MIRACOSTA COLLEGE
CLASS TITLE:
SECRETARY II
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 Fund Development and
College Foundation. Responsible for upkeep and maintenance of 75,000 record database
using PeopleSoft. Coordinate gift processing and acknowledgment processes in accordance
with legal requirements and industry standards. Prepare check requests for Foundation
accounts. Provide support for Foundation events, including securing catering, ensuring
payment of vendors, and making other logistical arrangements. Prepare a variety of mailings
for solicitation and for Foundation events. Prepare agendas and informational packets for
Foundation Board members; attend board meetings and take minutes. Maintain Foundation
website. Assist the Assistant to the College President as needed.
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. Maintain
department/program/web page(s). (E)
3.
Prepare and type a variety of agendas, memoranda, minutes, contracts and other
materials including material of a confidential nature; 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; make travel arrangements for department/program
personnel. (E)
5.
Order and maintain office supplies and equipment; prepare and process purchase
requisitions according to approved procedures; schedule maintenance and repair of
equipment. (E)
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)
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
12/2/13
SECRETARY II (FOUNDATION)
2
7.
Review reports and maintain records of expenditures; assist in preparing budget reports.
(E)
8.
Hire, supervise and train, provide work direction and guidance to student workers,
temporary staff and others as assigned. (E)
9.
May support planning and logistics for events put on by the department or program.
Responsibilities may include making room reservations; working with vendors; requesting
facilities set up; preparation of purchase requisitions; ordering invitations and food.
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.
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
12/2/13
SECRETARY II (FOUNDATION)
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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:
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
12/2/13