT ACCEPT DOCUMENTS LARGER THAN 2MB. IF YOUR DOCUMENTS DO NOT UPLOAD, PLEASE RESIZE. If you do not have all your documents handy at the time you are applying for the position, we advise you to click on 'Finish Attaching Documents Later'. Be sure, however, to finish attaching your documents BEFORE the close or first consideration date for the position. Please remember, you will NOT be able to attach additional documents after you have selected 'Finished Attaching Documents' and have received a confirmation number, and you will not be able to apply for a position after the position has closed.
Please note: should an applicant apply for a position more than once, only the most recently received application packet will be the one screened for completeness. All others will be deemed inactive, and will not be considered, regardless of completeness.
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. Exception: The Citrus College Form 101 must be mailed 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.
All employees within the bargaining unit are required to pay dues as a member of the exclusive representative or pay an agency fee.
Starting salary for a new classified hire at Citrus College is fixed at Step 1.
About Transcripts: 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 institution by the first consideration date for this position. All degrees must be verifiable on a legible transcript by the indicated first consideration date for this position. Foreign transcripts must be transcribed in English AND evaluated for U.S. equivalency by a bona fide U.S. evaluation service. Selection Procedure: Selection Procedure: A selection committee will review application packages of those candidates who have met the minimum qualifications for this position, and will select a limited number of qualified candidates for an interview. Each candidate may be asked to make a presentation on a topic of the selection committee's choice. The candidate will be informed of the topic when an interview appointment is scheduled. Each candidate may be asked to provide a sample of his or her writing ability just prior to the interview. Travel costs must be borne by the applicant. Final candidates for faculty, management, and supervisor/confidential positions may be interviewed by the Superintendent/President. If selected as a finalist, the candidate permits the District to contact the current and former employer(s) to investigate past employment history.
Citrus College delivers high quality instruction that empowers students to compete globally and to contribute to the economic growth of today's society. We are dedicated to fostering a diverse educational community and cultural learning environment that supports student success in pursuit of academic excellence, economic opportunity, and personal achievement.