ADMINISTRATIVE SECRETARY – CONTINUING EDUCATION1
MIRACOSTA COLLEGE
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function11/9/15
ADMINISTRATIVE SECRETARY – CONTINUING EDUCATION1
CLASS TITLE:ADMINISTRATIVE SECRETARY – CONTINUING EDUCATION
BASIC FUNCTION:
Under the direction of the Dean of Behavioral Sciences, History and Adult Education, perform a wide variety of specialized and responsible secretarial and administrative assistance duties to assist the Dean with administrative matters.
DISTINGUISHING CHARACTERISTICS:
The incumbent to this position will assist the Dean in providing support for the Community Learning Center site administration, noncredit and credit programs and adult education grants.
REPRESENTATIVE DUTIES:
- Organize and manage the day-to-day activities of assigned department(s) and/or program(s) to ensure efficient and effective District program and office operations; coordinate communications; assist administrator(s) with administrative matters; and resolve conflicts.(E)
- Perform a variety of duties and assignments which require the use of independent judgment; interpret and apply a wide range of policies and procedures in support of functions delegated to assigned administrator(s).
- Create, prepare and maintain correspondence and information independently or from oral/written instructions. Such correspondence and information may include a variety of materials (i.e. reports, surveys, forms, charts, budget sheets, memoranda, flyers, brochures and web pages), including documents of a confidential nature. (E)
- Assist administrator(s) in the development of class schedules and the contractual confirmation of full-time and associate faculty.
- Coordinate and assist with activities and special events in support of administrators, staff, students, the public and other District officials; research, obtain and provide information to assist with the implementation of projects, activities and special events.
- Generate and track faculty/staff personnel requisitions; answer questions regarding pay of stipends, extra hours, etc.
- Initiate and answer telephone calls; screen and direct calls and visitors to appropriate personnel; schedule and confirm appointments. Respond to requests for information from students, staff and the general public regarding District programs, policies, procedures and regulations. (E)
- Maintain a variety of files and records, including some that are confidential in nature. Compile difficult and complex statistical and narrative reports from a variety of sources; prepare, duplicate and collate materials; review, check, correct and compile a variety information; verify data for accuracy, completeness and compliance with established procedures. (E)
- Maintain current budget information for assigned administrator(s), grant and special projects; monitor budget expenditures; assist in budget preparations; process purchase requisitions, open purchase orders, standing orders and invoice payments. (E)
- Schedule meetings and appointments for assigned administrator(s); prepare agenda items for meetings; maintain records, attend meetings, take notes and prepare minutes for distribution to appropriate personnel as needed. (E)
- Receive, open and route mail; order, issue and maintain department supplies and forms. Order and disburse a variety of materials to other departments, faculty, students and the community.
- May provide training and work direction to student assistants, hourly personnel and others as assigned.
- Perform related duties as assigned.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
Organization, policies and rules of assigned department.
Modern office practices, procedures and equipment.
Record-keeping techniques.
Correct English usage, grammar, spelling, punctuation and vocabulary.
District organization, operations, policies and objectives.
Oral and written communication skills.
HTML and/or a variety of current web page design tools.
Applicable sections of State Education Code and other applicable laws.
Interpersonal skills using tact, patience and courtesy.
Telephone techniques and etiquette.
Public relations techniques.
ABILITY TO:
Learn to interpret, apply and explain rules, regulations, policies and procedures and apply them in a variety of procedural situations.
Perform a wide variety of specialized and responsible secretarial and administrative assistance duties to relieve administrator(s) of administrative detail.
Interpret, apply and explain rules, regulations, policies and procedures.
Utilize the computer to perform advanced-level word processing functions including complex formatting of documents, creating charts, using spread sheets and a variety of software.
Make arithmetic calculations quickly and accurately.
Understand and follow oral and written directions.
Work cooperatively with others.
Type at 60 net words per minute from clear copy.
Operate a variety of office equipment, including computer and appropriate software.
Work independently with little direction.
Establish and maintain cooperative and effective working relationships with others.
Meet schedules and timelines.
Prepare reports by gathering and organizing data from a variety of sources.
Work confidentially with discretion.
Analyze situations accurately and adopt an effective course of action.
Communicate effectively both orally and in writing.
Work efficiently with many interruptions.
Make arrangements for meetings, workshops and conferences.
Maintain a variety of files, records and statistics.
Provide training and work direction to others.
Plan and organize work.
Work as a member of a team.
Demonstrate sensitivity to and understanding of diverse academic, socioeconomic, cultural, ethnic and disability issues.
EDUCATION AND EXPERIENCE:
Equivalent to an Associate in Arts degreeand two years of directly related work experience.
LICENSES AND OTHER REQUIREMENTS:
Not applicable.
WORK DIRECTION, LEAD AND SUPERVISORY RESPONSIBILITIES:
Not applicable -- no assigned staff to supervise.
CONTACTS:
Faculty, coworkers, other department personnel, public, students, vendors.
PHYSICAL EFFORT:
Primarily sedentary with intermittent standing, walking, bending and stooping; occasional light lifting and carrying of objects weighing 25 pounds or less; ability to work at computer, including repetitive use of computer keyboard, mouse or other control devices; ability to travel to a variety of locations on and off campus as needed to conduct district business.
EMOTIONAL EFFORT:
Ability to develop and maintain effective working relationships involving appropriate interactions and communications personally, by phone and in writing with a variety of individuals and/or groups of individuals from diverse backgrounds on a regular, on-going basis; ability to concentrate on detailed tasks for extended periods of time and/or intermittently while attending to other responsibilities; ability to work effectively under pressure on multiple tasks concurrently while meeting established deadlines and changing priorities.
WORKING CONDITIONS:
Primarily works in an office environment. Subject to frequent interruptions by individuals in person or by telephone, intermittent exposure to individuals acting in a disagreeable fashion. May work at any district location or authorized facility during day and/or evening hours with occasional evenings, and/or weekends on an as-needed basis. Occasional local travel may be requested.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function11/9/15