MIRACOSTA COLLEGE
CLASS TITLE:
SECRETARY CLERK III - POLICE
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 Police department are responsible for front counter and phone contacts;
Issuing parking permits to visitors, faculty, staff & students, utilizing SURF (student financials &
class schedules) to determine the eligibility and entering into parking database; entering citations
into database; providing information regarding appeal process & determining first and second level
appeal eligibility; use mail merge to send out accepted or denied letters; posting payments into
database and preparing insufficient fund letters; making payment arrangements; collecting lost &
found items, entering them into database for all 3 campuses and attempting to contact owners;
evaluate and mark citations to be sent to collections; creating & printing specialized reports in
access and excel; updating emergency preparedness manuals and charts; scanning documents;
completing monthly emergency broadcast test messages and prepare monthly statistical reports
for traffic & crime, patrol demographics, state surcharges, lost & found (donated, disposed or
returned to owner, provide training and assistance to Secretary Clerk IIs.
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.
3.
Perform a number of specialized functions with the assigned department or program,
requiring considerable knowledge of the program, its policies and terminology. 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. (E)
4.
Verify, compile and record information for the preparation of reports and the maintenance of
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.(E)
5.
Perform a variety of clerical duties such as posting, filing, typing and duplicating; maintain
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
9/6/2014
SECRETARY CLERK III (POLICE)
2
and update calendars, schedules, lists, manuals and handbooks for distribution and use by
a variety of administrators, staff and the public. Perform clerical work for others in
department/program as assigned; make travel arrangements as requested; receive, open,
stamp and route mail; compose, prepare and type correspondence independently or from
oral instruction.(E)
6.
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)
7.
Train and provide work direction to other clerical staff and student workers as assigned.
8.
Schedule appointments, meetings, conferences and special events; coordinate and
schedule classrooms with instructional requirements as required.(E)
9.
Maintain inventory and order supplies and equipment according to established
procedures.(E)
10.
Attend meetings and take minutes.
11.
Perform related duties as assigned.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
District organization, operations, policies and objectives.
Basic goals and objectives of assigned program or department.
Applicable sections of State Education Code and other applicable laws.
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:
Learn to interpret, apply and explain rules, regulations, policies and procedures and apply them in
a variety of procedural situations.
Plan, schedule and perform a wide variety of difficult and complex secretarial and clerical work
related to the specialized function to which assigned.
Operate a variety of office equipment, including computer and appropriate software.
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.
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.
Work as a member of a team.
Demonstrate sensitivity to and understanding of diverse academic, socioeconomic, cultural,
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
9/6/2014
SECRETARY CLERK III (POLICE)
3
ethnic and disability issues.
EDUCATION AND EXPERIENCE:
Education and experience 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, squatting, kneeling 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 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 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 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
9/6/2014