Secretary II, Workforce Development & Corporate

Monroe Community College Job Posting:
Secretary II, Workforce Development & Corporate College

Secretary II, Workforce Development & Corporate College

The duties of this position include providing administrative, staff, and student support in the Economic & Workforce Development Center (EWDC)/Finger Lakes Workforce Development Center (FWD Center) in-person, over the phone, and via email. Other office functions include data entry and data gathering, scheduling of facilities/classroom space, billing and invoicing preparation and execution, reporting, purchasing, organization and maintenance of paper files and e-files;

and related clerical duties including copying, faxing, document imaging, processing of registration forms, and establishing and maintaining general office procedures and ordering and maintaining sufficient inventories of office supplies. The Secretary II also acts on behalf of the EWDC in accomplishing other routine administrative business and types confidential and/or technical materials. The employee reports directly to and works under the general supervision of an administrative-level staff member.

Does related work as required. This position may exercise general supervision over lower-level clerical staff, such as student employees.

Primary

Job Functions:

• Acts as receptionist for the Economic and Workforce Development Center (EWDC), answering the main line for the Finger Lakes Workforce Development Center (FWD Center) and Corporate College, referring or responding to inquiries as necessary, and greeting students, clients, visitors, and guests.
• Monitors Public Folders in Outlook.
• Maintains and updates open enrollment registration and "Process Pending" folder in Campus CE.
• Prepares billing alerts - letter of agreement and company registrations.
• Prepares and processes Notice of Personnel Action forms, including reconciliation for Board of Trustees Consent Calendar.
• Updates Microsoft Access Purchasing database with purchase requisitions/orders and backup documentation.
• Prepares Check Requests for refunds, reimbursements, memberships/subscriptions.
• Prepares Deposit/Receipt Form for Student Accounts, locates student "M" numbers for deposits, checks, credit cards, and cash.
• Processes refunds or issues credit adjustments to the company's invoice.
• Orders office supplies and equipment.
• Schedules meetings and use of departmental facilities in AdAstra/Outlook, ensuring all parties are contacted, and any scheduling conflicts are resolved.
• Plans and coordinates conferences, workshops, ceremonies, special events, etc., including placing food orders with Sodexo.
• Posts and maintains schedules of incoming/ongoing classes, programs, events, in the FWD Center and Corporate College to appropriate sources/displays.
• Composes and prepares routine correspondence and reports dealing with well-defined administrative activities.
• Prepares agenda and minutes of administrative meetings.
• Proofreads typewritten materials for sense, consistency, and quality as well as for spelling, grammar, and punctuation.
• Maintains and establishes confidential files and general office files.
• Operates standard office equipment, i.e., printers, scanners, copiers, and places service calls as needed.
• Conducts training for support staff to cover the reception desk.
• Provides support for other support staff during vacation, sick time, personal time, etc.

Secondary

Job Functions:

• May exercise general supervision over lower-level clerical staff, such as student employees.
• Perform other duties and responsibilities assigned by the Director, Workforce Projects and Operations, and the Manager, Economic and Workforce Development Center, or designee.
• Adheres to the College Code of Conduct.
• Contributes to, supports, and maintains an equitable, inclusive, and collaborative College environment.
• Maintains technological competencies utilized by the College.
• Commits to the philosophy of a comprehensive community college.
• Commits to professional growth which includes seeking ongoing training in diversity, equity, and inclusion to better serve students.

Requirements:

Required Qualifications:

• Must currently hold the civil service title of Secretary II or be on the current eligible list for this title, OR meet the following minimum qualifications to be eligible for a provisional appointment:
  • Graduation from high school or possession of an equivalency diploma, plus EITHER:
    • (A) Graduation with an Associate's degree; OR,
    • (B) Successful completion of at least thirty (30) college semester credit hours, plus one (1) year paid full-time or its part-time equivalent office clerical or secretarial experience*; OR,
    • (C) Two (2) years paid full-time or its part-time equivalent experience as defined in (B) above.

Preferred Qualifications:

• Bilingual and able to read, write, and speak Spanish, or other languages, proficiently

Additional Information:

Job Type: Full-time

Hours: Monday-Friday, 8:45 a.m.

- 4:45 p.m.

Salary: $40,991.65 annually. Eligible for an increment increase after 6 months of service.

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