Secretary, Senior

Secretary, Senior  




Vacancy ID O-003-09




Open Date 05-01-2008  

Job Close Date 05-22-2008







Campus Orange Coast College  

Department OCCSSDean Of Student  

Shift Regular  

Job Category Support Staff  

Work Calendar 12 Mo Classified  




Performance Responsibilities 

Under general supervision of the Dean of Students, to perform secretarial and specialized clerical work of above average difficulty; to use judgment and discretion in handling confidential information such as medical reports and files; and to perform other related work. 




a. Perform difficult clerical and secretarial work for an administrator involving the use of considerable independent judgment, and an understanding of departmental functions and procedures. 

b. Develop working knowledge of special terminology related to the function to which assigned. 

c. Receive visitors and give out information or refer callers to proper officials. 

d. Receive and transcribe dictation for correspondence and reports. 

e. Answer routine letters independently. 

f. Arrange meetings for the supervisor. 

g. Make inquiries and obtain information and documents for the supervisor, which may involve contact with other departments. 

h. Take and transcribe minutes of meetings and maintain committee records. 

i. Prepare schedules of meetings and insure that participants are informed of meeting dates. 

j. Assist in the preparation of departmental reports by gathering and summarizing information from a variety of sources. 

k. Set up and maintain filing systems and other clerical procedures. 

l. When assigned, undertake and carry forward a variety of projects requiring considerable independent judgment and initiative. 

m. Receive a variety of information, which may be of a confidential nature, such as medical reports and files. 

n. Order and maintain inventory of supplies. 

o. Maintain budget records and files. 

p. Operate a variety of modern office equipment including computers for word processing, spreadsheets and data base applications. 

q. May direct and oversee the work of subordinate employees. 

r. Perform other related job duties as assigned.  










Minimum Qualifications: 

Faculty/Educational Administrators complete the Equivalency Application only if you do not meet the minimum qualifications for the position you are applying to, and you wish to be considered. 




Knowledge of: 

1. Principles and proper methods of business letter and report preparation, and ability to compose correspondence. 

2. Business telephone etiquette. 

3. Modern office equipment, procedures, and ability to use computer applications for word processing, spreadsheets and data base programs. 

4. English usage, spelling, grammar, and punctuation, and ability to proofread and edit for grammar, punctuation, spelling and word usage. 

5. Business math and ability to make mathematical calculations with speed and accuracy. 

6. General methods and practices of budget preparation and financial record keeping. 




Ability to: 

7. Type at a net correct speed of 55 words per minute. 

8. Take dictation at a speed of 80 words per minute. (Optional) 

9. Perform clerical and secretarial work of above average difficulty. 

10. Plan and organize work; to work with frequent interruptions, and meet deadlines. 

11. File alphabetically and numerically and devise standard filing systems. 

12. Collect and organize data, compile reports, and complete standard forms. 

13. Read, understand, interpret, and apply judgment with regard to rules, regulations, policies, and other moderately difficult written instructions. 

14. Establish and maintain record keeping systems. 

15. Perform statistical typing with accuracy. 

16. Understand and carry out oral and written instructions. 

17. Establish and maintain effective relationships with those contacted in the course of work. 




Education/Experience: 

18 Minimum of two years progressively responsible clerical or secretarial experience. 

19. Or, any combination of education and experience that would provide the required qualifications.  







Conditions of Employment 

This is a regular, full time, 12-month per year position. The normal hours of work will be arranged between 8:00 a.m. and 6:00 p.m., Monday through Thursday, and 8:00 a.m. to 5:00 p.m. on Fridays. The effective date of employment will be arranged with the supervisor.  




Required Supplemental Questions

When you apply for this position, you will be required to answer these questions. In addition to answering the following questions, you will be required to attach and/or copy and paste a cover letter and resume to your application. Please have required documents ready before applying. (Required) 







Supplemental Questions: 

(Character limit per supplemental question is 1,200.) 




1. Briefly describe your educational background and professional experiences that have prepared you for this position. 




2. What experience do you have in a customer service setting, working cooperatively with co-workers and/or patrons? 




3. Please describe your organizational skills. 




4. What experience do you have in regard to assisting with events, coordinating services, and creating printed materials? 




5. What types of desktop software applications have you used in a business setting? Please give specific examples of the software programs you have utilized and the types of tasks performed. 




6. What experience have you had with budgets, purchasing, and department-level time-card processing? 




Any documents that you are unable to attach can be faxed to (714) 782-6065. Faxes must clearly indicate the job you are applying to and your name. 




For additional help, please call Applicant Processing at (714) 438-4715, 8:00 a.m. to 5:00 p.m., Monday through Friday  




Salary Range $41,201 (Step 1) - $50,232 (Step 5) 

Salary Range E-45 

Based on 2007/2008 Classified Salary Schedule  




Pay Philosophy 

Starting salaries for support staff positions begin at Step-1 of the salary range. Employees hired prior to April 1 of each year will move to the next step on the upcoming July 1. Employees hired on or after April 1 of each year will move to the next step the following July 1. All movement on the salary schedule will occur July 1 of each year for all classified employees.  




Physical Demands 

- The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. 

- The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job. 

- Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

- A detailed list of physical demands and work environment is on file and will be provided upon request.  




Work Schedule 

Hours arranged between 8:00 a.m. and 6:00 p.m., Monday through Thursday; 8:00 a.m. - 5:00 p.m. on Friday.  




Benefits: 

The District provides a comprehensive benefit program effective the first calendar day of the month following the first day of regular employment. Dental and vision care plans for employees and dependents, and life insurance and income protection plans for employees are fully paid by the District. A variety of medical plans covering employees and their dependents are available, with the District paying the major portion of the cost. Other liberal benefits include, on an annual basis: vacation, 12 days the first year; sick leave, 12 days; holidays, averaging 12 days. Employees participate in both the Public Employees Retirement System and Social Security.  




Receives Benefits: Yes  




Application Requirements 

To be considered for employment you must submit a complete application packet. A complete application packet includes: 

- Classified/Management Employment Application. 

- Cover Letter highlighting your qualifications for the desired position. 

- Current Resume. 

- Answers to supplemental questions.  







Job Hotline:

Faculty/Administrators 

- (714) 438-4743

Support Staff (Non-Faculty) 

- (714) 438-4744




Telephone:

(714) 438-4715 and (714) 438-4714




Address:

Coast Community College District

Attention: Applicant Processing

1370 Adams Avenue

Costa Mesa, CA 92626







For job board posting –quicklink: 

www.cccdjobs.com/applicants/Central?quickFind=51015




























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