Administrative Secretary - Foundation Office

Administrative Secretary I - Foundation Office

YUBA COUNTY COMMUNITY COLLEGE DISTRICT

Yuba City, California, United States

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).

DISTINGUISHING CHARACTERISTICS : The Administrative Secretary I provides primary secretarial and administrative support for a Dean, or a Director‑level manager. The Administrative Secretary II classification performs a broad range of primary secretarial and administrative assistance responsibilities for a Dean, relative to a Division.

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 (E)
• Maintain complex record‑keeping systems and schedules; assist instructional and/or student services staff in developing and coordinating class or program schedules. (E)
• Process a variety of documents relating to personnel, budgeting and curriculum requirements related to an assigned program. (E)
• 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. (E)
• Organize office systems; contribute to the development of office policies and procedures. (E)
• Operate a computer and information systems related to assigned program for input and retrieval of information. (E)
• Type, edit and format a variety of documents; compose correspondence from general instructions. (E)
• Maintain a variety of logs, files and records; control the release of sensitive information to authorized personnel. (E)
• Coordinate between supervisor, program, instructional unit and various groups such as other college staff, students or community groups. (E)
• Maintain calendars, schedule appointments, arrange meetings and make travel arrangements. (E)
• 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. (E)
• Prepare reports, Board items, budgets and grant proposals; collect data and provide research assistance for various studies and reports. (E)
• 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. (E)
• Provide support to faculty or counselors including preparation of book orders, timesheets, orientations, reports, problem‑solving and other support as needed. (E)
• 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.
• Telephone techniques and etiquette.
• 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. (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 and courteous 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…