Secretary I, Advisement and Transfer Services

Job Description:

Job Function:

This is a senior-level secretary position responsible for performing complex administrative tasks for a busy, fast-paced office. The Secretary I supports four department administrators relieving them of administrative and business details while providing a high level of responsiveness to internal and external inquiries. The employee is required to maintain confidentiality and exercise independent judgment in maintaining an effective office environment and solving office management problems as well as act on behalf of administrators in accomplishing administrative business. The use of technology is an integral part of this position, therefore a high level of proficiency in using office systems is required. This is also an interactive role that requires strong interpersonal skills and a sincere desire to assist both students and college staff. Direct supervision may be exercised over clerical staff and federal work-study students. This position requires working occasional evenings and Saturdays. The Secretary I reports to the Director of Advisement and Transfer Services.

Primary Functions:

• Interprets and transmits administrative directives and policies throughout the department
• Provides general office support to a team of 8-10 full-time staff with a variety of clerical activities and tasks
• Provides general supervision and guidance to 6-8 peer advisors
• Manages physical office space, including equipment and supplies ordering and maintenance
• Creates and updates documents using Microsoft Word, Excel, and PowerPoint
• Conducts research and makes recommendations to administrators on new initiatives, issue resolution, or projects
• Plans and assists in scheduling and coordinating internal and external meetings, workshops, on-campus visits, etc. while ensuring all parties are contacted, and any scheduling conflicts are resolved
• Prepares agendas and minutes of administrative staff and, if needed, at college-wide meetings
• Serves as receptionist for the department; greeting visitors, checking students in, answering phones, and scheduling appointments
• Helps explain MCC communications, college policies, and procedures to students
• Triages questions and concerns, connecting students to advisors or to other offices as needed
• Reviews and approves timesheets for office staff
• Able to complete complex clerical assignments independently; able to compose and proofread business correspondence and reports dealing with well-defined administrative activities using proper grammar, punctuation, terminology, and spelling
• Able to establish and maintain database and record-keeping systems
• Monitors the budget for the department; develops budget justifications and estimates for office supplies and equipment
• Creates purchase orders/check authorizations, receives receipts and maintains records of purchase orders
• Manages travel arrangements and conference/webinar registrations
• Able to handle material in a confidential manner

MCC Expectations:

• Adheres to the College Code of Conduct.
• Contributes to, supports, and maintains an equitable, inclusive, and collaborative College environment.
• Maintains technological competencies utilized by the College.
• Commits to the philosophy of a comprehensive community college.
• Commits to professional growth. which includes seeking ongoing training in diversity, equity and inclusion to better serve students.

Requirements:

Required Qualifications:

• Must currently hold the Monroe County Civil Service title of Secretary I or be on the current eligible list for this title, OR
• Graduation from high school or possession of an equivalency diploma, plus EITHER:
• (A) Graduation with an Associate's degree, plus one (1) year paid full-time or its part-time equivalent office clerical or secretarial experience*; OR,
• (B) Successful completion of at least thirty (30) college semester credit hours, plus two (2) years paid full-time or its part-time equivalent experience as defined in (A) above; OR,
• (C) Three (3) years paid full-time or its part-time equivalent experience as defined in (A) above; OR,
• (D) An equivalent combination of education and experience as defined by the limits of (A), (B), and (C) above.
• Must be a Monroe County resident

• Experience as a Teller, Cashier, or Sales Clerk will not be considered appropriate experience for the purposes of these minimum qualifications.

Preferred Qualifications:

• Earned certificate or associate degree in office technology or related field from a regionally accredited higher education institution
• Proficient in BANNER, Degree Works, Starfish, and Microsoft Office products
• Bilingual and able to read, write and speak Spanish or other languages
• Minimum five years of administrative assistant experience
• Bilingual and able to read, write, and speak Spanish, or other languages, proficiently

Additional Information:

Job Type: Support Staff/Civil Service

Hours: 8:45 AM-4:45 PM, Monday through Friday

Salary: $47,846.38 - $61,504.67

Pay Transparency Disclaimer: The posted salary range represents the full salary scale for this position, which includes all pay steps within the range. The starting salary for all new hires is typically at the entry-level figure, as determined by the step placement of the Collective Bargaining Agreement. Progression through the range occurs over time based on established criteria such as length of service and performance. This range is provided to give applicants an understanding of the potential earnings over the course of a career in this role.

MCC offers a Flexible Work Policy for benefit eligible employees. Types of flexible work arrangements include flextime/staggered shifts, remote work/telecommuting and compressed work schedule. The availability of flexible work arrangements varies by division, department, and position, based upon business and operational needs. Limitations to flexible work arrangements are outlined in the official policy.

Prohibition of Remote Work Outside New York State: Remote work locations outside New York State are not authorized by the College due to out-of-state tax and regulatory implications. In limited circumstances, prompted by business or operational needs, the College may approve requests to work remotely outside of New York State, on a short term, temporary basis.

Monroe Community College prohibits discrimination based on race, color, religion, sex, sexual orientation, pregnancy, familial status, gender identity or expression, age, genetic information, national or ethnic origin, physical or mental disability, marital status, veteran status, domestic violence, victim status, criminal conviction, or any other characteristic or status protected by state or federal laws or College policy in admissions, employment, and treatment of students and employees, or in any aspect of the business of the College.

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Application Instructions:

The following documents MUST be submitted to be considered for this position:

1. Resume/CV
2. Cover Letter

Please note: As part of the application process all applicants will be asked to provide the contact information for 3 professional references. References will only be contacted after interviews have occurred and only for applicants who are considered as finalists for the opportunity they applied to.