MIRACOSTA COLLEGE
CLASS TITLE:
SECRETARY I - FOUNDATION
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 Executive Director of Development and Foundation
and in close coordination with the Development Services Analyst/Events Specialist. Duties
include gift processing, foundation board support, foundation account processing, and general
office support.
 Gifts processing tasks include but are not limited to: following specific gift entry
procedures in PeopleSoft Financials, preparing gift acknowledgments, updating/correcting
donor records in PeopleSoft, maintaining donor/office files.
 Foundation board support includes but is not limited to: supporting the preparation of
board packets, updating and managing the board communications and tracking system
(Board Max), coordinating the logistics of foundation committee and board meetings, and
meeting the needs of board members on a variety of issues.
 Foundation account processing responsibilities include but are not limited to: preparing
and processing check requests, checking fund balances, answering inquiries from
program managers, and providing account information.
 General office support includes clerical tasks associated with special events such as
taking RSVPs, generating name tags, and other associated tasks.
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. (E)
4.
Compose, prepare and/or type a variety of correspondence, agendas, memoranda, and
reports, including material of a confidential nature; record and transcribe minutes from
meetings.
5.
Review and proof documents, records and forms for accuracy, completeness and
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
6/28/14
SECRETARY I (Foundation)
2
conformance to applicable rules and regulations. (E)
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 PC, photocopier, fax machine, scanner; 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.
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:
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
6/28/14
SECRETARY I (Foundation)
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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 or stooping; occasional light
lifting and carrying of objects weighing 25 pounds or less; ability to work at computer for
extended periods of time, including repetitive use of computer keyboard, mouse or other control
devices; ability to travel and/or drive 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 appropriate interactions
and communications personally, by phone and in writing with a variety of individuals from
diverse backgrounds on a regular, ongoing 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 a variety of tasks concurrently while meeting established
deadlines and changing priorities.
WORKING CONDITIONS:
Primarily works in an office environment; occasional to frequent interruptions by individuals in
person or by phone; intermittent exposure to acting in a disagreeable fashion; may work at any
district location or authorized facility during day and/or evening hours including occasional
weekends on an as-needed basis. Occasional local travel may be requested.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
6/28/14