MIRACOSTA COLLEGE
CLASS TITLE:
SECRETARY II, ADMISSIONS & RECORDS
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 Director of Admissions & Records/Registrar and is
responsible for wide variety of complex secretarial and administrative support duties for the
Admission and Records Office, the Director, and the Dean of Admissions and Student Support.
Assists with registration; provide technical assistance and information to students, staff and the
public on the student educational benefits in accordance with Veterans Administration
guidelines; instruct students in correct procedures for completion of forms, applications, VA
processes and enrollment; explain applications, requirements and restrictions; review
completed forms for accuracy and completeness; refer students to other areas of Student
Services as appropriate; responds to inquiries from students, staff, faculty and the public;
coordinates schedules for student assistants and temporary staff; trains and supervises student
workers including distribution of policy/procedure change information and collection of time cards;
assists counter personnel; creates and updates a variety of computer generated registration and
department forms; maintains supply of registration and departmental forms; responsible for
preparing and mailing various admissions correspondence including the President’s Permanent
Honor Roll, President’s List, notification of probation and dismissal and other time sensitive letters;
prepares diploma covers for graduation ceremony.
REPRESENTATIVE DUTIES:
1.
Perform secretarial duties for an assigned supervisor and other office staff, relieving the
supervisor of a variety of technical and administrative duties; assist others assigned to
supervisor by performing secretarial and clerical duties including; receive visitors,
schedule appointments, screen visitors and phone calls and refer to appropriate staff
members. Receive, open and distribute mail; identify and refer matters to the assigned
supervisor or staff member in order of priority. (E)
2.
Compose and/or type correspondence; prepare reports; report information in person or by
telephone where judgment, knowledge and interpretation of policies and regulations may
be necessary. Review and proof documents, records and forms for accuracy,
completeness and conformance to applicable rules and regulations. (E)
3.
Take and transcribe dictation, including material of a confidential nature; prepare and type
a variety of agendas, memoranda, minutes, contracts and other materials; record and
transcribe minutes from a variety of meetings. (E)
4.
Arrange and schedule a variety of meetings and conferences; establish and maintain
complex interrelated filing systems. (E)
5.
Order and maintain office supplies and equipment; prepare and process purchase
requisitions according to approved procedures; schedule maintenance and repair of
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
11/13/14
SECRETARY II (Admissions & Records)
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equipment.
6.
Communicate with District and outside sources to resolve problems, provide or receive
information. Disseminate information from supervisor to staff; serve as liaison between
supervisor and staff. (E)
7.
Review reports and maintain records of expenditures; assist in preparing budget reports.
8.
Train, provide work direction and guidance to student workers, temporary staff and others
as assigned.
9.
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.
Technical aspects of field of specialty.
ABILITY TO:
Perform a wide variety of complex clerical, typing, stenographic and secretarial duties with speed
and accuracy.
Learn and apply District, state and/or federal government policies, rules and regulations to
assigned activities.
Operate a variety of office equipment including PC, typewriter, photocopier, fax machine,
microfiche reader; use a variety of computer software (including Microsoft Office suite of
products).
Type at 60 words net per minute from clear copy.
Take dictation at 75 words per minute and transcribe accurately.
Analyze situations accurately and adopt an effective course of action.
Make arithmetic calculations quickly and accurately.
Understand and follow oral and written directions.
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.
Maintain records and prepare reports.
Work confidentially with discretion.
Communicate effectively both orally and in writing.
EDUCATION AND EXPERIENCE:
Equivalent to graduation from high school, including or supplemented by courses in secretarial
skills and one year directly related work experience, including advanced-level computer
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
11/13/14
SECRETARY II (Admissions & Records)
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applications.
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:
Department coworkers, District staff, students, faculty, vendors, and the general public.
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:
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 asneeded basis. Occasional local travel may be requested.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
11/13/14