MIRACOSTA COLLEGE
CLASS TITLE:
SECRETARY I –
Student Success and Support Program/Student Equity
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 Student Success and Support Program Coordinator
and the Coordinator of Student Equity to support both program missions, services, and staff.
Provides assistance with office management including answering phones, greeting visitors,
scheduling appointments, and providing routine information and assistance to students, faculty,
and the general public. Coordinates the administrative details for programs, activities, and events.
Creates marketing materials and assists with managing web pages and social media platforms.
REPRESENTATIVE DUTIES:
1.
Perform secretarial duties for an assigned supervisor and other office staff assisting them
with a variety of 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
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.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
09/29/15
Secretary I – Student Success and Support Program/Student Equity
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:
District organization, operations, policies and objectives.
Modern office practices, procedures and equipment.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Applicable sections of State Education Code and other applicable laws and regulations.
Recordkeeping techniques.
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.
Understand and follow oral and written directions.
Operate a variety of office equipment, including computer and appropriate software.
Type 55 net words 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.
Work as a member of a team.
Demonstrate sensitivity to and understanding of diverse academic, socioeconomic, cultural,
ethnic and disability issues.
EDUCATION AND EXPERIENCE:
Education equivalent to graduation from high school 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. Supervises student workers and/or temporary staff.
CONTACTS:
Departmental coworkers, other District staff, students, faculty, the general public; professional staff
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
09/29/15
Secretary I – Student Success and Support Program/Student Equity
at other two-and four-year institutions, and 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 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
09/29/15