Secretary

Job Type: Staff
Department: Office of Instruction

Basic Function:
Basic FunctionUnder the direction of a Coordinator, Supervisor or Director of a small program, perform a wide variety of secretarial and clerical duties in support of an assigned department or function; and possess the ability to communicate orally and in writing in English and Spanish.

Distinguishing Characteristics The Secretary provides support to a Coordinator, Director or other supervisor of a small program or function. The Secretary-Bilingual possesses the ability to communicate orally and in writing in English and Spanish. Due to the high volume of students and public in the area of assignment whose primary language is Spanish, a work-related requirement of bilingual English/Spanish is necessary in order to successfully perform the job duties.

Representative Duties:
Representative DutiesEssential Functions1. Perform secretarial duties and assist the supervisor with a variety of clerical, secretarial and administrative duties; facilitate communications and coordinate activities between the supervisor, staff, public and other personnel; establish and maintain positive staff and public relations.2. Review documents, records and forms for accuracy, completeness and conformance to applicable rules and regulations; compose routine correspondence independently or from oral instructions; compile data for reports as requested.3. Monitor budget expenditures and transfers, and maintaining financial records as assigned; maintain current account balances as assigned.4. Order and maintain office supplies and other materials.5. Communicate information in English and Spanish in person or by telephone where judgment, knowledge and interpretation of policies and regulations are necessary.6. Receive, open and distribute mail; receive visitors, answer telephone calls and refer to appropriate staff members.7. Type a variety of memoranda, reports and other materials.8. Arrange and schedule a variety of meetings, appointments and conferences; prepare materials for meetings as assigned.9. Train, assign and review the work of other employees or student assistants.10. Operate a variety of office machines and equipment including a computer and related software applications, typewriter, copier, calculator and other equipment.11. Maintain office files and prepare and type reports as necessary.12. Attend a variety of meetings and record notes as assigned.Other Functions13. Perform related duties as assigned.

Minimum Qualifications:
Education and ExperienceAny combination equivalent toGraduation from high school and two (2) years of varied and increasingly responsible secretarial or clerical experience.

Preferred Qualifications:

Knowledge of:
Knowledge ofOperations, procedures and methods of office to which assigned; modern office practices, procedures and equipment; applicable computer software programs including word processing, spreadsheets, databases, and email; record-keeping techniques and alpha and numeric filing systems; correct English and Spanish usage, grammar, spelling, punctuation and vocabulary; interpersonal skills using tact, patience and courtesy; receptionist and telephone techniques.

Ability to:
Ability toPerform a wide variety of secretarial and clerical duties in support of an assigned department or function; assemble diverse data for the preparation of reports; maintain complex and varied files and records; type at 45 words net per minute from clear copy; interpret and apply specific rules, policies and procedures of the department or function to which assigned; operate a variety of office machines and equipment, including typewriter, computer and applicable software including word processing, spreadsheets, databases, email and other related programs, calculator, copier and other equipment; establish and maintain cooperative and effective working relationships with others; communicate effectively both orally and in writing in English and Spanish to exchange information in person and on the telephone; meet schedules and time lines; prepare and type reports, correspondence and related materials; bend at the waist, kneel or crouch to file materials; sit or stand for extended periods of time.

Physical Demands:
Working Conditions: Working ConditionsEnvironmentOffice environment. Constant interruptions.

Full Time/Part Time: Full Time
Weekly Working Hours: 40
Work Schedule & Hours: Monday, Tuesday, Wednesday, Thursday, Friday - 8 am - 5 pm
Salary Schedule Range: Classified Salary Schedule, Range 8 $22.61 - $31.82 per hour
Specific Departmental Needs:

Posting Number: 22-056
Number of Vacancies: 1
Desired Start Date:
Interview Date: 10/10/2022
Posting Open Date: 08/26/2022
Posting Close Date: 9/18/2022
Open Until Filled: No

Special Instructions to Applicants:
REQUIRED REFERENCES:Professional References must include at least three supervisors and two colleagues. Please include name, title, relationship and current phone numbers. Letters of reference and personal references will not be accepted in lieu of the required professional references.REQUIRED DOCUMENTS:

• Resume: Must include length of employment (month/year start & end dates) for each employer.
• Cover Letter: Please address how you meet the minimum requirements for this position and any special qualifications you possess.

OPTIONAL DOCUMENTS:

• College Transcripts: For consideration of college coursework, transcripts must be attached. Diplomas will not be accepted in lieu of transcripts.

To apply, visit https://cod.peopleadmin.com/postings/6071jeid-8223221d9e99c445a92dd0b8ba6dfed3