ADMINISTRATIVE SECRETARIES

ADMINISTRATIVE SECRETARIES

Multiple Departments

Diablo Valley College

San Ramon Valley Campus

Diablo Valley College in the San Ramon Valley is seeking Administrative Secretaries to perform a wide variety of complex and responsible secretarial and administrative duties; and may provide technical and functional lead supervision over lower level clerical classes.

EXAMPLES OF DUTIES

Duties may include, but are not limited to, the following:

Assist in planning, scheduling and supervising activities; research the more difficult questions pertaining to policies and procedures; interpret and implement District policies and procedures relating to the assigned area. Examine, analyze, and verify fiscal records and expenditures; assist in developing budget; reconcile budget accounts to ensure accuracy. Relieve supervisor of routine personnel, budget, and payroll functions; initiate and maintain a variety of files and records such as payroll, budget and attendance. Receive invoices for purchases; develop accounting system for payables and receivables; pay on a confirming requisition or continuing order; maintain ledger and balance of accounts in budget. Act as a liaison between campus employees and the public to coordinate activities; answer phones and screen calls; schedule appointments; type letters and confidential memos; research and prepare reports, including statistical reports. Dispatch service requisitions; determine priorities and assign; determine if work requested is an emergency. Type and proofread a wide variety of letters, memos, manuscripts, tests, course outlines, newsletters, course proposals and various reports. Coordinate scheduling procedures and detect conflicts and omissions. Keep records of staff vacation, sick leave and schedule changes. Notify students of and post canceled classes. Answer telephone; screen calls and provide information to callers. Perform research and prepare a variety of complex statistical reports. May act in a lead capacity for other secretarial and clerical positions. Use a computer terminal to update records, retrieve information, and to create and print text and tables. May serve as Secretary to a Committee; prepare agendas; schedule facilities; record, prepare minutes; independently compose letters and memos. Supervise and train assigned staff. Perform related duties as assigned.

MINIMUM QUALIFICATIONS

In addition to the minimum qualifications for Secretary:

Knowledge of: Theories and practices of supervision and personnel management.

Skill to: Provide technical supervision and training for other employees. Interpret and explain District policies, rules and regulations. Work independently in the absence of supervision. Analyze situations carefully and adopt effective courses of action.

Experience:

Three years of experience performing a wide variety of clerical, secretarial and administrative support

work, one year of which was comparable to the duties assigned to the Secretary class in the District.

Training:

Equivalent to the completion of the twelfth grade including or supplemented by specialized secretarial

training.

Desirable Qualifications:

Experience working in the educational field. The ability to work effectively within a collaborative administrative support team. Sensitivity to and understanding of diverse academic, racial, socioeconomic, cultural, disabled, and ethnic populations.

Note: A valid typing certificate is one issued within the last 12 months which verifies the ability to type accurately at the typing rate specified for this position. Certificates will be accepted from a public school, business school, staffing agency or a similar agency and should attest a 5- minute timed test and specify net words per minute. The Contra Costa Community College District policy is to take one word off for each error. Therefore, gross words per minute minus one word for each error equals net words per minute. The certificate is required at the time the application is submitted. Self-administered computerized typing tests will not be accepted. This position has a minimum requirement of the ability to type at a speed of not less than 50 net words per minutes from clear copy.

The complete Job Description and application packets may be obtained at www.4cd.net or in person or by sending a self-addressed envelope to the District Office (address follows). All applications must be returned to Dept. 1HR, CCCCD, 500 Court Street, Martinez, CA 94553. Application deadline: 10/18/2006. No faxed or e-mailed applications will be accepted. EOE.
REQUIREMENTS
Please see job description