Senior Secretary - Student Activities and Affairs

Senior Secretary - Student Activities and Affairs 

Salary: $53,581.00 - $71,677.00 Annually

Job Type: Classified - Full-time

Job Number: 6984-c-02/25

Closing: 3/12/2025 11:59 PM Pacific

Location: Visalia, CA

Department: Student Senate

Division: 

General Description

Under the direction of the Director, Student Activities and Affairs, the Senior Secretary will perform a variety of secretarial duties in the interpretation, application and modification of existing procedures and methods; type, file, maintain records, and provide information and assistance regarding programs, procedures and activities of the Student Activities and Affairs Department.

Specific duties for this position will include coordinating daily operations of Student Activities and Affairs; maintain financial records, maintain student worker schedules, management of student ID cards, provide support to club officers and campus clubs, and monitor the Student Center. Contribute to the planning and execution of commencement ceremonies.

This is a full-time, 12-month position. 

The work schedule is Monday to Friday from 7:45 a.m. to 4:45 p.m. 

May require some occasional evening coverage.

Initial salary placement is $53,581 

Distinguishing Characteristics:

Positions allocated to the class of Senior Secretary are assigned to an Associate Dean and Director. The duties involve a wide variety of diverse, complex and confidential secretarial and clerical tasks, requiring a substantial amount of tact, judgment and initiative. Incumbents are required to relieve the administrator of routine administrative duties and provide work direction and guidance to clerical personnel assigned to the department. Positions allocated to the Secretary class perform clerical and secretarial duties for a coordinator or other manager which require judgment and initiative within a well-defined range of alternatives.

College of the Sequoias Community College District serves a diverse community of learners and is a designated Hispanic Serving Institution. COS provides a wide range of opportunities in transfer, general education, career and technical programs for our students. We are dedicated to recruiting employees who are committed to helping a diverse population of students achieve their educational goals. We seek candidates who exhibit an understanding and commitment to the community college mission, and who have a passion for student success. 

Job Duties

Job duties of the Senior Secretary - Student Activities and Affairs include:

• Perform secretarial duties and relieve the administrator of a variety of clerical, technical and routine administrative duties; serve frequently as a liaison between the administrator and staff, public and other campus personnel.

• Review and proof documents, records and forms for accuracy, completeness and conformance to applicable rules and regulations.

• Train and provide work direction to others as assigned; recommend new and revised office procedures as appropriate.

• Collect and compile statistical and financial data and other information for inclusion into special and periodic reports.

• Assist in monitoring budget expenditures and maintaining expenditure records; order and maintain office supplies; maintain a variety of records and files.

• Order and receive supplies and materials as assigned according to established guidelines and procedures; process invoices.

• Communicate information in person or by telephone where judgment, common knowledge and interpretation of policies and regulations are necessary.

• Coordinate activities of assigned office between the administrator and staff, the public or other District or campus officials.

• Operate a computer terminal for the preparation and maintenance of a variety of complex documents, correspondence, reports and related materials.

• Edit and prepare a variety of correspondence, memoranda, reports, flyers, brochures and other materials; record and transcribe minutes; compose routine correspondence as assigned.

• Receive, open and distribute mail; receive visitors, arrange travel, schedule appointments, screen visitors and telephone calls and refer to appropriate staff members.

• Establish and maintain positive staff and public relations.

• Arrange and schedule a variety of meetings and conferences.

• Operate a variety of office machines and equipment, including typewriter, copier and calculator.

• Utilize the District's integrated software in performing the required duties of the position.

• Perform related duties as assigned.

Qualifications

Minimum Qualifications (Education & Experience): 

Any combination equivalent to:

• College-level course work in computers and secretarial science and 

• Two years of responsible secretarial experience.

Desirable qualifications:

• Student Service experience

• Webpage Maintenance

• Microsoft office (Outlook, Word, Excel)

• Strong interpersonal skills

• Professional communication

• Bilingual is desirable

• Canva flyer design

Working Conditions:

Environment

• Office environment.

• Constant interruptions.

Physical Abilities

• Ability to hear and speak to communicate with students/employees/public.

• Ability to see to read documents.

• Ability to sit and stand for extended period of time.

• Ability to reach in all directions.

• Ability to lift moderately heavy objects.

• Dexterity of hands and fingers to operate a computer and office equipment.

Knowledge and Abilities

The hiring committee is seeking evidence of the following:

Knowledge of:

• Correct operations, procedures and methods of office to which assigned.

• Modern office practices, procedures and equipment.

• Record-keeping techniques.

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

• Interpersonal skills using tact, patience and courtesy.

• Telephone techniques and etiquette.

• Oral and written communication skills.

• District organization, operations, policies and objectives.

Ability to:

• Perform difficult and complex secretarial and clerical work.

• Assemble diverse data.

• Maintain complex and varied files and records.

• Type at 50 words net per minute from clear copy.

• Interpret and apply specific rules, policies and procedures of the specific office of program to which assigned.

• Operate a variety of standard office equipment

• Establish and maintain cooperative and effective working relationships with others.

• Provide work direction and guidance to others.

• Work confidentially with discretion.

• Make arithmetic calculations.

• Understand and follow oral and written directions.

• Work independently with little direction.

• Communicate effectively with others.

• Meet schedule and time lines.

• Prepare reports, correspondence and related materials

Application Procedure

To be considered, applicants must submit ALL of the following required material before or by the filing deadline:

• An online job application.

• Letter of interest, which addresses how the applicant's experience and/or education enables him/her to be able to perform the job duties.

• Resume

• Unofficial copies of transcripts of all college/university work. Official transcripts required upon employment. Note: Applicants who have completed college or university course work at an institution outside of the United States that is not a post-secondary institution accredited by an accreditation agency recognized by either the US Department of Education or the Council on Higher Education Accreditation (CHEA) must obtain a complete evaluation of foreign transcripts, degrees, and other relevant documents by either NACES or AICE.

Recruitment Analyst: Nancy Yanes 559-737-4886 or mailto:nancyy@cos.edu

The Sequoias Community College District is an equal employment opportunity employer committed to prohibiting unlawful discrimination, harassment, including sexual harassment, intimidation, and bullying based on actual or perceived race or ethnicity, color, creed, national origin, religion, sex or gender, gender identity, gender expression, sexual orientation, physical and/or mental disability, age, medical condition, genetic condition, pregnancy, reproductive health decision making, marital status, military or veteran status, or ancestry. 

College of the Sequoias does not sponsor H-1B Visas 

To apply, visit https://apptrkr.com/6037921 

COLLEGE OF THE SEQUOIAS COMMUNITY COLLEGE DISTRICT IS AN EQUAL OPPORTUNITY EMPLOYER: The College of the Sequoias Community College District is committed to the principles of equal employment opportunity. It is the District's policy to ensure that all qualified applicants for employment and employees have full and equal access to employment opportunity and are not subject to discrimination in any program or activity of the District on the basis of ethnic group identification, race, gender, color, language, accent, citizenship status, ancestry national origin, age, sex, religion, sexual orientation, transgender, parental status, marital status, veteran status, physical or mental disability or medical condition, or on the basis of these perceived characteristics. 

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Salary : $53,581 - $71,677