MIRACOSTA COLLEGE
CLASS TITLE:
SECRETARY I, Counseling & Athletics
BASIC FUNCTION:
Performs a variety of complex secretarial duties and administrative/organizational support for
department(s) and/or programs.
DISTINGUISHING CHARACTERISTICS:
Incumbent works under the direction of the Dean of Counseling and Student
Development to perform specialized secretarial support and administrative and
technical duties to support the departments/programs; in support of the Counseling
department is responsible to answer telephones, greet visitors, schedule appointments,
provide routine information and assistance to students, faculty and the general public:
communicates between the Dean, Athletic Director, counselors, coaches, faculty,
registrar, staff, students, outside athletics personnel, the public, or other District
officials; schedule student appointments with administrators, counselors, faculty, and
other staff members; maintain confidential records in accordance with federal and/or
state regulations, including eligibility, enrollment, academic performance, and other
student file documentation for student athletes; verify student eligibility to participate in
athletic programs; attend trainings, orientations, meetings, and athletic activities as
assigned; perform fiscal duties in compliance with established policies and procedures
pertaining to athletics including handling of cash; prepare and review data for MIS,
athletics, and other student services reports; run queries and produce reports as
needed; compile statistical and financial data and other information for inclusion into
special and periodic reports; troubleshoot technical issues in PeopleSoft and athletics
related databases for department staff; administer scheduling software (SARS)
including schedule set up and maintenance of various tables of codes.
REPRESENTATIVE DUTIES:
1.
Perform secretarial duties for an assigned supervisor and other office staff assisting them
with a variety functions such as: arrange and schedule meetings and conferences;
establish and maintain filing systems; coordinate duplication and distribution of various
materials; open and distribute mail; revise and disseminate schedules, reports, records
and other information as necessary to assure effective coordination of department or
program functions. (E)
2.
Have initial contact in person, over the telephone, or electronically with students, faculty,
parents, District staff or the general public. Either provide information and/or resolve
problem, or refer inquiries to an appropriate staff member or make appointment with
another staff member. Receive and screen visitors. (E)
3.
Order and maintain office supplies; schedule maintenance and repair/transfer of
equipment.
4.
Compose, prepare and/or type a variety of correspondence, agendas, memoranda, and
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
7/5/13
SECRETARY I (Counseling & Athletics)
2
reports, including material of a confidential nature; record and transcribe minutes from
meetings. (E)
5.
Review and proof documents, records and forms for accuracy, completeness and
conformance to applicable rules and regulations.
6.
Maintain budget balances; monitor expenditures of funds; review accounts and follow up
on discrepancies; prepare and process purchase requisitions and submit requests for
payment; make reservations and travel arrangements; process a variety of travel and
expense forms. (E)
7.
Collect, maintain and compile statistical and other data using multiple databases and other
sources.
8.
Prepare and track personnel requisitions.
9.
Train, provide work direction and guidance to student workers, temporary staff and others
as assigned. Create, maintain and distribute hourly personnel schedules. Collect and
verify timecards and submit to payroll.
10.
Perform related duties as assigned.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
Organization, policies and rules of assigned department or program.
Modern office practices, procedures and equipment. Advanced techniques and operation of
personal computer.
Oral and written communication skills. Correct English usage, grammar, spelling, punctuation and
vocabulary.
Applicable sections of State Education Code and other applicable laws and regulations.
Recordkeeping techniques
ABILITY TO:
Operate a variety of office equipment including computer, typewriter, photocopier, fax machine,
microfiche reader; use a variety of computer software (including Microsoft Office suite of
products).
Type 55 words net per minute from clear copy.
Learn and apply District, state and/or federal government policies, rules and regulations to
assigned activities.
Make arithmetic calculations quickly and accurately.
Communicate effectively both orally and in writing.
Establish and maintain cooperative and effective working relationships with others.
Multi-task in a high traffic office. Plan and organize work independently. Meet schedules and
timelines.
Train and provide work direction to others.
Work confidentially with discretion.
Understand and follow oral and written directions.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
7/5/13
SECRETARY I (Counseling & Athletics)
3
EDUCATION AND EXPERIENCE:
Equivalent to graduation from high school, including or supplemented by courses in secretarial
skills and one year of directly related work experience.
LICENSES AND OTHER REQUIREMENTS:
Positions in this classification may require a valid California driver license.
WORK DIRECTION, LEAD AND SUPERVISORY RESPONSIBILITIES:
Not assigned permanent staff to supervise. Provides work direction to student workers and/or
temporary staff.
CONTACTS:
Departmental coworkers, other District staff, students, faculty and the general public; professional
staff at other two- and four-year institutions.
PHYSICAL EFFORT:
Primarily sedentary with intermittent standing, walking, bending and stooping, occasional light
lifting and carrying of objects weighting 25 pounds or less; light to moderate repetitive use of
hands, wrists and forearms while working on a computer; ability to travel to a variety of
locations on and off campus occasionally, 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 busy, indoor office environment; frequent to constant contact with and interruptions by
individuals in person or by phone; intermittent exposure to impatient, angry and/or verbally
aggressive individuals; may be required to work during day and/or evening hours occasional
weekends and/or holidays on an as-needed basis.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
7/5/13