Administrative Secretary-Non Instructional
Butte-Glenn Community College
Closing Date/Time: 5/16/2019 4:00 PM Pacific
Salary: Not Displayed
Location: Main Campus, CA
Full time 40 hours per week, 12 months per year
CSEA-Range 24; $3,638.87 per month
Tentative interview dates: June 3rd and 4th
Relocation reimbursement (Download PDF reader) may be authorized. Please contact Human Resources for more information.
If you are relocating to the area, housing resources (Download PDF reader) can be found on our Human Resources page under Recruitment and Hiring.
Butte College is conducting a search for a qualified candidate to fill the position of Administrative Secretary to the Office of the President. The Administrative Secretary to reports to and is given daily direction by the Executive Assistant to the President. The Administrative Secretary is responsible for general support to the operations of the Office of the President. This includes daily office duties; assisting with logistics and details of board meetings, assisting with Presidential events, and filling in for the Executive Assistant to the President, when needed.
Some highlights associated with this position:
- General office duties will include:
- Greeting visitors, answering the telephone, processing mail, handling correspondence, reconciling accounting documents, scheduling, planning events, and coordinating travel arrangements for board members and the Superintendent/President.
- The successful candidate must:
- Be proficient in and comfortable with spreadsheet management and word processing
- Have excellent written and oral communication skills, strong interpersonal and organizational skills, be highly detail oriented, and have a high degree of emotional intelligence and trustworthiness
- Exercise independent judgment, be highly motivated, adaptable to change, and takes initiative
- Have the ability to manage multiple projects simultaneously and be able to establish priorities and use time wisely to accomplish assignments and meet deadlines
- Possess accountability, a sense of urgency, and a desire to learn and develop professionally, along with taking pride in providing exceptional administrative support to the Office of the President
The successful candidate must maintain a professional appearance and demeanor in a busy senior level executive's office and maintain a high level of confidentiality concerning sensitive campus-wide issues and material handled by the office/position on a regular basis. The person in this position will be exposed to constant flow of board members, faculty, students, administrators, alumni, community members and others who wish to interact with the Superintendent/President.
Butte College's main campus is located on a 928-acre wildlife refuge and we pride ourselves on being a national college leader in sustainability. Community partnerships matter to us. We work with our K-12 partners to create career pathways for students to seamlessly move from high school to Butte College coursework or credit to transfer to a four-year university. In fact, Butte College has the highest transfer rate of all California community colleges to California State University, Chico. Butte College contributes to economic development through the Training Place, and the Small Business Development Center.
For over 50 years, we have successfully provided a quality educational experience to our students, offering associates degrees and training in career fields including business, medical, law enforcement, welding, automotive, computers, and more.
The ideal candidate will share Butte College's commitment to our mission and values, especially our commitment to educating our racially and socio-economically diverse student population. We currently enroll around 16,000 students annually, many of whom are from racially minoritized populations. 56% of Butte College students are white, 27% are Latinx, 6% are Asian, 2% are African American, 1% are Native American, and 5% are multi-ethnic. As a Hispanic Serving Institution (HSI), Butte College understands that it has a great responsibility to the educational attainment and economic well-being of our surrounding communities.
The successful candidate will join a campus community that demonstrates its commitment to student equity by supporting ongoing professional development for students, faculty and staff. These opportunities include a Cultural Awareness Community of Practice, FAIR Classrooms, active Diversity and Student Equity Committees, support for our undocumented and AB 540 students (Download PDF reader), a robust set of culturally responsive programs and events, and conferences related to equity-mindedness and supporting the success of our diverse students.
Under the direction of an administrator, performs a variety of complex administrative secretarial responsibilities which require the use of independent judgment; assists with complex administrative matters which support a wide variety of projects involving District programs and inter-organizational relations; assists in the maintenance of a positive image of the District throughout the community, Performs related work as required.
The duties recorded below are representative of the duties of the class and are not intended to cover all the duties performed by incumbent(s) of any particular position. The omission of specific statements of duties does not exclude them from the position if the scope of work is similar, related or a logical assignment to this class. The essential duties of the class are indicated with an asterisk *
- Organizes, oversees and coordinates the activities of an assigned office to assure efficient and effective operations; coordinates communications; assists the assigned administrator or department manager as directed anticipating business needs and cycles*
- Performs a variety of duties independently in support of functions delegated to assigned administrator; interprets and applies rules and regulations as appropriate; maintains issues of a confidential nature*
- Maintains current budget information; initiates and monitors budget augmentations and expenditures; assists in budget formulation and preparations; may collect, post, deposit and distribute various money; reconciles deposits with reports; maintains expense records, creates asset statements, records assets; prepares information for yearly audit and responds to audit findings*
- Remains current concerning problems, situations and conditions of special interest to the assigned administrator or department manager; exercises independent judgment concerning matters requiring administrator or department manager's attention to assure timely action*
- Researches, analyzes and prepares information on a variety of topics for dissemination to the District and/or the public through various communication means maintaining confidentiality of sensitive departmental and other information*
- Assists assigned administrator or department manager with planning, coordinating and implementing special campus and District assignments such as accreditation, early college and others as assigned*
- Assists in preparing, planning, and prioritizing departmental goals and coordinates process for monitoring the progress on departmental goals*
- Maintains and updates technical skills in order to perform complex, advanced level computer methods including word processing, design and layout for publications, database development and maintenance, charts and spreadsheets utilizing a variety of software and peripherals*
- Researches, compiles and retrieves data and provides input for complex statistical and narrative reports from a variety of sources; verifies data to determine compliance with established procedures*
- Makes and processes travel, conference, hotel reservations and arrangements; schedules and confirms appointments, maintains calendars; may develop quarterly calendar of meetings and activities related to assigned department*
- Initiates, screens, and directs telephone calls; assists and directs visitors; orders and maintains office supplies; receives and opens mail, determines priorities, independently responds to and initiates correspondence as appropriate*
- Composes and prepares correspondence, memoranda, minutes, confidential materials, statistical spreadsheets, financials, and reports from oral and written instruction; maintains a variety of files and records*
- Prepares a variety of complex support materials including surveys, forms, charts, computerized presentations and brochures; prepares agenda items for meetings; records, prepares and distributes minutes; maintains records; may facilitate meetings in absence of supervisor or coordinate and attend numerous social events both on and off campus*
- Maintains working knowledge of specialized terminology; maintains familiarity with District programs, policies, procedures and rules; responds to requests for information from students, faculty, staff and the general public regarding District programs*
- May serve on a variety of District committees as requested
- May perform other duties as assigned
EDUCATION AND EXPERIENCE:
- Associate's Degree in office information systems or a related field or the equivalent*; AND
- Three (3) years of increasingly responsible experience closely related to the duties and responsibilities of this class; AND
- Graduation from high school or G.E.D. or the equivalent**.
