What are the responsibilities and job description for the Administrative Secretary II position at College of the Redwoods?
Position Information
College of the Redwoods
Position Title
Administrative Secretary II
Position Type
Staff
Department
Health Occupations
Location
Eureka
Summary
Performs a variety of highly specialized secretarial and administrative support duties, including (but not limited to) taking and transcribing of complex, specialized, or highly technical dictation, development and administration of office systems, independent research, assistance in budget development and monitoring, general record keeping, and coordination of programs and projects that involve other work teams and departments.
Essential Duties and Responsibilities
- Performs technical and complex secretarial and clerical duties involving the use of independent judgment and an understanding of departmental functions and procedures.
- Maintains budget records and files. Receives and processes accounts receivable, receives periodic printouts of financial performance and prepares summary reports. Assists in the budget development process by gathering and compiling information required for budget development.
- Develops and maintains a working knowledge of special terminology related to the function to which assigned.
- May takes and transcribe dictation or compose complex documents from rough drafts or verbal instructions using modern word processing software. Independently composes and distributes common correspondence and routine forms.
- Receives telephone calls, provides information as appropriate, resolves certain matters, or routes calls to other officials as necessary.
- Arranges meetings as directed. Prepares schedules and informs participants, confirming dates and times. Makes travel arrangements as directed.
- Attends meetings as assigned to represent the department, sometimes in place of the department head. Records, transcribes, and distributes minutes of proceedings as directed.
- Performs routine personnel and payroll duties that include but are not limited to preparation of payroll authorizations and time sheets for faculty and staff. In addition, prepares performance evaluations for employees in a division or large department from notes and instructions of the supervisor.
- Maintains committee records, assists in the preparation of departmental reports by gathering and summarizing information from a variety of sources.
- Performs special projects that involve multiple departments and/or locations involving establishing dates, arranging for participation, gathering data, and compiling narrative and statistical reports.
- Prepares technical reports such as those related to grades, fitness reports, program compliance, etc., using databases or spreadsheets to support work. Maintains up-to-date records of information to support reports, creates, edits, and distributes reports for final review.
- Accesses relational databases for business and education support to extract information and reports supporting research and special requests.
- Assists and/or facilitates preparation of course schedules and descriptions by securing information from faculty and department/division management.
- Receives, handles and stores confidential information pertaining to the College or assigned department. Maintains confidentiality.
- Performs other duties as assigned that support the overall objective of the position.
Qualifications
Knowledge and Skills
Requires a thorough knowledge of office practices, procedures and equipment, including filing systems, receptionist and telephone techniques, and letter and report writing. Requires a working knowledge of those activities associated with accounting, budget and payroll transaction processing, and statistical record keeping. Requires a working knowledge of personal computer-based software programs that support this level of work, including but not limited to word processing, spreadsheet, presentation graphics, and data entry onto custom data bases. Requires thorough knowledge of proper English usage, grammar, spelling, punctuation and mathematics skills. Must be skilled in using various standard office machines, including personal computers with word processing, database, desktop publishing, and spreadsheet applications.
Abilities
Requires the ability to independently perform all of the duties of the position efficiently and effectively. Must be able to perform office and secretarial work with speed and accuracy. Must be able to learn, interpret, explain and apply knowledge of District and department organization, operations, programs, functions and special department terminology to relieve an administrator or program director of a variety of administrative detail. Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines. Requires the ability to communicate with students, staff, parents and the public using patience and courtesy, and in a manner that reflects positively on the department.
Physical Abilities
Sufficient hand/eye coordination and manual dexterity to keyboard at an advanced rate (about 60wpm); sufficient visual acuity to recognize words letters and numbers.
Education and Experience
The position requires a High School diploma plus a minimum of one year of post- secondary course work in secretarial science or a related business. A minimum of 4 years of progressively responsible experience, with minimum of 2 of those being equal to Administrative Secretary I is required. Additional experience may substitute for education.
Equal Employment Opportunity and Workplace Diversity
It is the policy of College of the Redwoods not to discriminate on the basis of race, color, religion, national origin, sex, disability, age, or sexual orientation in its educational programs and its employment practices.
Position requires sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students.
College of the Redwoods values all members of our community and strives to create a diverse, nurturing, honest, and open environment. CR is committed to equal employment opportunity in its employment and encourages applications from underrepresented group members.
Licenses and Certificates
Hours
Full Time
40 Hours/Week, 12 Months/Year, 2080 Hours/ Year
40 Hours/Week, 12 Months/Year, 2080 Hours/ Year
Salary Grade
115
Salary
$56,368.00 - $63,419.20 /Annual Salary (20-step salary range continues to a maximum of $98,800.00/Annually)
Contact(s)
Human Resources
Contact Phone
707-476-4140
Contact Email
hr@redwoods.edu
Start Date
TBD
Posting Detail Information
Posting Number
S00313P
Requisition Number
24-90
Job Open Date
08/29/2023
Job Close Date
09/19/2023
Open Until Filled
No
Special Instructions to Applicants
Quick Link for Posting
https://employment.redwoods.edu/postings/4015
Conditions of Employment
Offers of employment are contingent upon the successful clearance of a criminal background check, pre-employment physical examination, freedom from tuberculosis and proof of identity and eligibility to work in the United States prior to the first day of work. The District may select additional qualified candidates should unexpected vacancies or needs occur during the recruitment/selection process. When education is a requirement for the position, official academic transcripts from the accredited college/university will be required.
California School Employees Association is the exclusive bargaining representative for College of the Redwoods classified employees. Each employee hired into a classified position shall contribute to the administration of this contract by membership dues or service fees.
The salary range indicated is reflective of a 20-step salary schedule.
California School Employees Association is the exclusive bargaining representative for College of the Redwoods classified employees. Each employee hired into a classified position shall contribute to the administration of this contract by membership dues or service fees.
The salary range indicated is reflective of a 20-step salary schedule.
Benefits
Medical, dental, and vision insurance is provided by the District for all full-time employees and their dependents.
Application Process
Required Materials
Apply online at https://employment.redwoods.edu/
You will need to attach the information below to complete the online application process. Attachments are accepted in .doc or .pdf file formats.
1. Letter of introduction expressing interest in and qualifications for this position
2. Professional resume
3. Transcripts of all college degrees and courses (unofficial is sufficient for application, official copies will be required of the successful candidate)
Incomplete application packets will not be forwarded for consideration by the screening committee.
Apply online at https://employment.redwoods.edu/
You will need to attach the information below to complete the online application process. Attachments are accepted in .doc or .pdf file formats.
1. Letter of introduction expressing interest in and qualifications for this position
2. Professional resume
3. Transcripts of all college degrees and courses (unofficial is sufficient for application, official copies will be required of the successful candidate)
Incomplete application packets will not be forwarded for consideration by the screening committee.
Salary : $56,368 - $63,419
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