Posting Details

Position Information
Link to job brochure:
Classification Title Executive Secretary
Job Category: Short-Term Temporary (non-teaching)
Job Open Date: 05/09/2018
Job Close Date:
Initial Screening Date
Position ID: NBU0502182
Job Open ID: NBU0502182
Position Title: Executive Secretary, Office of the Chancellor/Trustee Services (Substitute)
Location 30-District
Department Public Information (Dist-011-091)
Term: Short-term
Salary Schedule Link: $28.35/hr
Pay Basis: Hourly
Pay Range:
% of Range:
Hours per week: 25-40
Work Schedule TBD.
Receives Benefits: No
Classification Benefits:
Position-Specific Benefits:
Additional Position Information:
Additional Information
Summary Description:

The District’s goal as an academic community is to sustain a working environment that is welcoming to all, fosters and celebrates diversity, and promotes and rewards excellence. An exemplary academic community promotes an inclusive environment that best prepares our faculty, staff and students to live, work, and contribute to a global society.

This position is a short-term, temporary, Non-Bargaining Unit assignment, not to exceed 160 days. The assignment is on an as needed basis, and may be shortened or extended.

Once you have submitted an application electronically, the current status of your application will be available to view at any time upon signing in under your personal username and password. Please do not call the Human Resources Office regarding the status of your application.

To provide confidential administrative, secretarial, financial recordkeeping and clerical assistance in support of an assigned executive office or offices.
To foster a culture of collaboration, mutual respect, innovation, and continuous improvement throughout the District; lead by example; actively participate in and support District-wide participatory governance components and activities and other collaborative processes; encourage professional excellence among the staff and promote an organizational culture of customer service, innovation, and quality services.

Distinguishing Characteristics:

Receives direction from an assigned executive(s).
Exercises functional and technical supervision over student assistants, interns and others as assigned.

Representative Duties:

Duties may include, but are not limited to the following:
Provide administrative support to office(s) of assigned supervisor(s), relieving the administrator(s) of a variety of secretarial, clerical, technical, financial record-keeping and administrative details.
Perform a variety of duties independently, such as overseeing the mailroom, including the distribution of all mail; overseeing the operation and maintenance of all duplication machines in the administration area, including ordering service, parts, paper and taking meter readings according to an established timeline; maintaining annual contract renewals (requisitions); scheduling the use of conference room as requested and maintaining the conference room calendar.
Assist in monthly Board of Trustees meeting agenda production including the web posting of the agenda, distribution of agenda and assembling of agenda binders.
Provide backup assistance and telephone coverage to the Office of the Chancellor and Trustees Services as needed and during vacations and absences.
Perform confidential administrative support to assist in preparing negotiating positions and materials, meeting reporting requirements and functional responsibilities, and preparing special projects and research objectives.
Coordinate travel and meeting arrangements; create releases, reports, agendas, calendars, worksheets and other documents; assure the timely completion of work in accordance with established policies, procedures and standards.
Edit materials and writings written by others; assist in the review of all promotional materials intended for general distribution; track and enter regular updates to district website.
Assemble, prepare and distribute agendas, reports, documents and bulk mailings; receive, process and distribute incoming and outgoing mail.
Answer telephones and respond to routine questions and requests for information from administrative, management, academic and/or classified staff or the public; communicate information in person, by telephone, or by email as necessary.
Assist with financial record-keeping matters including budget preparation, documentation and expenditure reviews; post, monitor and track invoices and other expenditures; issue; process budget/expense transfers; prepare purchase requisitions, check requests, independent contracts and claims for reimbursement of special funds related to assignment; assist in ordering supplies and assuring proper functioning of office equipment.
Serve as a liaison between assigned office, the colleges and other departments; coordinate office functions such as phone service, email, relocations and building maintenance.
Compose correspondence independently; format, type, proofread, duplicate and distribute correspondence, notices, lists, forms, memoranda, calendars, reports, agendas, and other materials, according to established procedures, policies and standards.
Establish and maintain complex, interrelated filing systems including confidential files; collect, compile and record narrative, statistical and financial data and other information; research and verify information as requested.
Prepare a variety of schedules, reports, lists and summaries using word processing, desktop publishing, spreadsheet and data base management software; maintain logs and other manual records as required; maintain, organize, update, and purge files, manuals, resource materials, records and other materials as needed, according to established standards.
Operate an electronic keyboard to input, retrieve and maintain data and text; type, format, proofread and print a wide variety of reports, letters and memos; type from rough draft, verbal instructions or transcribing machine recordings; and compose correspondence.
Operate office equipment including computer equipment, typewriter, calculator, copier and facsimile machine.
Train and provide work direction to student assistants, interns and others as assigned.
Perform related duties as assigned.

