Administrative Secretary I

 

 

 

Salary : $4,441.24 - $5,616.77 Monthly

 

Location  : Chula Vista Campus - Chula Vista, CA

 

Job Type : Classified Staff

 

Job Number : 00077

 

Division : Student Affairs

 

Department : EOPS

 

Opening Date. :11/22/2024

 

FLSA : Non-Exempt

 

Funding Type : Categorical

 

Hiring Salary Range. :$4,441.24-$4,805.24

 

Full-time Equivalent (FTE) : 1.0

 

Initial Screening Deadline : 01/12/2025

 

Work Schedule (Approx.) : Monday-Friday: 8:00 a.m.-5:00 p.m.

 

Months of Service : 12

 

Start Date. :As soon as the successful candidate is identified and following the subsequent governing board approval.

 

 

 

Southwestern Community College District (SWCCD) is committed to meeting the educational goals of its students in an inclusive environment that promotes intellectual growth and develops human potential. We are the leader in equitable education that transforms the lives of students and communities.

SWCCD employees are collegial and collaborative. They demonstrate the highest degree of professionalism, integrity and respect when interacting with students, colleagues, leadership and members of the Jaguar community. Our employees actively honor and respect diversity to foster a safe and welcoming community where all are inspired to participate and realize a sense of belonging.

Incumbents exhibit an equity-minded focus, responsiveness, and sensitivity to and understanding of the diverse academic, socioeconomic, cultural, gender identity, sexual orientation, and ethnic backgrounds of community college students, and employees, including those with physical or learning disabilities, and successfully foster and support an inclusive educational and employment environment.

 

Description

(Project funded position, continued employment contingent upon funding).

SUMMARY DESCRIPTION
Under the direction of an assigned supervisor, perform a variety of clerical, typing and secretarial duties.

DISINTINGUISHING 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.

 

Qualifications

EDUCATION AND EXPERIENCE
Any combination equivalent to: graduation from high school including or supplemented by course work in secretarial science
AND 
Three (3) years of increasingly responsible clerical or 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.

KNOWLEDGE AND ABILITIES

Knowledge of:

• Operations, policies and rules of office to which assigned.
• Basic operation and procedures of the on-line computer system.
• Modem office practices, procedures and equipment.
• Receptionist and telephone techniques.
• Record-keeping techniques.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Oral and written communication skills.
• Interpersonal skills using tact, patience and courtesy.
• Telephone techniques and etiquette.
• Operation of department machines and equipment.

Ability to:

• Perform secretarial and clerical work with speed and accuracy.
• Learn to interpret, apply and explain specific rules, policies and procedures of the specific office or program to which assigned.
• Operate a variety of standard office equipment including typewriter, calculator, dictation equipment and computer terminal.
• Recommend and revise new office procedures.
• Make arithmetic calculations.
• Maintain records and prepare reports.
• Understand and follow oral and written directions.
• Meet schedules and time lines.
• Provide work direction to others as assigned.
• Work with and exhibit sensitivity to and understanding of the diverse racial, ethnic, disabled, sexual orientation, and cultural populations of community college students.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

 

Duties

ESSENTIAL DUTIES

1. Serve as secretary to a Director, Associate Dean or designated classified manager, performing a variety of clerical and secretarial duties in support of an assigned service or operational area.
2. Establish and maintain positive staff and public relations.
3. Prepare and type a variety of correspondence, agendas, memoranda, reports and other materials; compose routine correspondence as required; take and transcribe dictation as required.
4. Coordinate activities of assigned office between the supervisor and staff, the public or other District or campus officials.
5. Answer requests for information by enclosing materials or sending form letters; process various forms and application materials for departmental classes and programs as necessary.
6. Receive visitors, schedule appointments, maintain electronic calendar, screen visitors and phone calls and refer to appropriate staff members.
7. Operate word processor and related equipment for the preparation and maintenance of a variety of complex documents, correspondence, reports and related materials.
8. Provide information and assistance in person or by telephone where judgment, knowledge and interpretation of policies and regulations may be necessary.
9. Assist with travel arrangements as requested.

JOB DESCRIPTION: Administrative Secretary I (Download PDF reader)

 

Supplemental Information

SALARY SCHEDULE: CSEA - Classified Bargaining Unit (Download PDF reader)

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

This is a non-telecommuting position.

Environment: Work is performed primarily in a standard office setting with frequent interruptions and distractions; extended periods of time viewing computer monitor; possible exposure to dissatisfied individuals.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Vision: See in the normal visual range with or without correction.

Hearing: Hear in the normal audio range with or without correction.

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

November 11-January 12, 2025	Position advertised; District receives applications
December 14-January 5, 2025	District closed for Winter Break.
January 12, 2025	Initial screening deadline for guaranteed consideration.
January 20-31, 2025	Reviewing of applications.
February 3-14, 2025	Search Committee interviews candidates
March, 2025	Tentative employment start date pending Governing Board approval.

 

Application Process:

A confirmation email will be sent once your application packet has been successfully submitted.

It is the sole responsibility of the applicant to ensure that all required application materials are submitted by the initial screening deadline date, including a current resume, and unofficial transcripts showing awarded degree(s) and completion date, as well as any relevant certifications, diplomas, or licenses that demonstrate you meet the minimum qualifications of the position. Failure to submit supporting documentations may result in an incomplete application.

A separate, complete application packet is required for each position for which you are applying for. All materials included in your application packet become SWCCD property, will not be returned, will not be copied, and will be considered for this opening only.

A screening committee will evaluate applicants, taking into account the breadth and depth of relevant education, training, experience, skills, knowledge, and abilities. Selected applicants will be invited for an interview.

 

INTERVIEW TRAVEL COSTS MUST BE BORNE BY THE APPLICANT.

 

If additional positions become available in this classification, applications received in response to this posting may be considered for those additional positions for up to 90 days after final board approval.

Candidates selected for employment with SWCCD must be fingerprinted by an electronic fingerprinting service (i.e. LiveScan) within 10 days of employment; provide clearance of tuberculosis (dated within the past 4 years and renewed every four years as a condition of continued employment) within 60 days of employment; provide proof of eligibility to work in the United States.

Successful candidate selected may be assigned to any of the campus sites (Chula Vista, Crown Cove, National City, Otay Mesa, and/or San Ysidro).

 

American with Disabilities (ADA):

Reasonable accommodations will be provided to candidates with verified disabilities. Accommodation requests should be made as soon as practical by calling Human Resources at (619) 482-6395.

Equal Employment Opportunity:

As an Equal Opportunity Employer and in compliance with the Americans with Disabilities Act, SWCCD will make reasonable accommodations for individuals with disabilities.

SWCCD shall not discriminate against any person in employment or in any program affiliated with the SWCCD on the basis of age, ancestry, color, ethnic group identification, national origin, religion, race, sex, sexual orientation, physical or mental disability, veteran status, or on the basis of these perceived characteristics, or based on association with a person or group with one or more of these actual or perceived characteristics.


Notice of Availability of the Annual Security Report:

SWCCD is committed to assisting all members of the community in providing for their own safety and security. The Annual Security Report is available on the SWCPD website.

If you would like to receive a hard copy of the Annual Security Report, which contains this information, you can stop by the College Police Department or you can request that a copy be mailed to you by calling (619) 482-6390.


Drug and Alcohol Abuse Prevention Plan (DAAPP):

More information about the DAAPP, including the Biennial report and additional resources can be found in the Drug and Alcohol Abuse Prevention Program website.