MIRACOSTA COLLEGE
CLASS TITLE:
SECRETARY I - Career Studies and Services
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 Faculty Director of the Center for Career Studies &
Services to support the program’s mission, services, and full and part-time faculty and staff.
Provides assistance in budget and office management; coordinates the administrative details for
campus-wide and departmental career-related events. Obtains information and quotes from
vendors for purchases. Assists students with using career and employment software and proctors
experiential education orientations and student worker filing quiz. Manages department web
pages.
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
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.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
8/24/09
Secretary I - Career Studies and Services
2
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:
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 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.
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 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. Supervises student workers and/or temporary staff.
CONTACTS:
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
8/24/09
Secretary I - Career Studies and Services
3
Departmental coworkers, other District staff, students, faculty, the general public; professional
staff 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 weighting 25 pounds or less; repetitive use of computer keyboard,
mouse or other control devices ; 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 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 at any district location during day and/or
evening hours including occasional weekends on an as-needed basis.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
(E) = Essential job function
8/24/09