Executive Secretary, Instruction - Temporary, Classified Short Term

Basic Function

This is a temporary, Classified short term opportunity, limited to 175 working days and less than 960 hours.

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.

Qualifications

Minimum Qualifications:

• Any combination equivalent to: Graduation from high school supplemented by specialized secretarial or office training and four years of increasingly responsible secretarial experience

Knowledge & 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

Work for Warriors is a no-cost employment program of the California Military Department for Service Members, Veterans, and military family members. The Veteran Staffing Consultant for Kern Community College District is Steven Rosales.