SECRETARY I (FINANCIAL AID)1

MIRACOSTA COLLEGE

MIRACOSTA COMMUNITY COLLEGE DISTRICT

(E) = Essential job function8/22/09

SECRETARY I (FINANCIAL AID)1

CLASS TITLE:SECRETARY I – FINANCIAL AID

BASIC FUNCTION:

Performs a variety of complex secretarial duties and administrative/organizational support for department(s) and/or programs.

DISTINGUISHING CHARACTERISTICS:

Incumbent works under the direction of the Financial Aid Director. Assists in compiling and assembling financial aid data and reports; maintains confidential student loan records; prepares and sends statements to program participants; updates computer generated student files, reviews files and follows up on discrepancies; follows established procedures for certification of applications and disbursement of student loan checks according to federal regulations, guarantor policies, and specific procedures to assure disbursements are made in a timely manner; serves as a contact person to borrowers and lending organizations; ascertains status of student loan warrants, and verifies delivery or return of loan checks.

REPRESENTATIVE DUTIES:

  1. Perform secretarial duties for an assigned supervisor and other office staff assisting them with a variety functions such as: arrange and schedule meetings and conferences; establish and maintain filing systems; coordinate duplication and distribution of various materials; open and distribute mail; revise and disseminate schedules, reports, records and other information as necessary to assure effective coordination of department or program functions. (E)
  1. Have initial contact in person, over the telephone, or electronically with students, faculty, parents, District staff or the general public. Either provide information and/or resolve problem, or refer inquiries to an appropriate staff member or make appointment with another staff member. Receive and screen visitors. (E)
  1. Order and maintain office supplies; schedule maintenance and repair/transfer of equipment. (E)
  1. Compose, prepare and/or type a variety of correspondence, agendas, memoranda, and reports, including material of a confidential nature; record and transcribe minutes from meetings.
  1. Review and proof documents, records and forms for accuracy, completeness and conformance to applicable rules and regulations. (E)
  1. Maintain budget balances; monitor expenditures of funds; review accounts and follow up on discrepancies; prepare and process purchase requisitions and submit requests for payment; make reservations and travel arrangements; process a variety of travel and expense forms. (E)
  1. Collect, maintain and compile statistical and other data using multiple databases and other sources.
  1. Prepare and track personnel requisitions.
  1. Train, provide work direction and guidance to student workers, temporary staff and others as assigned. Create, maintain and distribute hourly personnel schedules. Collect and verify timecards and submit to payroll.
  1. Perform related duties as assigned.

KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:

Organization, policies and rules of assigned department or program.

Modern office practices, procedures and equipment.

Recordkeeping techniques.

Basic math.

Correct English usage, grammar, spelling, punctuation and vocabulary.

Applicable sections of State Education Code and other applicable laws and regulations.

Interpersonal skills using tact, patience and courtesy.

ABILITY TO:

Learn to interpret, apply and explain rules, regulations, policies and procedures and apply them in a variety of procedural situations.

Understand and follow oral and written directions.

Operate a variety of office equipment, including computer and appropriate software.

Type 55 words net per minute from clear copy.

Make arithmetic calculations quickly and accurately.

Communicate effectively both orally and in writing.

Establish and maintain cooperative and effective working relationships with others.

Multi-task in a high traffic office.

Plan and organize work independently.

Meet schedules and timelines.

Train and provide work direction to others.

Work confidentially with discretion.

Demonstrate sensitivity to and understanding of diverse academic, socioeconomic, cultural, ethnic and disability issues.

EDUCATION AND EXPERIENCE:

Education and experience equivalentto graduation from high school and one year of directly related work experience.

LICENSES AND OTHER REQUIREMENTS:

Positions in this classification may require a valid California driver license.

WORK DIRECTION, LEAD AND SUPERVISORY RESPONSIBILITIES:

Not assigned permanent staff to supervise. Provides work direction to student workers and/or temporary staff.

CONTACTS:

Departmental coworkers, other District staff, students, faculty, and the general public; professional staff at other two- and four-year institutions.

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 for extended periods of time, 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 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; intermittent exposure to impatient, angry and/or verbally aggressive individuals; ability to work effectively under pressure on multiple tasks concurrently while meeting established deadlines and changing priorities.

WORKING CONDITIONS:

Primarily busy office environment; subject to frequent contacts and interruptions by individuals in person or by phone; may be required to work at any district location or authorized facility during day and/or evenings hours including occasional weekends on an as-needed basis.

MIRACOSTA COMMUNITY COLLEGE DISTRICT

(E) = Essential job function8/22/09