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Job ID: 121085

Executive Secretary
Kern Community College District


Date Posted Mar. 15, 2019
Title Executive Secretary
University Kern Community College District
Porterville, CA, United States
Department
Application Deadline 3/28/2019
Position Start Date Available immediately
 
 
  • Classified Staff
  • Administrative Support/Services
 
 


Executive Secretary

Kern Community College District


Position Number: 02766

Posting Date: 03/14/2019

Initial Screening Date: 03/28/2019

Open Until Filled: No

Position Type: Classified

Rate:

Work Week: 40 hours per week, 12 month position

Minimum Salary: $3,345.92 per month

Maximum Salary: $4,727.69 per month (Maximum entry level $3,345.92 per month)

Benefits:

Our competitive benefits package includes medical, dental, and vision insurance; life insurance coverage; long-term disability insurance, and an employee assistance program (EAP).

In addition, employees have the option to purchase:
  • Flex 125
  • AFLAC Policy
  • Supplemental voluntary life insurance
  • 403b Tax Shelter Annuity

All coverages begin on the first day of the month following the hire date. Employees are covered under the California Public Employees Retirement System (CalPERS) and are vested 100% after five years of full time service.

College/Site: Porterville College

Location: PC-Main Campus

Basic Function:

Under the direction of an assigned supervisor, perform a variety of highly responsible secretarial and administrative duties; provide information and assistance to the public
REPRESENTATIVE DUTIES:
Participate and assist in the administration of the office; research, compile, analyze and summarize data for special projects and various comprehensive reports; prepare or direct the preparation of annual, quarterly and administrative reports; prepare minutes of meetings; supervise the ordering and storage of office supplies
Maintain appointment schedules and calendars for executive staff members and other office staff; schedule and arrange travel itineraries and reservations; coordinate activities with other departments, division chairs, the public and outside agencies
Serve as receptionist for assigned office; screen calls, visitors and mail; respond to sensitive requests for information and assistance; interpret district policies, rules and regulations in response to inquiries and complaints; resolve student concerns and complaints; refer inquiries as appropriate
Participate in budget preparation and administration; prepare cost estimates for budget recommendations; submit justifications for budget items
Initiate and maintain a variety of files and records for information related to the office; maintain manuals and update resource materials
Type and assemble reports, manuals, newsletters and other materials and distribute to staff; attend, take, prepare and distribute minutes of board and committee meetings as directed
Assign, direct and review the work of staff involved in secretarial and clerical duties of the office; review work for accuracy
Type and proofread a wide variety of reports, letters, memoranda and statistical charts; type from rough draft, verbal instructions, transcribing machine recordings or dictation; independently compose correspondence related to assigned responsibilities
Exercise functional and technical direction over clerical staff
Perform related duties as assigned

Education and Experience:

Any Combination Equivalent to:

Graduation from high school supplemented by specialized secretarial or office training AND four years of increasingly responsible secretarial experience

Knowledge and Abilities:

KNOWLEDGE OF:
-Basic principles and practices of fiscal, statistical and administrative research and report preparation
-Correct English usage, spelling, grammar and punctuation
-Rules, regulations, policies and procedures of the community college system
-Modern office procedures, methods and equipment
-Public relations techniques
-Operation of a computer terminal and specified software such as word processing and spreadsheets
-Business letter writing and basic report preparation
-Record-keeping techniques
-Principles and practices of providing work direction and guidance
ABILITY TO:
-Interpret and apply office policies and procedures
-Work cooperatively with other departments, offices, instructors, students and outside agencies
-Perform responsible secretarial work involving the use of independent judgment and personal initiative
-Understand the organization and operation of the district and of outside agencies as necessary to assume assigned responsibilities
-Analyze situations carefully and adopt effective courses of action
-Research, compile, analyze, interpret and prepare a variety of fiscal, statistical and administrative reports
-Maintain confidential data and information for executive staff
-Independently prepare correspondence and memoranda
-Operate a variety of office equipment including a fax machine, copier and multi-line phone
-Provide work direction and guidance to assigned staff
-Operate a computer terminal and specified software such as word processing and spreadsheets
-Communicate effectively both orally and in writing
Establish and maintain cooperative and effective working relationships with others

Salary Grade: 39.5

Special Instructions to Applicants:

First Review of Applications:

Complete application packets will be accepted until the position is filled; but those received by 5:00 p.m. (Pacific Standard Time) on March 28, 2019 are assured consideration. The College reserves the right to extend time limits or reinitiate the recruitment/selection process at any point.

Completed application packet must include:
Completed Online Application for Employment form
Current resume
Letter of interest (Cover Letter)
Copy of legible transcripts, if applicable
List of six (6) professional references Listed on application form

Applicants who require reasonable accommodation to participate in the selection process should contact Human Resources to make the necessary arrangements.

Recruitment Status (tentative):
Application Screening: TBD
Interviews: TBD

The District does not provide sponsorship for authorization to work in the United States. Work authorization should be established at the time of application submission.

All applicants must apply online at https://careers.kccd.edu/postings/11387. Emails will not be accepted.

As an Equal Employment Opportunity Employer, the Kern Community College District encourages candidates with diverse backgrounds to apply.

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