Administrative Secretary - Facilities Planning, Maintenance & Transportation - Central Services

Job Title Administrative Secretary

• Facilities Planning, Maintenance & Transportation

• Central Services Site: Modesto Junior College Salary Range / Other

Range 30, $4,354 to $5,553 per month (2023-2024 Classified Salary Schedule)

Worksite: Modesto Junior College

40 hours per week, 12 months per year.

Monday through Friday: 8:00am

• 5:00pm

8 hours per day, 5 days per week

(May include evenings & weekends)

Appointments are hired at the first step of the range. The second step is paid after the first year of satisfactory service with subsequent steps annually thereafter to a maximum sixth step.

Benefits

The District currently pays for a health options for the employee and dependents. Employees may elect to pay a premium for a higher health option. Vision care and dental insurance premiums for the employee and dependents is District paid. Income protection and life insurance premiums for the employee are also District paid. The estimated cost of District provided benefits (health, dental, vision, and life) is $24,408 annually.

Position Summary Information

Job Description

DEFINITION

Under direction, performs technical administrative work in support of grant development activities; helps administer a comprehensive program that assists faculty, staff and management in applying for grant and special funds to support college programs and initiatives; assists with reviewing, preparing and supporting grant proposals; helps ensure that grant funded programs are in compliance with grant terms and conditions; receives, reviews and processes financial and other status reports, and forwards to funding agencies; and performs related work as assigned.

DISTINGUISHING CHARACTERISTICS

This is a specialized technical administrative class within the Yosemite Community College District (YCCD). The incumbent has complex technical responsibilities that require specialized knowledge of grant development and administration areas in order to make decisions and complete assignments.

SUPERVISION RECEIVED AND EXERCISED

The incumbent in this class works under the direction of a senior manager, receiving occasional supervision while working toward a definite objective that requires use of a wide range of procedures. The incumbent plans and/or determines specific procedures or equipment required to meet assigned objectives and solves non-routine problems, referring only unusual matters to a supervisor.

An incumbent in this class does not directly supervise other full-time employees, but may serve as a lead worker by assigning, directing and/or monitoring the work of subordinate full time employees on a regular basis.

Minimum Qualifications

MINIMUM QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The knowledge and ability requirements are representative of essential duties. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the position.

Knowledge of:

• Modern office procedures, methods and equipment including computers and supporting computer applications.

• Principles of business letter writing and advanced document preparation.

• Methods and techniques of transcribing notes and meeting minutes.

• Principles and procedures of filing and record keeping.

• Standard mathematical principles.

• Standard technical accounting procedures and principles.

• Principles and applications of purchasing.

• Advanced English usage, spelling, grammar and punctuation.

• College policies and procedures applicable to area of assignment.

• Pertinent Federal, State and local codes, laws and regulations.

Ability to:

• Perform a wide variety of responsible, administrative and secretarial support duties for an administrator.

• Independently prepare correspondence and memoranda.

• Organize and schedule work to maximize efficiency.

• Maintain confidentiality of sensitive information and work performed.

• Monitor budget expenditures and prepare appropriate reports.

• Type or take dictation at a speed necessary for successful job performance.

• Maintain a calendar of activities and schedule meetings appropriately.

• Operate office equipment including computers and supporting word processing and spreadsheet applications.

• Prepare and maintain accurate and current records and files.

• Respond to difficult requests and inquiries from students, faculty and staff.

• Communicate effectively, both orally and in writing.

• Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience

Education and Experience:

Any combination of education, experience and/or training that would likely provide the above required knowledge, skills and abilities is qualifying. Typical background patterns that would provide the knowledge, skills and abilities are:

Pattern I

• Experience: Four years equivalent to an Administrative Specialist at YCCD.

OR

Pattern II

• Education: Possession of an associate's degree from an accredited college with major course work in business administration or a closely related field.

• Experience: Two years of increasingly responsible administrative support experience.

Example of Duties

ESSENTIAL DUTIES (Illustrative Only)

• Serves as an administrative secretary and office management coordinator in support of a Dean, Director, or similar senior-level manager, with responsibility for providing primary secretarial support that requires dealing with a variety of highly complex, sensitive and privileged matters.

• Coordinates and leads staff administrative and secretarial activities within the assigned division; plans work assignments and schedules of support staff; advises and trains staff on District policies and regulations pertaining to work assignments; provides technical input to subordinate staff performance evaluations.

