MIRACOSTA COLLEGE
CLASS TITLE:
SECRETARY CLERK III
BASIC FUNCTION:
Under the direction of an assigned supervisor, perform a wide variety of complex clerical and typing
duties requiring specialized knowledge in one or more specific functional areas such as Campus
Police, Human Resources, Counseling Office, Administration, Student Services; perform duties
involving frequent and responsible contact with students, staff and the public.
DISTINGUISHING CHARACTERISTICS:
The Secretary Clerk III is the advanced level classification in the Secretary Clerk series. Incumbents
must possess thorough knowledge pertinent to their assignment and serve as a resource to other
District personnel. Incumbents may be assigned as sole clerical support to a specialized function or
may work in a lead capacity to clerical personnel and student workers. Those assigned to the
Public Information Office are responsible for the maintenance of the District bulk mailing system and
the Speaker's Bureau.
The Secretary/Clerk III in Human Resources will plan, schedule and perform a wide variety of
clerical work related to recruitment, hiring, and benefit processes, requiring detailed knowledge of
legal requirements, District policies and precedents; coordinate communications and activities to
assure timely delivery of HR services. Primary contact for job applicants to assist with
application processes including attachment of documents in the online employment application
system and resetting user names and passwords. Serve as a resource to District personnel and
the public by providing information and assistance regarding facts and interpretation of HR or
District policies and procedures; assist District personnel and the public with forms and
applications by providing relevant information and reviewing for completeness and accuracy.
Posting, filing, typing and duplicating; maintaining and updating calendars, lists, manuals and
handbooks; and scheduling appointments, meetings, and special events. Establish and
maintain positive staff and public relations image.
REPRESENTATIVE DUTIES:
1.
Plan, schedule and perform a wide variety of difficult and complex secretarial and clerical
work related to the specialized function to which assigned. (E)
2.
Confer with staff, students and the public in matters requiring detailed knowledge of rules,
procedures, policies and precedents; coordinate communications and activities to assure
timely services of the program or department. (E)
3.
Provide information and assistance regarding facts and interpretation of programs or District
policies and procedures; assist students and others with forms and applications by providing
relevant information and reviewing for completeness and accuracy; assist with registration
as appropriate.
4.
Perform a number of specialized functions with the assigned department or program,
requiring considerable knowledge of the program, its policies, terminology and clerical
procedures. (E)
5.
Verify, compile and record information for the preparation of reports and the maintenance of
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
1/17/14
SECRETARY CLERK III (HR)
filing systems; prepare records including narrative, financial and statistical records and
reports based on data obtained from a variety of sources; process data in accordance with
prescribed procedures.
6.
Perform secretarial and clerical work for others as assigned; make travel arrangements as
requested; receive, open, stamp and route mail; compose, prepare and type
correspondence independently or from oral instruction. (E)
7.
Serve as receptionist; initiate and answer telephone calls providing information or referring
callers to appropriate department or staff and resolving problems and questions as
appropriate; establish and maintain positive staff and public relations image. (E)
8.
Operate a variety of office machines including calculator and adding machine, computer
terminal, word processor, typewriter, duplicating machine, Scantron, cash register,
microfiche and phone answering machine. Receive, count, record and process monies
according to established procedures; sell materials, supplies and equipment to students and
staff as necessary.
9.
Train and provide work direction to other clerical staff and student workers as assigned.
10.
Initiate correspondence and follow up to assure program or department rules and
procedures are met in a timely manner.
11.
Perform a variety of clerical duties such as posting, filing, typing and duplicating; maintain
and update calendars, schedules, lists, manuals and handbooks for distribution and use by a
variety of administrators, staff and the public. (E)
12.
Schedule appointments, meetings, conferences and special events; coordinate and
schedule classrooms with instructional requirements as required.
13.
Drive to a variety of locations to conduct work as necessary.
14.
Maintain inventory and order supplies and equipment according to established procedures.
15.
Attend meetings, take and transcribe minutes.
16.
Perform related duties as assigned.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
Basic goals and objectives of assigned program or department.
Applicable sections of State Education Code and other applicable laws.
District organization, operations, policies and objectives.
Modern office practices, procedures and equipment.
Recordkeeping techniques.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Interpersonal skills using tact, patience and courtesy.
ABILITY TO:
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
1/17/14
SECRETARY CLERK III (HR)
Plan, schedule and perform a wide variety of difficult and complex secretarial and clerical work, not
involving shorthand, related to the specialized function to which assigned.
Learn and apply operations, procedures and specific rules of the particular department or program to
which assigned.
Learn to interpret, apply and explain rules, regulations, policies and procedures and apply them in a
variety of procedural situations.
Understand and work within scope of authority.
Operate a variety of office machines including calculator and adding machine, computer terminal,
word processor, typewriter, duplicating machine, Scantron, cash register, microfiche and
phone answering machine.
Operate equipment such as cash register and walkie-talkie as necessary.
Add, subtract, multiply and divide quickly and accurately.
Understand and follow oral and written directions.
Type at 50 words net per minute from clear copy.
Work independently with little direction.
Establish and maintain cooperative and effective working relationships with others.
Lift objects weighing up to 25 pounds.
Meet schedules and timelines.
Plan and organize work.
Maintain complex records and prepare narrative, financial and statistical reports.
Work confidentially with discretion.
Communicate effectively both orally and in writing.
Operate a vehicle observing legal and defensive driving practices.
EDUCATION AND EXPERIENCE:
Any combination equivalent to graduation from high school and two years of closely related work
experience.
LICENSES AND OTHER REQUIREMENTS:
Valid California driver license.
WORK DIRECTION, LEAD AND SUPERVISORY RESPONSIBILITIES:
Not applicable -- no assigned permanent staff to supervise.
CONTACTS:
Coworkers, other department staff, public, students and faculty.
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 station for extended
periods of time, involving light repetitive use of hands, wrists, shoulders and forearms; 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 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 effectively under
pressure on multiple tasks concurrently while meeting established deadlines and changing priorities.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
1/17/14
SECRETARY CLERK III (HR)
WORKING CONDITIONS:
Primarily busy, indoor office environment; subject to frequent contacts and interruptions by
individuals in person or by phone; may be required to work during day and/or evenings hours
including occasional weekends on an as-needed basis.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
1/17/14