Knowledge of:

Basic research methods and techniques.
Budget preparation and monitoring.
Correct English composition, grammar, spelling and vocabulary.
Current word processing, spreadsheet and database programs, methods and techniques.
Data gathering procedures and mathematical concepts.
Interpersonal skills including tact, patience and diplomacy.
Operation of computer, peripherals and software programs, including information systems, database management, spreadsheet, word processing and specialized software.
Oral and written communication skills.
Principles and practices of training and providing work direction to others.
Principles, practices and procedures of business letter writing, data collection, financial and statistical record keeping and report preparation.
Receptionist and telephone techniques and etiquette.
Techniques used in office management and public relations.

Ability to:

Communicate clearly, concisely and effectively, both orally and in writing, with diverse constituencies within and outside of the District.
Communicate clearly and concisely, both orally and in writing, using correct English usage, grammar, spelling, punctuation and vocabulary.
Effectively present information in person or on the telephone.
Encourage professional excellence among the staff and promote an organizational culture of customer service, innovation, and quality services.
Establish and maintain cooperative working relationships with those contacted in the course of work.
Establish, review and revise office work priorities.
Exercise good judgment and discretion in analyzing and resolving confidential, difficult and sensitive situations.
Independently compile information and compose written materials such as correspondence, reports and memoranda.
Learn and correctly interpret, apply and explain the policies, procedures, laws and regulations related to areas of assignment.
Learn District and college organization, operations and objectives.
Learn journalistic writing and reporting techniques.
Learn media relations and organizational communication strategies.
Learn the principles and practices of public relations and marketing.
Learn the technical activities involved in the production and broadcast of televised programs.
Maintain accurate statistical and financial records.
Maintain confidentiality of sensitive information.
Operate office equipment such as computer, printer, calculator, copier and facsimile machine.
Operate word processing, desktop publishing, spreadsheet, data base management and specialized software proficiently.
Perform assigned work with speed and accuracy.
Perform responsible and complex administrative support work involving the use of independent judgment and personal initiative.
Plan and organize work.
Relate effectively with people of varied academic, cultural and socioeconomic background using tact diplomacy and courtesy.
Respond to requests and inquiries from members of the Board of Trustees, administrators, students, staff or the public.
Train and provide work direction to others.
Type, format, proofread, duplicate and distribute documents and other written materials, such as reports, business correspondence and procedure manuals.
Understand and effectively and collaboratively work in a complicated multi-college environment, as well as within a system of community college districts.
Use sound judgment in recognizing scope of authority.
Work effectively with minimal supervision. 

Education and Experience Guidelines:

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying.

Education/Training:

Equivalent to completion of the twelfth grade supplemented by college-level training in business, secretarial science or related field.

Experience:

At least four years of increasingly responsible administrative secretarial experience.

License or Certificate:
Conditions of Employment:

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Work Environment:

Standard office setting. Duties are performed primarily in an administrative office environment while sitting at a desk or computer workstation. Incumbents are subject to frequent contact with others, frequent interruptions, and demanding legal timelines. At least minimal environmental controls to assure health and comfort.

Physical Demands:

An incumbent regularly sits for long periods, walks short distances on a regular basis, occasionally travels to various locations to attend meetings and conduct work, uses hands and fingers to operate an electronic keyboard or other office machines, reaches with hands and arms, stoops, kneels or crouches to file, speaks clearly and distinctly to answer telephones and to provide information; sees to read fine print and operate computer; hears and understands voices over telephone and in person; and lifts, carries, and/or moves objects weighing up to 10 pounds.

Additional Position Information:

Upon hiring, Payroll requires that you present your original Social Security Card for IRS purposes. This requirement is in no way connected to completion of the I-9 form for employment eligibility purposes.

Contingent/conditional job offer: Any NBU job offer that is received is contingent upon successful completion of the Human Resources pre-employment process, as well as approval by the Vice Chancellor of Human Resources or Board approval. The Human Resources hiring process may include, but is not limited to, successful completion of Live Scan fingerprinting, background checks, reference checks, TB testing, as well as completion of new hire paperwork. It is the employee’s responsibility to incur the cost of any testing required for the position (approx. $50), and there will be no reimbursement for this expense. Failure to successfully complete any portion of the hiring process will invalidate any conditional job offer received. Falsification of, or omission on, any SOCCCD pre-employment paperwork may result in withdrawal of any conditional job offer or termination of employment.

