ALAMO COMMUNITY COLLEGE DISTRICT JOB DESCRIPTION
Nonexempt
Job Title : ADMINISTRATIVE SECRETARY (1015)
Completion
Date :
Policy Group : Nonexempt-Clerical/Maintenance/Technical
PRIMARY IMPACT:
Takes a leadership role in the provision of complex administrative, technical, or production services, or crime prevention.
DUTIES:*
1. Compose/prepare documents. Conduct research/prepare basic information on own initiative. Gather/review/compile information from all lower units.
2. Make appointments; provide specialized information to visitors and callers. May handle administrative matters following policy in supervisor's absence or to relieve supervisor.
3. Perform bookkeeping duties/maintain departmental budget. Work with vendors and accounting personnel on discrepancies. Review budget documents of all departments/subunits. Track necessary transfer of funds, recommend needed funds for planning purposes. May attend budget meetings for supervisor. Provide budget assistance to supervisor and subunits.
4. Establish/implement department/division procedures with little supervisory input; serve as group leader for other clerical employees in department/division; review work for accuracy, return for changes, train others; serve as resource person to professionals in department/division.
5. Supervise temporary or regular clerical staff (recommend for hire, train, delegate work, motivate, recommend discipline and/or termination).
6. Produce division semester schedule or other complex schedules. Work with printer to ensure accurate/timely production.
7. Set up/maintain numerous complex/confidential files; deal with serious matters (e.g., Enforced Scholastic Withdrawals, grievances, lawsuits).
8. Handle/review/confirm travel plans/documents for all departments/subunits. Coordinate arrangements/budget of travel plans between travel agent and college.
9. Make meeting/event arrangements. Prepare invitations/receive replies.
10. Order/maintain supplies; research/recommend purchases/ input requisitions for supervisor's accounts and any subunit without a CUFS-authorized employee; track inventory and keep related files.
11. Process district forms (payment requests/PARs/work orders/time logs); prepare/verify Board materials; may process/verify payroll documents for faculty and/or staff; review and/or compile same information from subunits.
* Any one position may not include all of the duties listed, nor do the examples necessarily include all of the duties performed.
KNOWLEDGE/SKILLS/ABILITIES:
In-depth knowledge of (and proficiency with) computers, word processing and spreadsheet software, and other standard office equipment. Knowledge of bookkeeping practices.
Excellent English, spelling, and business math skills. Good customer-service, interpersonal, oral/written communication, supervisory, and problem-solving skills. Typing skills of 50 WPM.
Ability to maintain confidential information, work independently within stated policies and procedures, and represent supervisor in a professional manner. Must be able to learn specialized/unique information/procedures/regulations pertinent to a wide variety of areas. Must be able to train/evaluate others.
JOB EMPOWERMENT
The employee follows existing procedures to which he/she can make some changes to solve problems. Progress or results of work is periodically checked and prior approval is required before changing standard work procedures.
LEADERSHIP OF PEOPLE
Work flow management of a unit including training and contribution to performance appraisal (but not the full complement of management duties).
VERBAL COMMUNICATION SKILLS
Discussing unique or non-recurring issues with others which may involve converting specialized terms into everyday language to ensure understanding.
WRITTEN COMMUNICATION SKILLS
(+) Composing letters, memos, or reports of a routine or recurring nature.
PROBLEM ANALYSIS
The employee typically has to deal with issues or problems that often require assessment and reasoning before coming up with an approach or solution. The search for solutions may be accomplished quickly, but usually requires assessment and analysis of various alternatives based on standards or approaches defined by management or the appropriate professional/technical discipline.
MINIMUM AND PREFERRED EDUCATION
Minimum: A high school diploma or equivalent (G.E.D.).
Preferred: An Associate's degree (two-year program or two to three years of college) or equivalent formal training.
An Associate's degree in a job-related discipline is highly desirable.
MINIMUM AND PREFERRED EXPERIENCE
Minimum: Three to four years.
Preferred: Five to eight years.
Specifically, the position requires a minimum of three years of secretarial experience to include research, bookkeeping, and supervision of others. Five or more years of similar experience is preferred.
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Note: "(+)" indicates that an "intermediate" definition was selected for this factor. The statement applies to the lower level.
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Incumbent signature Date
Supervisor signature Date