• Organizes, plans and develops work accomplishment time lines.

• Leads, coordinates and performs difficult technical administrative work in support of a wide range of operations, programs and/or projects within an assigned division; researches and abstracts data from various sources; performs technical data evaluation; compiles and presents data in appropriate and requested formats.

• Provides office reception and related support; answers phones; explains and interprets policies, regulations and operational procedures to persons contacting the office such as faculty, students, staff and the general public.

• Develops, prepares, recommends and monitors budgets for projects, grants and/or assigned functions; initiates appropriation, expenditure and revenue transfers and budget revisions; monitors expenditures to ensure fiscal integrity; compile, analyze, calculate and retrieve budget reports.

• Prepares quotes, bids and purchase requisitions; receives and processes invoices and forwards for payment.

• Establishes and maintains complex file and record systems, including those for confidential and sensitive materials.

• Independently responds to routine inquiries and correspondence; prepares information and data requested for administrative review.

• Prepares technically complex reports, files, correspondence and other documents; may develop and prepare visual presentations, flyers, and graphic materials; may update web pages.

• Maintains calendars and schedules appointments, conferences and meetings; prepares meeting agendas and information packets; attends meetings and takes/prepares minutes.

• Coordinates a variety of personnel management activities; prepares personnel-related forms.

• May serve as a departmental liaison to and/or participate on task forces, committees, external organizations and other groups.

• Performs other related duties as assigned.

Licenses and Certificates

Licenses and Certificates:

• Depending upon assignment, a valid license to drive in California may be required.

Physical and Mental Standards

Physical and Mental Standards:

• Mobility: ability to sit for long periods, move about an office, stand occasionally, reach above and below desk level.

• Dexterity: fine manipulation sufficient to operate a computer keyboard, handle individual papers, write and take notes.

• Lifting: frequent lifting of papers, files, equipment and material weighing up to 10 pounds.

• Visual Requirements: close vision sufficient to read files, documents, and computer screens and do close-up work; ability to adjust focus frequently.

• Hearing/Talking: ability to hear normal speech, speak and hear on the telephone, and speak in person.

• Emotional/Psychological Factors: ability to make decisions and concentrate; frequent contact with others including some public contact; frequent deadlines and time-limited assignments.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the position.

TYPICAL WORKING CONDITIONS

• Work is generally performed in a standard office environment.

Additional Applicant Information

Applications are accepted online only at:

https://www.yosemite.edu/recruitment/employmentopportunities/

Select Job Openings, Select Search Jobs, Select Job Title, Create an account and Apply to this job.

Classified:

This is a classified bargaining unit position.

Applications will be reviewed by a screening committee which will select candidates to be interviewed.

Those applicants selected for personal interview will be notified by email or phone. In accordance with Board policy official offers of employment will be made only by the Chancellor or Vice Chancellor/Human Resources, YCCD. Final appointment is subject to confirmation by the Board of Trustees.

Federal law requires the District employ only US citizens and aliens authorized to work in the United States. Written verification of employment eligibility is required.

BACKGROUND CHECK: A background investigation of new employees is required, including reference checks and a state criminal history report. Employment will not begin until the history check has been cleared by Human Resources. The cost for the criminal history report will be the responsibility of the successful candidate.

The District may hire more than one applicant from this applicant pool.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the position.

The Yosemite Community College District is an Equal Opportunity Employer.

It is the policy of Yosemite Community College District (Modesto Junior College and Columbia College) not to discriminate on the basis of race, color, national origin, sex or disability in its educational programs and its employment practices. YCCD BP 3410 Nondiscrimination can be found at: https://www.yosemite.edu/trustees/board_policy/3410%20Nondiscrimination.pdf

Title IX Sexual Harassment regulations define Title IX Sexual Harassment to include four terms "as defined in" the Clery Act and the Violence Against Women Act (VAWA): Sexual Assault, Dating Violence, Domestic Violence, and Stalking.

In accordance with 34 C.F.R. §§ 100.6(d), 104.8, and 106.9; and 28 C.F.R. § 35.106, the following person has been designated to handle inquiries regarding Title IX, Section 504/Title II policies:

District Title IX/Civil Rights Compliance Coordinator

Yosemite Community College District

2201 Blue Gum Ave., Modesto, CA 95358

Posting Detail Information

Open Date 06/25/2024 Close Date 07/16/2024 Open Until Filled No