MIRACOSTA COLLEGE
CLASS TITLE: ADMINISTRATIVE SECRETARY – SCHOOL OF
MATHEMATICS AND SCIENCES
BASIC FUNCTION:
Under the direction of the Dean, Mathematics and Sciences, perform a wide variety of specialized,
technical and responsible secretarial and administrative assistance duties.
DISTINGUISHING CHARACTERISTICS:
The Administrative Secretary assigned to the Dean, Mathematics and Sciences, is responsible for
the administrative/secretarial aspects of supporting and coordinating the School of Mathematics and
Sciences. The incumbent supports the Dean of Mathematics and Sciences, assists faculty and staff
as needed, prepares reports, assists in ongoing projects like the instructional equipment
replacement cycle, and provides support for MiraCosta College governance committees as needed.
REPRESENTATIVE DUTIES:
1.
Organize and manage the day-to-day activities of assigned department(s) and/or
program(s) to ensure efficient and effective District program and office operations;
coordinate communications; assist administrator(s) with administrative matters; and resolve
conflicts.
2.
Perform a variety of duties and assignments which require the use of independent
judgment; interpret and apply a wide range of policies and procedures in support of
functions delegated to assigned administrator(s). (E)
3.
Create, prepare and maintain correspondence and information independently or from
oral/written instructions. Such correspondence and information may include a variety of
materials (i.e. reports, surveys, forms, charts, budget sheets, memoranda, flyers, brochures
and web pages), including documents of a confidential nature. (E)
4.
Assist administrator(s) in the development of class schedules and the contractual
confirmation of full-time and associate faculty.
5.
Coordinate and assist with activities and special events in support of administrators, staff,
students, the public and other District officials; research, obtain and provide information to
assist with the implementation of projects, activities and special events.
6.
Generate and track faculty/staff personnel requisitions; answer questions regarding pay of
stipends, extra hours, etc.
7.
Initiate and answer telephone calls; screen and direct calls and visitors to appropriate
personnel; schedule and confirm appointments. Respond to requests for information from
students, staff and the general public regarding District programs, policies, procedures and
regulations. (E)
8.
Maintain a variety of files and records, including some that are confidential in nature.
Compile difficult and complex statistical and narrative reports from a variety of sources;
prepare, duplicate and collate materials; review, check, correct and compile a variety
MIRACOSTA COMMUNITY COLLEGE DISTRICT
E) = Essential job function
11/13/14
ADMINISTRATIVE SECRETARY (DEAN OF MATHEMATICS & SCIENCES )
2
information; verify data for accuracy, completeness and compliance with established
procedures. (E)
9.
Maintain current budget information for assigned administrator(s), grant and special
projects; monitor budget expenditures; assist in budget preparations; process purchase
requisitions, open purchase orders, standing orders and invoice payments. (E)
10.
Schedule meetings and appointments for assigned administrator(s); prepare agenda items
for meetings; maintain records, attend meetings, take notes and prepare minutes for
distribution to appropriate personnel as needed. (E)
11.
Receive, open and route mail; order, issue and maintain department supplies and forms.
Order and disburse a variety of materials to other departments, faculty, students and the
community.
12.
May provide training and work direction to student assistants, hourly personnel and others
as assigned.
13.
Perform related duties as assigned.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
Organization, policies and rules of assigned department.
Modern office practices, procedures and equipment.
Recordkeeping techniques.
Correct English usage, grammar, spelling, punctuation and vocabulary.
District organization, operations, policies and objectives.
Oral and written communication skills.
Applicable sections of State Education Code and other applicable laws.
Interpersonal skills using tact, patience and courtesy.
Telephone techniques and etiquette.
Public relations techniques.
ABILITY TO:
Perform a variety of duties independently in support of functions delegated to assigned
administrator(s); interpret and apply rules, policies, procedures and regulations as appropriate,
Perform a wide variety of specialized and responsible secretarial and administrative assistance
duties to relieve administrator(s) 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 or no 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.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
11/13/14
ADMINISTRATIVE SECRETARY (DEAN OF MATHEMATICS & SCIENCES )
3
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 advanced-level computer applications and two
years of directly related work experience
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, vendors.
PHYSICAL EFFORT:
Primarily sedentary with intermittent standing, walking, bending and stooping; occasional light
lifting and carrying of objects weighing 25 pounds or less; ability to work at computer, including
repetitive use of computer keyboard, mouse or other control devices; ability to travel to a variety of
locations on and off campus as needed to conduct district business.
EMOTIONAL EFFORT:
Ability to develop and maintain effective working relationships involving interactions and
communications in person, 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 concentrate on
detailed tasks for extended periods of time and/or intermittently while attending to other
responsibilities; ability to work effectively under pressure on multiple tasks concurrently while
meeting established deadlines and changing priorities.
WORKING CONDITIONS:
Primarily works in an office environment. Subject to frequent interruptions by individuals in person
or by telephone. Intermittent exposure to individuals acting in a disagreeable fashion. May work
at any district location or authorized facility during day and/or evening hours with occasional
evenings and/or weekends on an as-needed basis. Occasional local travel may be requested.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
11/13/14