Administrative Secretary - CTE Public Safety

Administrative Secretary I - CTE Public Safety

Job Title: Administrative Secretary I - CTE Public Safety

Basic Function: Under the direction of a Dean or assigned Director, perform responsible secretarial and administrative support involving the coordination of diverse functions into a cohesive program(s) or service(s). The Administrative Secretary I provides primary secretarial and administrative support for a Dean or a Director‑level manager.

Representative Duties:

• 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, timesheets, 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. Use a variety of office equipment including computer terminal, personal computer, printer, calculator and copy machines.
• Train and coordinate the work of clerical and student employees as assigned.
• Perform related duties as assigned.

Knowledge of:

• 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.

Ability to:

• Coordinate program efforts with related outside agencies (e.g., 1st responder notifications).
• 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 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…