Senior Administrative Secretary (Temporary Assignment)

Contra Costa Community College District

Contra Costa Community College District

Senior Administrative Secretary (Temporary Assignment)

Posting Number: 0000905

Location: Contra Costa College

Salary: $19.25/hour

Position Definition:

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.

Distinguishing Characteristics:
This is the most advanced level class in the Secretary series. Positions in this class are normally filled by advancement from the lower class of Administrative Secretary, or, when filled from outside, require prior responsibilities both in responsible secretarial duties and in office management, lead capacities, or technical uses of micro-processors for office support.

Examples of Duties/Essential Functions:
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:
Experience and Training: Any combination of experience and training that would likely provide the required knowledge and skills is qualifying. A typical way to obtain the knowledge and skills would be: Experience: Competent experience performing a wide variety of clerical, secretarial, administrative support work comparable to that assigned to an Administrative Secretary in the District. Training: Equivalent to completion of the twelfth grade including or supplemented by specialized secretarial and word processing/spreadsheet training.

Knowledge Of:
Modern office methods, procedures and word processing software. Record keeping principles and procedures. English usage, spelling, grammar and punctuation. Basic mathematics. Theories and practices of supervision and personnel management. Methods for designing specialized microcomputer applications using commonly used word processing, spread sheet, or data base programs such as Microsoft Word, Excel, dBased III or IV for use in the area assigned.

Skill To:

Type at a speed of not less than 50 net words per minutes from clear copy. Work independently and follow through on requests. Learn District policies, procedures, organization and operating details. Operate dictating machines and other office equipment including a calculator and personal computer. Determine work priorities. Communicate effectively both orally and in writing. 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. Design new procedures for the clerical and secretarial operation of the area assigned. Use a microcomputer to design specialized systems for record keeping and report generation using commonly used software used in business offices by secretarial workers.

Ability To:

Desirable Qualifications:
  • Strong attention to detail and demonstrated skill developing and maintain in information management system.
  • Ability to communicate effectively with internal and external stakeholders.
  • Strong Excel software experience, i.e., use of multiple interacting worksheets.
  • Ability to create and maintain effective organizational systems to manage multiple project deadlines and meet reporting requirements.
  • Budget/database experience.
  • Strong customer service skills.

Special Instructions:
This position is located at Contra Costa College, 2600 Mission Bell Dr., San Pablo, CA 94806.This position will provide temporary administrative support for the Workforce Development Department during the period of recruitment for the full-time position. Candidates interested in the full-time position are welcome to apply for the part-time position during the recruitment period. The Workforce Development Department manages a number of grants that support college programs and services. The work of the department is primarily project-based and includes engaging in community partnerships and economic development efforts. The Senior Administrative Secretary will have the opportunity to work as a member of a team-oriented department while interfacing with community partners and other college departments.THIS POSITION REQUIRES A TYPING SPEED OF 50 NET WPM. A VALID TYPING CERTIFICATE ISSUED WITHIN THE PAST 12 MONTHS FROM AN EMPLOYMENT AGENCY OR BUSINESS SCHOOL MUST BE SUBMITTED WITH YOUR APPLICATION. INTERNET TYPING TESTS ARE NOT VALID AND WILL NOT BE CONSIDERED. FOR TYPING CERTIFICATE INSTRUCTIONS, PLEASE COPY AND PASTE THE LINK BELOW.

Job Close Date:

Open Until Filled: Yes

To apply, visit:

The Contra Costa Community College District does not discriminate against any applicant for employment on the basis of race, religion, color, national origin, ancestry, physical or mental disability, medical condition, marital status, age, sex, or sexual orientation. 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.

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