* Associate's Degree education equivalency equals two (2) years of increasingly responsible work experience for each full year (24-30 units) of college. Work experience must be in an office setting.
** High School education equivalency equals an adult education diploma or four (4) years of full-time, paid work experience.
- Sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity and sexual orientation and ethnic backgrounds of community college students and staff.
- Hold and maintain a valid driver's license throughout duration of employment with the District.
KNOWLEDGE, SKILLS AND ABILITIES:
May be acquired through education, training and/or experience.
Knowledge of: District policies and procedures; modern office practices and procedures including letter writing techniques and the elements of proper grammar usage, spelling, vocabulary and basic mathematics; filling practices and systems; modern office equipment including computers, peripherals, communications devices and digital hardware; modern accounting practices.
Ability to: understand and apply District and department policies and procedures; integrate State laws and regulations with program policies and procedures; analyze and research problems and make appropriate recommendations; integrate and implement program needs within parameters of District, departmental and accounting procedures; independently compose correspondence and reports utilizing advanced software and formatting techniques; acquire and maintain technical knowledge of modern office procedures, equipment and computer programs including purchase recommendations; work independently with an emphasis on detail; utilize Keyboarding skills commensurate with the required functions for this position; maintain proficiency in keyboarding skills; prioritize work load and meet deadlines; make decisions; independently apply good judgment; establish and maintain cooperative relationships with those contacted during the course of work; accurately provide work direction; take accurate minutes of meetings.
WORK DIRECTION, LEAD AND SUPERVISORY RESPONSIBILITIES:
No assigned permanent staff to supervise. May provide work direction to students and short-term employees.
Typically a normal office-like environment; primarily sedentary work with intermittent standing, walking, bending, stooping, reaching and twisting; occasional light to moderate lifting and carrying of objects weighing 30 pounds or less; light to moderate repetitive use of hands, wrists and forearms while working on a computer; speak clearly and distinctly to answer telephones and to provide information; hear and understand voices over telephone and in person.
Faculty, staff, administrators, students and the general public.
Normal office environment.
- The successful applicant will be required to complete a medical history questionnaire and must agree to undergo and pass a pre-employment physical examination, based on the physical requirements of the position, prior to employment. The physician will be selected and paid for by the District. Disabilities not related to the essential physical job requirements will not preclude the applicant from being hired.
- Education Code 87408.6 states that no person shall be initially employed by a community college district in an academic or classified position unless the person has submitted to an examination within the past sixty (60) days to determine that he or she is free of active tuberculosis.
- As a condition of employment the position you are applying for will require that you provide fingerprints to the local police department. The fee charged by the Department of Justice (DOJ) for the fingerprint report is the employee's responsibility. If you should be offered this position you will be asked to sign a payroll deduction form which will authorize the District to deduct the fee charged by the DOJ from your first paycheck.
The District reserves the right to modify, rescind or re-advertise this announcement without notification or to delay indefinitely the employment of a person for the position.
The Butte-Glenn Community College District is an Equal Opportunity Employer.
---------------------------------------------Application Instructions----------------------------ALL APPLICANTS, INCLUDING CURRENT BUTTE COLLEGE EMPLOYEES, MUST SUBMIT ALL REQUIRED DOCUMENTS WITH THE ONLINE APPLICATION IN ORDER TO MOVE FORWARD IN THE RECRUITMENT PROCESS. If you are applying under Equivalency for the education minimum qualification, please attach a document titled Equivalency using the "Transcript" drop down file type located in the attachment section of the application.
All on-line attachment types require that you attach a document.
Please describe in your cover letter how your past experience and qualifications meet the needs of this position.
RESUME OR VITA:
Please submit this as an attachment, not as a text resume within the application.
TRANSCRIPTS OF ALL ACADEMIC WORK:
You are required to provide transcripts for coursework and/or degrees listed on the application materials you have submitted. The transcripts must include the date the institution granted the degree. Legible copies of transcripts are acceptable at this point in the process. Official transcripts must be submitted prior to hire.
If you have foreign transcripts please include copies of a U.S. evaluation and translation.
Foreign transcripts must include a U.S. evaluation and translation. Please contact the Office of Human Resources for a list of agencies providing this service or our website at; http://www.butte.edu/hr/job_opportunities/associate_faculty/foreign_degree_eval.html
To apply, visit: http://agency.governmentjobs.com/buttecc/
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