Secretary Ii (Institute for International Perspectives)1

Secretary Ii (Institute for International Perspectives)1

SECRETARY II (INSTITUTE FOR INTERNATIONAL PERSPECTIVES)1

MIRACOSTA COLLEGE

MIRACOSTA COMMUNITY COLLEGE DISTRICT

(E) = Essential job function8/22/09

SECRETARY II (INSTITUTE FOR INTERNATIONAL PERSPECTIVES)1

CLASS TITLE:SECRETARY II - IIP

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 Coordinator, Institute for International Perspectives. Supports the program's mission and the program coordinator(s) as services are rendered to individuals, including communicating with enrolled and prospective students in regards to admissions, academic and immigration status to determine referral for specialized assistance; tracing international student history; collecting ,tracking and compiling student records. Explaining program services to a culturally and linguistically diverse population.

REPRESENTATIVE DUTIES:

  1. Perform secretarial duties for an assigned supervisor and other office staff, relieving the supervisor of a variety of technical and administrative duties; assist others assigned to supervisor by performing secretarial and clerical duties including: receive visitors, schedule appointments, screen visitors and phone calls and refer to appropriate staff members. Receive, open and distribute mail; identify and refer matters to the assigned supervisor or staff member in order of priority. (E)
  1. Compose and/or type correspondence; prepare reports; report information in person or by telephone where judgment, knowledge and interpretation of policies and regulations may be necessary. Review and proof documents, records and forms for accuracy, completeness and conformance to applicable rules and regulations. Maintain department/program/web page(s). (E)
  1. Prepare and type a variety of agendas, memoranda, minutes, contracts and other materials including material of a confidentialnature; record and transcribe minutes from a variety of meetings. (E)
  1. Arrange and schedule a variety of meetings and conferences; establish and maintain complex interrelated filing systems; make travel arrangements for department/program personnel. (E)
  1. Order and maintain office supplies and equipment; prepare and process purchase requisitions according to approved procedures; schedule maintenance and repair of equipment. (E)
  1. Communicate with District and outside sources to resolve problems, provide or receive information. Disseminate information from supervisor to staff; serve as liaison between supervisor andstaff. (E)
  1. Review reports and maintain records of expenditures; assist in preparing budget reports.(E)
  1. Hire, supervise and train, provide work direction and guidance to student workers, temporary staff and others as assigned.(E)
  1. May support planning and logistics for events put on by the department or program. Responsibilities may include making room reservations; working with vendors; requesting facilities set up; preparation of purchase requisitions; ordering invitations and food.
  1. Perform related duties as assigned.

KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:

District organization, operations, policies and objectives.

Organization, policies and rules of assigned department or program.

Modern office practices, procedures and equipment

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

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

Recordkeeping techniques.

Technical aspects of field of specialty.

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.

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

Type at 60 words net per minute from clear copy.

Analyze situations accurately and adopt an effective course of action.

Make arithmetic calculations quickly and accurately.

Understand and follow oral and written directions.

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.

Maintain records and prepare reports.

Work confidentially with discretion.

Communicate effectively both orally and in writing.

Work as a member of a team.

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

EDUCATION AND EXPERIENCE:

Education and experience equivalent tograduation from high school and one year 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:

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

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; 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

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