Administrative Secretary (DSPS)

Rancho Santiago Community College District • Santa Ana, CA

8d

About The Position

The ideal candidate will demonstrate cultural competency in serving diverse community college populations, including faculty, management, and students from varied ethnic, racial, cultural, and socioeconomic backgrounds. This includes those with differing abilities, AB 540 students, DACA recipients, Foreign Residents, VACA participants, and Continuing Education students. They will support RSCCD’s mission to promote self-awareness, knowledge, and communication skills, enabling all members of the college community to participate creatively and confidently in an ever-changing world. Candidates will contribute to an inclusive and collaborative workplace culture that supports the diverse needs of faculty, management, staff, and students. They will effectively provide services and support to individuals with differing academic preparation levels and unique learning or workplace needs, ensuring equitable access and opportunities for success. Candidates should demonstrate cultural competency, sensitivity, equity-mindedness, and a commitment to anti-racism in all interactions and contributions. Through their role, they will empower students to achieve their educational and career goals while promoting a positive and inclusive environment where faculty and management can thrive, fostering creativity, confidence, and lifelong learning throughout the college community.

Requirements

• Any combination of education and experience equivalent to one year of college level training in office management or a similar field and three years of responsible office experience including one year of experience equivalent to an Administrative Clerk in this District/College.
• Thorough Knowledge of: English, grammar, spelling, and punctuation.
• Good Knowledge of: filing and filing systems; record-keeping and records systems; arithmetic; modern office methods, procedures, terms and equipment.
• Knowledge of: the principles and practices of supervision and training.
• Ability to: make arithmetic calculations rapidly and accurately; operate office equipment including personal computers and a variety of word processing/business applications; read and understand technical rules, regulations, policies, and materials; lay out and perform clerical work, involving judgment, maturity and accuracy; establish and maintain effective relationships with instructors, students, and others; train and lead part-time student helpers and clerical staff.
• Candidate must demonstrate clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, ability, and ethnic backgrounds of community college students, staff, and the community.

Nice To Haves

• Experience effectively managing competing priorities and dynamic departmental needs in a fast-paced environment
• Ability to exercise discretion and maintain confidentiality in matters involving sensitive and private information
• Bilingual in Spanish is highly desired

Responsibilities

• Performs secretarial duties such as receiving visitors and incoming calls; schedules meetings and appointments; performs varied and specialized document preparation, including letters, memos, reports, requisitions, and statistical materials; prepares materials in good format for reproduction; prepares confidential materials; may compose standard letters from general instructions; operates office machines and equipment, such as calculators, fax machines, photocopying and personal computers; posts data and information to files and records accurately; checks documents for completeness, accuracy, and conformance to proper procedure.
• Organizes office activities including filing systems, record-keeping systems, schedules and calendars; may train, lead and coordinate the work of clerical assistants; compiles data and information from files and records.
• Coordinates office communications; keeps administrator(s) informed; receives telephone calls, takes messages, and relays information accurately; orders and issues office supplies; schedules appointments; receives and distributes mail, maintains departmental budget and monitors expenditures.

Benefits

• Present original documents for proof of eligibility to work in the United States.
• Provide a certificate of Tuberculosis Exam.
• Fingerprints (by a Live Scan Agency at the candidate's expense, and clearance must be received before the first day of employment)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree