MIRACOSTA COLLEGE
CLASS TITLE:
ADMINISTRATIVE SECRETARY
BASIC FUNCTION:
Under the direction of the Dean of Academic Information Services (AIS), perform a wide variety of
specialized and responsible secretarial and administrative assistance duties to assist the Dean
with administrative matters.
DISTINGUISHING CHARACTERISTICS:
The incumbent to this position will assist the Dean in providing support to the Academic
Information Services department at all District sites including the Libraries, Administrative
Computing, Technical Services, Instructional Computing, Media Services, and the Knowledge
Base Group.
REPRESENTATIVE DUTIES:
1.
Organize and manage the day-to-day activities of the office to assure efficient and
effective office operations; coordinate communications; assist the Dean with administrative
matters.
2.
Perform a variety of duties independently in support of functions delegated to assigned
administrator; interpret and apply rules and regulations as appropriate.
3.
Receive and transcribe dictation of letters and memoranda, including material confidential
in nature; prepare correspondence independently or from oral instructions.
4.
Type a wide variety of materials such as correspondence, reports, surveys, forms, charts,
budget sheets and memoranda.
5.
Perform a variety of duties in support of assigned function such as maintaining payroll
records of instructors assigned to function, assisting at special events and performing
research and other special projects.
6.
Coordinate activities between the dean and staff, students, the public or other District or
campus officials; obtain and provide information, coordinate activities and resolve
problems.
7.
Develop schedules of classes or catalogs related to division activities and services as
assigned; assemble information, verify accuracy and input or oversee the input of
information into the computer; process data according to established procedures and
timelines.
8.
Utilize the computer to perform advanced-level word processing functions including
complex formatting of documents, creating charts, using spreadsheets and a variety of
software; assist in updating AIS web pages.
9.
Initiate and answer telephone calls; screen and direct calls and visitors to appropriate
personnel; schedule and confirm appointments.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
xx/xx/xx
ADMINISTRATIVE SECRETARY (DEAN, ACAD. INFO. SVCS.)
2
10.
Respond to requests for information from students, staff and the general public regarding
District programs, policies, procedures and regulations.
11.
Maintain a variety of files and records including some confidential in nature.
12.
Compile difficult and complex statistical and narrative reports from a variety of sources;
prepare, duplicate and collate materials.
13.
Maintain current budget information for the various AIS departments, special projects, and
grants; monitor budget expenditures; assist in budget preparations; process departmental
purchase requisitions, open purchase orders, standing orders and invoice payments.
14.
Review, check, correct and compile a variety of information; verify data for accuracy,
completeness and compliance with established procedures; input and retrieve
computerized data in computer systems as required.
15.
Schedule meetings and appointments for assigned administrator; prepare agenda items
for meetings; maintain records, attend meetings and prepare minutes for distribution to
appropriate personnel.
16.
Receive, open and route mail; order, issue and maintain department supplies and forms.
17.
Provide training and work direction to student assistants, hourly personnel and others as
assigned; participate as requested in hiring personnel and provide input regarding
performance evaluations and salary increases.
18.
Order and disburse variety of materials to other departments, faculty, students and
community.
19.
Provide backup for the Help Desk as necessary.
20.
Perform related duties as assigned.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
Organization, policies and rules of assigned department.
Modern office practices, procedures and equipment.
Record-keeping techniques.
Correct English usage, grammar, spelling, punctuation and vocabulary.
District organization, operations, policies and objectives.
Oral and written communication skills.
HTML and/or a variety of current web page design tools.
Applicable sections of State Education Code and other applicable laws.
Interpersonal skills using tact, patience and courtesy.
Telephone techniques and etiquette.
Public relations techniques.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
xx/xx/xx
ADMINISTRATIVE SECRETARY (DEAN, ACAD. INFO. SVCS.)
3
ABILITY TO:
Perform a wide variety of specialized and responsible secretarial and administrative assistance
duties to relieve the administrator of administrative detail.
Interpret, apply and explain rules, regulations, policies and procedures.
Utilize the computer to perform advanced-level word processing functions including complex
formatting of documents, creating charts, using spread sheets and a variety of software.
Make arithmetic calculations quickly and accurately.
Understand and follow oral and written directions.
Work cooperatively with others.
Type at 60 words net per minute from clear copy.
Work independently with little direction.
Establish and maintain cooperative and effective working relationships with others.
Meet schedules and timelines.
Prepare reports by gathering and organizing data from a variety of sources.
Work confidentially with discretion.
Analyze situations accurately and adopt an effective course of action.
Communicate effectively both orally and in writing.
Work efficiently with many interruptions.
Make arrangements for meetings, workshops and conferences.
Maintain a variety of files, records and statistics.
Provide training and work direction to others.
Plan and organize work.
EDUCATION AND EXPERIENCE:
Equivalent to: Associate in Arts degree, including or supplemented by courses in secretarial
science and one year directly related work experience, including advanced-level computer
applications.
LICENSES AND OTHER REQUIREMENTS:
Not applicable.
WORK DIRECTION, LEAD AND SUPERVISORY RESPONSIBILITIES:
Not applicable -- no assigned staff to supervise.
CONTACTS:
Faculty, coworkers, other department personnel, public, students.
PHYSICAL EFFORT:
Primarily sedentary with intermittent standing, walking, bending and/or stooping; occasional
light lifting, carrying, pulling and/or pushing of objects weighing 25 pounds or less; ability to
travel and/or drive to a variety of locations on and off campus as needed to conduct district
business; subject to light repetitive use of hands, shoulders, wrists and forearms while writing or
using keyboard and/or mouse to prepare documents.
EMOTIONAL EFFORT:
Ability to develop and maintain effective working relationships involving appropriate interactions
and communications personally, by phone and in writing with a variety of individuals and/or
groups of individuals from diverse backgrounds on a regular, on-going basis; ability to work
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
xx/xx/xx
ADMINISTRATIVE SECRETARY (DEAN, ACAD. INFO. SVCS.)
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effectively under pressure on a variety of tasks concurrently while meeting established
deadlines and changing priorities.
WORKING CONDITIONS:
Primarily works in indoor office environment; subject to frequent contacts with and interruptions
by individuals in person or by phone; may be required to work during day and/or evening hours
on an occasional, as-needed basis.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
xx/xx/xx