Administrative Secretary I (2 positions)
Southwestern Community College District
900 Otay Lakes Road, Chula Vista, CA 91910
Procurement, Central Services & Risk
Incumbents in District positions are expected to exhibit an
equity-minded focus, responsiveness, and sensitivity to and
understanding of the diverse academic, socioeconomic, cultural,
gender identity, sexual orientation, and ethnic backgrounds of
community college students, and employees, including those with
physical or learning disabilities, and successfully foster and
support an inclusive educational and employment environment.
Under the direction of the responsible administrator (Position 1:
Director of Procurement, Central Services and Risk Management
Position 2: Director of Finance), perform a
wide variety of difficult and complex secretarial, clerical and
typing duties. REPRESENTATIVE DUTIES:
Knowledge and Abilities:
MUST HAVE KNOWLEDGE OF:
- Establish and maintain positive staff and public
- Prepare and type a variety of correspondence, agendas,
memoranda, reports and other materials; compose routine
correspondence as required; take and transcribe dictation as
- Arrange, schedule and attend a variety of meetings as assigned;
record and transcribe minutes; establish and maintain filing
systems; maintain confidentiality of information as assigned.
- Coordinate activities of assigned office between the supervisor
and staff, the public or other District or campus officials.
- Coordinate various activities applicable to the assigned
- Receive and distribute mail; identify and refer matters to the
assigned supervisor in order of priority.
- Collect and compile statistical and financial data and other
information for inclusion into special and periodic reports and
records; track and monitor budget expenditures as assigned.
- Provide assistance and information to students, staff and the
public regarding assigned program or office; request information
from students as necessary; conduct classroom presentations and
assist in preparing workshops regarding assigned program as
- Provide information and assistance in person or by telephone
where judgment, knowledge and interpretation of policies and
regulations may be necessary.
- Prepare governing board agenda items as needed.
- Order and maintain office supplies according to established
- Perform related duties and responsibilities as required.
MUST HAVE ABILITY TO:
- Modem office practices, procedures and equipment.
- Receptionist and telephone techniques.
- Record-keeping techniques.
- Correct English usage, grammar, spelling, punctuation and
- Oral and written communication skills.
- Interpersonal skills using tact, patience and courtesy.
- Telephone techniques and etiquette.
- Operation of department machines and equipment.
Education and Experience:
- Perform secretarial and clerical work with speed and
- Learn to interpret, apply and explain specific rules, policies
and procedures of the specific office or program to which
- Recommend and revise new office procedures.
- Make arithmetic calculations.
- Maintain records and prepare reports.
- Understand and follow oral and written directions.
- Meet schedules and timelines.
- Provide work direction to others as assigned.
- Work with and exhibit sensitivity to and understanding of the
diverse racial, ethnic, disabled, sexual orientation, and cultural
populations of community college students.
- Communicate clearly and concisely, both orally and in
- Establish and maintain effective working relationships with
those contacted in the course of work.
Any combination equivalent to: graduation from high school
including or supplemented by course work in secretarial
Three (3) years of increasingly responsible clerical or secretarial
Minimum Qualifications: (Faculty and Academic Administrator
Experience utilizing Vizio, Microsoft Excel, and PowerPoint is
Range 16, Steps 1-7, $3,991.05-$5,047.42. Initial placement for
external applicants is Step 1. An excellent benefits package which
includes medical, vision, dental, retirement, vacation, generous
sick leave package, and life insurance is available for the
employee and eligible dependents.
As soon as the successful candidate is identified and following the
subsequent governing board approval.
All application materials must be received on-line at https://jobs.swccd.edu
. Position is
open until filled. Applications received by the first screening
deadline of 11:59 p.m. on Friday, July 8, 2022 are guaranteed
to be reviewed by the selection committee. Any application received
after the deadline is not guaranteed a review.
Monday-Friday: 8:00 a.m.-5:00 p.m. (Approximately). Work schedule
may be adjusted to meet the needs of the office. Successful
candidate may be assigned to any of the campus sites (Chula Vista,
National City, Otay Mesa, and/or San Ysidro).
We regret we are unable to accept faxed, e-mailed, mailed, or hand
delivered application materials. Only complete application
materials submitted through SWC online system will be accepted. To
complete and submit your application for this position, please
visit our online employment website at https://jobs.swccd.edu
. All required
information must be submitted online before the review date and
time indicated on the job posting.
A confirmation number will be assigned if your application packet
has been successfully submitted. Assistance with the online
application process is available through the Human Resources Office
at 900 Otay Lakes Road, Chula Vista, CA 91910; telephone: (619)
482-6395 or e-mail to email@example.com.
It is the sole responsibility of the applicant to ensure that all
application materials are received by the review deadline date. A
separate, complete application packet is required for each position
for which you are applying for. All materials included in your
application packet become District property, will not be returned,
will not be copied, and will be considered for this opening
Candidates selected for employment with Southwestern Community
College District must be fingerprinted by an electronic
fingerprinting service (i.e. LiveScan) within 10 days of
employment; provide clearance of tuberculosis (dated within the
past 4 years and renewed every four years as a condition of
continued employment) within 60 days of employment; provide proof
of eligibility to work in the United States.
In addition to the above, for Faculty/Administrator positions
(only), successful candidate must submit official (sealed) college
transcripts confirming date degree conferred and/or a valid CA
Community College Credential.
Reasonable accommodations will be provided to candidates with
verified disabilities. Accommodation requests should be made at the
time the interview appointment is scheduled.
As an Equal Opportunity Employer and in compliance with the
Americans with Disabilities Act, Southwestern Community College
District will make reasonable accommodations for individuals with
The Southwestern Community College District shall not discriminate
against any person in employment or in any program affiliated with
the District on the basis of age, ancestry, color, ethnic group
identification, national origin, religion, race, sex, sexual
orientation, physical or mental disability, veteran status, or on
the basis of these perceived characteristics, or based on
association with a person or group with one or more of these actual
or perceived characteristics.
Notice of Availability of the Annual Security Report - Southwestern
College is committed to assisting all members of the community in
providing for their own safety and security. The Annual Security
Report is available on the SWCPD website at https://www.swccd.edu/student-support/safety-and-security/jeanne-clery-act/
If you would like to receive a hard copy of the Annual Security
Report, which contains this information, you can stop by the SWC
College Police Department or you can request that a copy be mailed
to you by calling (619) 482-6390.
The report contains information regarding campus security and
personal safety including topics such as: crime prevention; public
safety authority; crime reporting policies; programs to prevent
dating violence, domestic violence, sexual assault, and stalking;
the procedures the College will follow when one of these crimes is
reported; and other matters of importance related to security on
campus. The report also contains information about crime statistics
for the three most recent calendar years concerning reported crimes
that occurred on campus; in certain off-campus buildings or
property owned or controlled by the College or a recognized student
organization; and on public property within, or immediately
adjacent to and accessible from the campus.
This information is required by law and is provided by the SWC
College Police Department.
Drug and Alcohol Abuse Prevention Plan (DAAPP) - More information
about the DAAPP, including the Drug Free Environment and Drug
Prevention Program Policy and Procedure and Biennial report can be
found in the Health and Safety Section of the campus Consumer
Information page ( http://www.swccd.edu/index.aspx?page=1084
To apply, visit: https://jobs.swccd.edu/postings/3862