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Administrative Secretary I

Employer
Southwestern Community College District
Location
California, United States
Salary
Salary Not specified
Posted Date
Jun 29, 2022

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support
Employment Level
Administrative
Employment Type
Full Time
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Administrative Secretary I

Southwestern Community College District

Work Site: 900 Otay Lakes Road, Chula Vista, CA 91910

Department: Completion Programs

District Values
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.

Responsibilities:
(Auxiliary funded position, continued employment contingent upon funding).

Under the direction of the Director of Completion Programs, perform a wide variety of difficult and complex secretarial, clerical and typing duties. REPRESENTATIVE DUTIES:
  1. Serve as secretary to the Director of completion Programs, performing a variety of clerical and secretarial duties in support of an assigned service or operational area.
  2. 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.
  3. Coordinate activities of assigned office between the supervisor and staff, the public or other District or campus officials.
  4. Review and proof documents, records and forms for accuracy, completeness and conformance to applicable rules and regulation.
  5. Answer requests for information by enclosing materials or sending form letters; process various forms and application materials for departmental classes and programs as necessary.
  6. Operate word processor and related equipment for the preparation and maintenance of a variety of complex documents, correspondence, reports and related materials.
  7. 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.
  8. 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 required.
  9. Perform related duties and responsibilities as required.


Knowledge and Abilities:
MUST HAVE KNOWLEDGE OF:
  • Modem office practices, procedures and equipment.
  • Receptionist and telephone techniques.
  • Record-keeping techniques.
  • Correct English usage, grammar, spelling, punctuation and vocabulary.
  • Oral and written communication skills.
  • Interpersonal skills using tact, patience and courtesy.
  • Telephone techniques and etiquette.
  • Operation of department machines and equipment.


MUST HAVE ABILITY TO:
  • Perform secretarial and clerical work with speed and accuracy.
  • Learn to interpret, apply and explain specific rules, policies and procedures of the specific office or program to which assigned.
  • 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 writing.
  • Establish and maintain effective working relationships with those contacted in the course of work.


Education and Experience:
Any combination equivalent to: graduation from high school including or supplemented by course work in secretarial science AND three (3) years of increasingly responsible clerical or secretarial experience.

Minimum Qualifications: (Faculty and Academic Administrator Positions Only)


Desirable Qualifications:


Salary
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.

Start Date

As soon as the successful candidate is identified and following the subsequent governing board approval.

Screening Deadline
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.

Work Schedule:
Monday-Friday: 8:00 a.m.-5:00 p.m., with at least one day from 10:30 a.m.-6:30 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).

Additional Information:
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 employment@swccd.edu.

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 only.

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 disabilities.

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/"> 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/3860



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