Location: Yuba College - Marysville, CA.
Job Description:
BASIC FUNCTION: Under the direction of a Dean, relative to a Division(s), perform a variety of administrative and secretarial duties to relieve the Dean of administrative matters; control the release of sensitive information and exercise considerable initiative and judgment.
DISTINGUISHING CHARACTERISTICS: The Administrative Secretary II classification performs a broad range of primary secretarial and administrative assistance responsibilities for a Dean, relative to a Division(s). The Administrative Secretary I provides primary secretarial and administrative support for a Dean or a Director-level manager.
Essential Duties Summary:REPRESENTATIVE DUTIES:
Coordinate the office and administrative functions of a major educational services unit(s) under the direction of a Dean; communicate between the Dean, faculty, staff and the community; assist in resolving problems and concerns. (E)
Review office activities, policies, systems and procedures and recommend changes. (E)
Develop annual budget requests; research and calculate costs; verify calculations made by others; compile information for and make recommendations on projected expenditures. (E)
Audit and control budget accounts and other financial records; notify supervisor of a significant variance and recommend methods of limiting expenditures or transferring funds between accounts; prepare purchase orders and requisitions; maintain inventory of equipment, materials and supplies. (E)
Coordinate the preparation of schedules, college catalog entries and curriculum guides for the unit. (E)
Set up filing, record-keeping and tracking systems, train others in their use; coordinate the flow of information, including monitoring progress and time lines of projects assigned to others. (E)
Prepare reports, board items and grant proposals; write and maintain procedure manuals. (E)
Prepare meetings agendas; take and finalize minutes of meetings. (E)
Type, edit and format a variety of complex documents, financial and statistical reports including graphs, charts and tables, using word processors or computers. (E)
Screen and route calls and visitors; provide information to staff, students and the public regarding programs and services; resolve administrative problems independently according to established guidelines and procedures. (E)
Communicate appropriately with visitors; obtain full details of the complaint or request and resolve the matter or refer it to the proper person. (E)
Arrange, coordinate and schedule a variety of meetings, appointments and special or regular events including program registration, seminars, classes and conferences. (E)
Maintain calendar, make reservations and travel arrangements; schedule staff to assure complete coverage during office hours. (E)
Provide support to faculty including preparation of book orders, time sheets, orientations, reports, problem-solving and other support as needed. (E)
Screen and distribute mail; answer correspondence on own initiative in accordance with policies, procedures and guidelines; gather information related to other correspondence and suggest possible responses.
Perform related duties as assigned.
KNOWLEDGE OF:
Telephone techniques and etiquette.
Office management techniques.
Oral and written communication skills.
Applicable sections of the State Education Code and other applicable laws.
Interpersonal skills using tact, patience and courtesy.
Principles of training and providing work direction.
Operation of office machines including computer equipment and specified software.
Modern office practices, procedures and equipment.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Basic budgeting practices regarding monitoring and control.
ABILITY TO:
Assemble, organize and prepare data for records and reports.
Maintain records and files.
Operate office machines, including a computer and applicable software.
Type at 60 words net per minute from clear copy.
Complete work with many interruptions.
Perform secretarial and administrative support duties to relieve the manager of routine detail.
Establish and revise priorities of clerical work and office activities.
Communicate effectively both orally and in writing.
Establish and maintain cooperative and effective working relationships with others.
Add, subtract, multiply and divide quickly and accurately.
Train and provide work direction to others.
Learn operations, procedures, specific rules and precedents of the office.
Learn District organization, operations, policies and objectives.
Read, interpret, apply and explain rules, regulations, policies and procedures.
Analyze situations accurately and adopt an effective course of action.
Work independently with little direction.
Plan and organize work.
Work confidentially with discretion.
Understand and follow oral and written instructions.
Required Qualifications:EDUCATION AND EXPERIENCE:
Any combination equivalent to graduation from high school supplemented by two years of college-level course work in secretarial science or related field and four years secretarial experience.
Desired/Preferred Qualifications:
Physical Demands:ENVIRONMENT:
Office environment.
Constant interruptions.
PHYSICAL ABILITIES:
Operate a computer keyboard.
Sitting for extended periods of time.
Exchange information in person or on the telephone.
Reading and monitor accuracy of information.
HAZARDS:
Contact with dissatisfied or abusive individuals.
Range/Step: $ 3,374.81 - $ 3,629.98/MO.
Salary Range: (Range 27, CSEA Salary Schedule; initial placement will not be higher than Step 3 of the salary schedule, the top step for this position is $4,641.16/MO.)
Benefits Information:
PART-TIME (less than .60 FTE): Part-time positions less than .60 FTE are not entitled to any District paid fringe benefits. The District does however; provide the employee prorated leaves including vacation, sick leave and paid holidays. Employees less than .50 FTE contribute to an Alternative Retirement System (Apple). Employees whose, FTE is between .50 and .60 contribute to the California Public Employees Retirement System (CalPERS).
BENEFITS/SALARY: The District offers a comprehensive benefits package for employees and dependents for positions whose FTE is .60 or higher, valued at over $20,407 annually with a $310.50 monthly out of pocket expense to employees dependents for their monthly medical premiums. The package includes health, dental, vision, one (1) life insurance policy and an Employee Assistance program. Additional benefits include contributions to the Public Employees Retirement System (PERS) which is integrated with Social Security, 457/403b options, Vacation days - 7.33 hrs per month for the first year, 96 hours of vacation leave per years 1-5, 12 sick days and 20 holidays.
SALARY: Step 1: $ 40,497.76/YR - $44,648.78/YR. - Range 27, CSEA Salary Schedule, initial placement will not be higher than Step 3 of the salary schedule, the top step for this position is $55,693.89/YR.).
This position is anticipated to be assigned to Yuba Community College District but may be assigned temporarily or permanently within the District.
If you require reasonable accommodation to apply for this position, contact Sara Gaytan at the Office of Human Resources at (530) 741-8765.
WORKING CONDITIONS: Categorically funded positions are contingent upon funding. In accordance to Board Policy, smoking is restricted in many areas of the Yuba Community College District. Woodland Community College is a tobacco free campus.
WORK DAY, WORK WEEK, and WORK YEAR: The District has the right to establish work day, work week, work year; hours of positions within the District may vary.
INTERVIEW: Candidates selected for an interview will be required to visit Yuba Community College District at his/her own expense upon a date selected by the District. Meeting minimum qualifications does not guarantee an interview.
FOREIGN TRANSCRIPTS: Must include a U.S. evaluation and translation. Contact the Human Resources website for a list of agencies providing foreign transcript services.
PRE-EMPLOYMENT REQUIREMENTS: Employment is dependent upon Department of Justice (DOJ) clearance; all fees are the responsibility of the selected candidates and serves the purpose of obtaining a criminal history as authorized by the California Education Code. All prospective employees shall be required to provide verification of TB test.
EQUAL EMPLOYMENT: Yuba Community College District is an Equal Employment Opportunity Employer and guarantees equal opportunity regardless of race, color, creed, national origin, ancestry, gender, marital status, disability, religious or political affiliation, age or sexual orientation and does not discriminate in its educational programs, in employment nor in any other of its activities.
Posting Number: AS640P
Open Date: 12/15/2022
Close Date:
Review Start Date: 01/13/2023
Open Until Filled: Yes
Special Instructions to Applicants:
To apply, visit https://yccd.peopleadmin.com/postings/3221
EEO Statement As an equal opportunity employer with a diverse staff and student population, the Yuba Community College District is committed to creating an inclusive and effective learning and working environment for all.
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