Job Description / Essential Elements:
To perform a wide variety of complex and highly responsible secretarial duties in support of the day-to-day operations, programs, and procedures within assigned division; to organize and coordinate the work flow and office support functions within assigned division; and to relieve the assigned administrator of routine administrative details not requiring his/her immediate attention. Employees in this classification receive limited supervision within a framework of standard policies and procedures, and may direct, oversee, and review the work of student assistants and other classified support staff in a lead capacity. This job class requires extensive student, staff, and public contact, and exercises responsibility for secretarial and office support functions requiring the use of initiative, organization skills, problem solving, and independent judgment in the processing of work through assigned division.
Essential Functions: Exercises independent judgment; relieves assigned administrator of routine administrative actions not requiring his/her immediate attention. Performs varied and responsible secretarial duties to assist in the coordination and processing of workflow within an instructional area. Plans, assigns, and carries out the work of the division office. Compiles instructor schedule of classes in collaboration with the instructors, dean, and Instructional Services. Receives, handles, and processes confidential information and requests ensuring that security and strict rules of confidentiality are maintained. Performs bookkeeping functions for the assigned division, and assists in preparing division budget including monitoring grants and maintaining detailed records. Keeps records of expenditures, budget accounts and running balances. Processes a wide variety of materials and documents such as interoffice communications, requisitions, forms, letters, reports, statistics, curriculum projects, classroom and instructional assignments, and specifications from rough draft or verbal instructions. Acts as information source regarding division policies, procedures, and requirements; receives and interviews callers and provides information, refers matters to proper staff using judgment, knowledge, and interpretation of established procedures/policies. Collects and handles incoming money and receipts for special projects. Maintains accurate and detailed calendar of events, due dates, and schedules as they relate to assigned division to ensure proper tasks and activities occur as scheduled. Establishes and maintains a variety of office records, logs, and filing systems pertaining to assigned operations. Receives, reviews, and verifies documents, records, and forms for accuracy, completeness, and conformance to applicable rules, regulations, policies, and procedures. Takes and transcribes dictation; prepares correspondence, memoranda, reports, division and advisory committee minutes, and other materials. Participates in and/or coordinates the typing, checking, compiling, and recording of a variety of data/information. Arranges and schedules appointments and meetings. Receives, sorts and distributes outgoing and incoming mail; prioritizes and designates appropriate response whenever possible and/or responding to correspondence as directed. Develops or assists in the development of office operating procedures, forms, worksheets, and record keeping systems. Directs, trains, and monitors student assistants; trains and oversees the work of others in a lead capacity. Effectively communicates and interacts with faculty, staff and students.