Position:
Department:
Gives Direction:
Information Systems
Secretary
Information Technology
Services
-Director of Information
Services
Direct Supervisor:
Next Level
Supervisor:
Educ. Admin.: Superintendent/President
Date Established:
Position Control:
Position Class: Secretarial/Clerical
Unit: Classified
Salary Range: 15
Hours per week: 40
Months per year: 12
FSLA
Exemption: Non-Exempt
DEFINITION
Under general supervision, performs general office clerical, receptionist and help desk
duties in the Information Technology department; prepares accurate and timely
institutional and department reports. Interacts and communicates with administrators,
faculty, staff and technical staff to ensure user information needs are met in an accurate
and timely manner.
REPRESENTATIVE DUTIES
The following duties are typical of those performed by employees in the classification, however,
employees may perform other related duties not listed and not all duties listed are necessarily
performed by each employee.
Provide timely technical support to all departments by trouble-shooting issues over the
phone or assigning a technician to the project.
Sort and file materials and records alphabetically, numerically and chronologically.
Operate standard office machines, computers and printers, provides printing as needed.
Assist with the organizing of work assignments and assists in the preparation of
departmental reports.
Assist with maintaining classified employee and student worker timecards.
Provide e-mail accounts and support of the College email system to users.
Assist in gathering and preparing materials for department presentations and training.
Assist in purchasing technology products for departments.
Invoice college departments and other side users for the purchase of equipment and
services provided by Information Technology Services.
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REPRESENTATIVE DUTIES continued:
Create source requisitions for the purchase of equipment and office supplies for
department.
Provide general clerical support to the associated IT committees and Director.
Interact and communicate with administrators, faculty, staff and technical staff to
determine requirement needs and desired outputs and to ensure user information
needs are met in an accurate and timely manner.
Assist with the account management of the District ID card, email and Banner system
request forms.
Assist, advise and assign student workers time to support coverage of department.
Perform related duties as assigned.
EMPLOYMENT STANDARDS
Minimum Qualifications
Education and Experience
High school diploma or equivalent. Two years of experience in general office work.
Experience with Microsoft Office application software and computer workstation.
Desirable Qualifications
Associate Degree
Experience utilizing Banner educational database system
Experience with general office duties and accounting
Customer service experience
Some college coursework
Personal
Work independently and exercise discretion in decision making.
Maintain cooperative relationships with those contacted in the course of work.
Flexible in assuming other assignments as the need arises.
Possess the sensitivity to and understanding of the diverse academic, socioeconomic,
cultural, disability, and ethnic background of community college students.
Willing to accept other duties as assigned.
Knowledge of
Basic database processes.
Data input practices and procedures.
Microsoft Office Suite programs; Access, Excel, Word and Office.
E-mail and internet browsers.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Organization and prioritization skills.
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Ability to
Organize and complete work assignments.
Enter information into a computer database accurately and with speed.
Create tables and reports using computer software programs.
Take meeting notes with accuracy.
Meet reporting deadlines.
Work with District committees, task forces and teams.
Establish and maintain cooperative working relationships with others.
Follow oral and written instructions.
Operate standard office equipment.
Communicate effectively in a friendly and pleasant manner in writing and orally.
Ability to communicate effectively in a friendly and pleasant manner with District staff
and the public both in person and by telephone.
Ability to maintain neat and accurate records.
Ability to communicate effectively with tact and diplomacy.
Ability to establish cooperative relationships with those contacted in the course of work.
WORKING CONDITIONS
Physical Requirements
Incorporated within one or more of the previously mentioned duties and
responsibilities of this job description are the following essential physical requirements:
1. Ability to work at a desk, conference table, or in meetings of various configurations.
2. Ability to stand and circulate for extended periods of time.
3. Ability to see for purposes of reading laws, codes, rules, policies, other printed
matter.
4. Ability to hear and understand speech at normal levels.
5. Ability to communicate so others will be able to clearly understand a normal
conversation.
6. Ability to lift and carry 25 pounds.
7. Ability to reach in all directions.
Reasonable accommodations will be made for candidates and employees with physical disabilities.
Environment
A community college serving a diverse student population.
SUPERVISION
Supervision is received from the Director of Information Services. Work direction and
guidance may be exercised over student workers. Maybe assigned overtime, weekends,
evenings or holidays to complete projects.
PAY RANGE
Range 15 on the Classified Employees Salary Schedule/Non-Exempt
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