Administrative Secretary II

SUMMARY DESCRIPTION
Under the direction of a Division Dean, support and assist the Dean, faculty and staff perform a wide variety of administrative and secretarial duties; serve as a liaison between the Division administrator, faculty, public, students, staff and other campus and community officials; plan, coordinate and implement on-going operations and activities of the Division office.


DISTINGUISHING CHARACTERISTICS
The Administrative Secretary I classification reports to a classified Director or Associate Dean level. The Administrative Secretary II classification reports to a Dean level executive.EDUCATION AND EXPERIENCE
Any combination equivalent to: two (2) years college level course work in secretarial science and office automation equipment
AND
Two (2) years secretarial experience.

• One year of experience is equal to 12 months of experience at 40 hours per week. Applicable part-time experience will be converted to the full-time equivalent for purposes of meeting the experience requirement.
• If specifically referenced (i.e. degree 'or equivalent'), related experience that is above the minimum requirement may be substituted for education on a year for year basis.

• Additional assessment is required for applicants with foreign degrees from colleges or universities outside of the United States. Applicants must have their coursework evaluated by a professional association that is a member of the National Association of Credential Evaluation Services (NACES) and must submit a copy of the evaluation with the application.

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KNOWLEDGE AND ABILITIES

Knowledge of:

• Operations, procedures, methods, or precedence of designated Division office.
• Office management principles and methods.
• Modemofficepractices,procedures,andequipment.
• Operation/procedures of computer system and multiple computer software programs.
• Record-keeping techniques.
• English usage, grammar, spelling, punctuation, and vocabulary.
• Interpersonal skills using tact, patience, and courtesy.
• Telephonetechniques and etiquette.Oralandwrittencommunicationskills.
• District organization, operations, policies, and objectives.

Ability to:

• Perform complex secretarial assignments.
• Assemblediversedata,prepare,andcomposereports,correspondencefromoralandwrittendirectionsandrelatedmaterials.
• Maintain complex and varied files and records.
• Work independently with little direction.
• Select, train, evaluate and provide work direction to student workers.
• Plan, organize, coordinate, prioritize, perform, and delegate work.
• Analyze situations accurately and adopt an effective course of action.
• Interpret and apply specific rules, policies and procedures of the specific office or program to which assigned.
• Operate a varietyof office equipmentincludingtypewriter,calculator,copier,dictationequipmentandcomputer.
• Establish and maintain cooperative working relationships with others.
• Train, lead and provide work direction and guidance to Division staff.
• Work confidentially with discretion.
• DemonstratesoundjudgmentintheapplicationandinterpretationofnewandexistingCollegepoliciesandprocedures.
• Make simple arithmetic calculations.
• Meet schedules and timelines.
• Communicate effectively with others, both orally and in writing.
• Prepare reports, correspondence, and related materials.

ESSENTIAL DUTIES

1. Plan, schedule, perform a variety of secretarial duties to relieve assigned administrator of a variety of clerical, technical and routine administrative duties; serve as a liaison between the administrator and staff, public and other College personnel; oversee the daily operations of the office.
2. Prioritize and coordinate office activities to assure timelines are met; coordinate communicate and disseminate information.
3. Review and proof documents, records and forms for accuracy, completeness and conformance to applicable rules and regulations.
4. Answer questions and provide assistance to administrator, faculty, personnel, students and the public concerning a variety of functions related to the Division.
5. Collect and compile statistical and financial data and other information for inclusion into special and periodic reports.
6. Coordinate activities of assigned office between the supervisor and staff, the public or other district or campus officials.
7. Receive, open and distribute mail; receive visitors, schedule appointments, screen visitors and telephone calls and refer to appropriate staff members.
8. Operate computer terminal and related equipment for the preparation and maintenance of a variety of complex documents, correspondence, reports and related materials; input data and perform computer functions; update course files and various computerized files.
9. Arrange and schedule a variety of meetings and conferences; operate and maintain electronic calendar; make travel arrangements and process District travel forms.

JOB DESCRIPTION:Administrative Secretary IISALARY SCHEDULE:CSEA - Classified Bargaining Unit


PHYSICAL DEMANDS AND WORKING ENVIRONMENT

This is a non-telecommuting position.
Environment:
Office environment.
Constant interruptions.

Physical Abilities:
Dexterity of hands and fingers to operate a computer terminal and standard office equipment.
Hearing and speaking to exchange information on the telephone or in person.
Sitting for extended periods of time.
Seeingtoreadandpreparevariousmaterials.

Hazards:
Extended viewing of computer monitor.

TENTATIVE TIMELINE:Any application received after the initial screening deadline is not guaranteed a review.

April 6-19, 2026

Position advertised; District receives applications.

April 19, 2026

Initial screening deadline for guaranteed consideration. Position is open until filled.

April 27-May 8, 2026

Reviewing of applications.

May 11-15, 2026

Search Committee interviews candidates

June, 2026

Tentative employment start date pending Governing Board approval.