NBU at-will employment: After successful completion of the requirements of Section A, an individual may be employed by the South Orange County Community College District as a short-term, temporary NBU employee. Employment will be on an “if and as needed” basis, as determined by the District. NBU employment is at-will, and either party may terminate this working relationship at anytime. Neither party shall be required to provide any reason for the separation. NBU employees shall not have reemployment rights or recourse to petition to be reinstated.
Single worksite restriction: NBU employees are limited to working in a single position in one department/site. Interpreters and models are exceptions to single site employment.

Work schedules: Department/Division managers, administrators, and/or supervisors shall determine the work schedule of NBU employees to include the number of days and hours worked per week and the start and stop times.

160 day restriction: NBU employees will not work more than 160 days (in any combination of NBU positions) no matter how many hours per day they work. It is the employee’s responsibility to monitor and track the amount of days that they work to ensure they do not exceed the 160 day limit. It is the employee’s responsibility to notify their supervisor and Human Resources immediately if they are approaching the 160 day limit. NBU positions are not part of the Classified service and that by working less than 160 days of a college year, NBU employees are not entitled to any employment.

Substitutes: Substitutes may work for a permanent Classified employee who is on leave, or a vacant Classified permanent position. Substitutes in a vacant Classified position may work a maximum of 90 working days in the position during the recruitment process. NBU employees who substitute for Classified positions may not necessarily meet the minimum qualifications for the position and may, or may not, assume all of the job duties and responsibilities of the position. By substituting for a vacant Classified position, there is no guarantee that the substitute will be selected to interview for the vacant permanent position if posted, or selected for the position if interviewed. Substituting for a Classified position also does not entitle a NBU employee to any future consideration for the same or other positions. Substitutes must complete the online application process during the specified time frame to apply for any permanent Classified position at www.socccdjobs.com.

Rate of Pay: NBU employees must inquire with their supervisor as to the rate of pay that they will receive. They must have agreed to the rate, prior to accepting and beginning any current or future NBU assignment. Questions regarding rate of pay must be directed to their supervisor. NBU employees are paid according to departmental budgets, the skill set/level of expertise required for the assignment as determined by the supervisor/department/division, and various other factors, not longevity. Classified substitutes will be paid at the first step of the Classified Salary Schedule range of the position that they are substituting for. Exceptions may be paid for previous Classified employees.

Other Payroll Information: Please note that all NBU positions are paid once per month. The NBU pay period runs from the 15th of one month to the 14th of the next. They are paid the month after on the 10th. Holidays/Jury Duty: NBU employees are not paid for holidays or other time not worked (i.e. Jury Duty). California Sick leave: NBU employees are eligible for California Sick leave per AB1522. Information regarding AB1522 will be sent to all new hires after the new hire paperwork session. Overtime: Time and one-half is paid for all hours worked over 40 in one week, per FLSA guidelines. Shift pay does not apply to NBU employees.

Retirement information: NBU employees may not work more than 960 hours from June 15th – June 14th. NBU employees who work more than 1000 hours per fiscal year are required to contribute to the California Public Employees’ Retirement System (CalPERS), through payroll deduction of about 7-9%. The District does not intend to employ NBU employees for more than 1,000 hours during any fiscal year. The exception to this requirement is that if a NBU employee is currently contributing to PERS from another agency, they will be required to contribute to CalPERS while employed at SOCCCD. Once an employee joins CalPERS, all future assignments will also have CalPERS deducted. It is the employee’s responsibility to inform their supervisor of their CalPERS status for current and future assignments.

Administrative termination: NBU employees who have not worked in a six month period will be administratively terminated due to inactivity. In order to be rehired, the employee must recomplete the hiring process.

Campus Crime and Safety Awareness: Information regarding campus crime and safety awareness can be found at www.saddleback.edu or www.ivc.edu. Paper copies are available in Human Resources upon request.

Mandated reporter: The South Orange County Community College District recognizes the responsibility of its staff to report to the appropriate agency when there is a reasonable suspicion that an abuse or neglect of a child may have occurred.
Mandated reporters include faculty, district leadership staff, and classified staff, including Non-Bargaining Unit (NBU) employees.

Additional Classification Information:
Position Specific Benefits:

For more information or to apply for this posting, click here.