Sub Pool - Staff Secretary III Job Listing at IVC in Imperial, CA (Job ID 4408467)

Description

Representative Duties

BASIC FUNCTION: Under direction of a Manager or similar-level supervisor, organize and coordinate the day-to-day operation of the office and assure its overall efficiency and effectiveness; assure the timely completion and flow of paperwork; perform a variety of difficult and complex secretarial and clerical duties and provide general support to assigned manager; process management matters not requiring the immediate attention of the manager; coordinate communications between supervisor and College administrators; prepare documents and materials using automated equipment.

DISTINGUISHING CHARACTERISTICS: This classification is distinguished from other levels of the Staff Secretary series in that a Staff Secretary III provides secretarial, clerical and office coordinator support for the Manager of a District-wide multifunction division. A Staff Secretary I provides secretarial, clerical and office coordinator support for a college department of moderate size and complexity while a Staff Secretary II independently coordinates the office services and activities of a large instructional division office under minimal direction of a Division Chair and also provides administrative assistance and support to the Division Chair. 

REPRESENTATIVE DUTIES: 
Perform management support duties to assist the manager in meeting reporting requirements, functional responsibilities and research objectives, coordinating activities of assigned office between the manager and staff, the public and campus officials. Perform secretarial duties for assigned manager, assisting the manager with a variety of technical clerical detail; establish and maintain positive staff and public relations. 

Develop schedules related to division activities and services; maintain calendars and coordinate committee and other meetings; review, update and inform the manager and others of essential timelines; coordinate the flow of paperwork and work activities through the office in relation to priorities and schedules; assure the timely completion of work in accordance with established policies, procedures and standards. 

Facilitate communications between the assigned manager and division personnel, other managers, administrators, students, staff and other offices or public agencies; communicate information in person or by telephone where judgment, knowledge and interpretation of policies and regulations are necessary; interact and relay information, questions and decisions regarding manager's area of assignment. 

Provide staff support to standing and ad hoc committees and other groups as assigned; attend meetings, take notes or record proceedings; prepare and distribute agendas, background materials and minutes as appropriate. 

Perform office management duties for the manager's office; orders supplies and assure proper functioning of office equipment; recommend new and revised office procedures as appropriate. Train and provide work direction to student workers and temporary or hourly office assistants as assigned. Format, type, proofread, duplicate and distribute correspondence, lists, forms, memoranda and other materials according to established procedures, policies and standards. Track budget activity and resolve budget issues and problems; review time sheets for approval; post, monitor and track invoices and other expenditures; process budget/expense transfers; prepare requisitions, check requests, independent contracts and claims for reimbursement of special funds related to assignment. 

Compose correspondence independently; communicate information in person or by telephone where judgment, knowledge and interpretation of policies and procedures are necessary. Establish complex, inter-related filing systems including confidential files; collect, compile and record narrative, statistical and financial data and other information for inclusion into special and periodic reports; research and verify information as requested. 

Prepare a variety of schedules, reports, lists and summaries using word processing, spreadsheet and data base management software; maintain logs and other manual records as required; receive mail and identify and refer matters to the manager in order of priority. Receive, open and distribute mail; receive visitors, arrange travel, schedule appointments, answer telephone calls and refer to appropriate staff members. 

Maintain the District key system. Operate office equipment including microcomputer and peripherals, typewriter, calculator, copier, facsimile machine, and other equipment related to area of assignment. 

Receive outgoing packages for UPS, FedEx and other delivery services. 

Perform related duties as assigned.

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Any combination equivalent to: graduation from high school supplemented by college-level course work in secretarial science, business or related field and three years of increasingly responsible secretarial experience. One year of secretarial experience in a public agency office is desirable. 

LICENSE AND OTHER REQUIREMENTS: Some positions in this classification may be required to possess a valid California driver's license.

IMPORTANT:  To be considered for the position applying for, applicants must submit the required items by the deadline, which include: online IVC application, current resume, and ALL unofficial transcripts (transcripts must show degree was awarded or conferred with a completion date).  All attachments will be uploaded into the online application. Applications which do not include all of the required materials will not be forwarded to the screening committee for consideration. Materials submitted become property of the District and will not be returned, copied, or considered for other openings.

RANGE 16 (CLASSIFIED SALARY SCHEDULE):  Substitute/Short-Term are placed at Step 1.  Please click here to review current salary schedule.  

Imperial Community College District is an equal opportunity employer and does not discriminate any applicant for employment on the basis of race, religion, color, ancestry, national origin, sexual orientation, gender, gender identity and expression, marital status, age, physical or mental disability, pregnancy, medical condition, or covered veteran status. This prohibition against unlawful discrimination extends to any person who is perceived to have any of the above characteristics or who is associated with someone who has, or who is perceived to have, any of those characteristics.