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Executive Secretary

Rancho Santiago Community College District
California, United States
Salary Not specified
Posted date
Sep 7, 2021

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

Rancho Santiago Community College District

Salary Range: Grade 14: $62,411.96 - $79.740.08/year

Job Type:

Job Number: CL21-00104

Location: Santa Ana, CA

Division: Student Services/SAC

Closing: 10/1/2021 5:00 PM Pacific

Job Description

Under administrative direction - coordinates communications for key administrative offices responsible for multiple College - wide and/or District - wide functions; provides office assistance in specialized operations; researches and compiles data and information, and drafts complex reports; maintains schedules requiring coordination with other offices; may lead, coordinate the work of, and train other office workers; and performs related duties and responsibilities as required and assigned.

Organizes and coordinates the flow of activities through the office in relation to priorities, schedules, and deadlines; coordinates communications flow by answering questions, obtaining and relaying information, analyzing mail, buffering interruptions, initiating calls and composing correspondence; drafts written materials from general instructions, prepares reports and agenda items for the Board of Trustees meetings, and for administrative controls; maintains official and confidential files and records. Monitors office budget and maintain appropriate fiscal records; makes appointments and coordinates administrator's calendar.

Compiles and checks data and information for a wide variety of specialized projects; obtains information for insurance, contracts, service contracts, and similar processes; compiles data for governmental reports.

Coordinates activities with other offices, elicits cooperation and may assist other desks; cooperates with faculty, staff, students and general public by explaining procedures and guidelines; leads, coordinates the work of clerical staff; may supervise and trains student workers; may attend committee meetings and record minutes; may participate on committees; applies judgment in handling questions or problems in absence of administrator.

Positions in this class report to administrators in offices having the broadest College/District - wide, line and staff responsibilities. These positions apply technical, legal and policy procedures regularly, work under schedules and pressures, and maintain smooth and efficient operating relationships among several activities, and other offices and staff.

Some coordination of communications among secretarial and clerical classes in the offices subordinate to the administrator-in-charge is also an expected responsibility for this class.

Job Qualifications

Training and Experience
Any combination of education and experience equivalent to one year of college level training in office management or a similar field; and five years of responsible office/secretarial experience, including one year of experience equivalent to Administrative Secretary in this District/College.

Knowledge and Abilities
Thorough Knowledge of:. English grammar, spelling, filing, and arithmetic; modern office methods, procedures, terms and equipment; office management practices.

Good Knowledge of: principles and practices of training, supervision and coordination of office workers; principles or recordkeeping and data compilation; principles of public relations related to office operations.

Knowledge of: the State Education Code and District rules, regulations, and policies relating to the District's operation and administration.

Ability to: do a wide variety of difficult and complex office work involving independent judgement; adapt office procedures and details to changing needs and requirements; compile statistical data and information for reports; effectively meet the public in situations requiring tact, poise, and understanding; follow oral and written directions; read, understand, and apply and explain technical policies and materials; work cooperatively and effectively with instructors, administrators and public; organize an office involved in multiple programs; operate a variety of office equipment including personal computers and a variety of word processing/business applications.
SELECTION CRITERIAApplication Screening In addition to the requirements and responsibilities listed, the following criteria will be considered in selecting candidates for interviews:
  • Education experience (breadth and depth)
  • Work experience (breadth and depth)
  • Demonstrated ability to work cooperatively with others
  • Bilingual ability (if needed)
  • Demonstrated experience in working with diverse socio-economic communities
  • Professional growth activities
  • Specialized skills training
  • Leadership skills
  • Written and/or oral communication skills
  • Presentation
  • Problem Solving
Based upon the information presented on the application materials, a limited number of candidates with qualifications most pertinent to the position will be invited to participate in the selection process, which may include a written test and oral interview. Meeting the minimum requirements of the position does not guarantee advancement in the selection process. Candidate qualifications will be assessed to determine those who meet and exceed requirements, and are deemed most competitive amongst the applicant pool to proceed. Interview Applicants selected for an interview may be required to take additional tests or assessments and will be notified of such prior to the date of the interview. During the oral session, those selected for interviews will, in addition to the above, also be evaluated on the following factors:
  • Oral communication skills
  • Presentation
  • Problem solving skills
A predetermined set of questions will be asked of all applicants interviewed. Applicants are requested to provide thorough yet concise information on their related experience to ensure correct evaluation of their qualifications. Evaluation criteria will be applied consistently to all applicants. The District will make reasonable accommodations for applicants with disabilities. Applicant should contact Recruitment in the Human Resources Office for assistance. Method of Application For consideration in the selection process, interested persons must complete the RSCCD application and upload all required documents online by the specified closing date for the position. Please upload the following application materials in the appropriate boxes with your online application by the closing date:
  • Resume (Required)
To be considered in the initial committee review, all materials required should be received by the Rancho Santiago Community College Office of Human Resources by the closing date and time. It is the applicant's responsibility to submit all required materials listed above. This applicant pool may be used for vacancies in the same classification occurring within the next six months. Pre-Employment Requirements Candidates selected for employment will be required to provide current verification of a negative TB test or chest x-ray, complete the district's fingerprinting process, and bring proof of their legal right to work in the United States. Cost of TB testing, fingerprinting and the fee for criminal record check will be paid for by the candidates. The Rancho Santiago Community College District is an equal employment opportunity employer and prohibits discrimination and harassment based on ethnic group identification, national origin, religion, age, sex, race, color, ancestry, sexual orientation, physical or mental disability, gender identity, medical condition (cancer-related or genetic characteristics), marital status, citizenship, or service in the uniformed services, 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.

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