Administrative Secretary II

College of the Redwoods•Eureka - Main Campus, CA

About The Position

The Administrative Secretary II performs specialized secretarial and administrative support for a department or program. Duties include complex clerical work, budget and payroll support, record keeping, research, report preparation, and coordination of programs and projects involving other teams or departments. The position uses independent judgment and knowledge of departmental functions and procedures, and handles confidential College or department information while maintaining its confidentiality. The role supports administrators and program directors by organizing work, communications, meetings, travel, schedules, and records. It may involve representing the department at meetings, preparing minutes and technical reports, accessing databases for research and reporting, and assisting with course schedules and descriptions. The position also performs other duties that support its overall objectives.

Requirements

High school diploma plus a minimum of one year of post-secondary coursework in secretarial science or a related business field; additional experience may substitute for education.
A minimum of four years of progressively responsible experience, including at least two years of experience equivalent to Administrative Secretary I.
Thorough knowledge of office practices, procedures, and equipment, including filing systems, receptionist and telephone techniques, and letter and report writing.
Working knowledge of accounting, budget and payroll transaction processing, and statistical record keeping.
Working knowledge of personal computer software supporting word processing, spreadsheets, presentation graphics, and data entry into custom databases.
Thorough knowledge of English usage, grammar, spelling, punctuation, and mathematics.
Skill in using standard office machines and personal computers with word processing, database, desktop publishing, and spreadsheet applications.
Ability to independently perform the position's duties efficiently and effectively, with speed and accuracy.
Ability to learn, interpret, explain, and apply knowledge of District and department organization, operations, programs, functions, and specialized terminology.
Ability to plan, organize, and prioritize work to meet schedules and timelines.
Ability to communicate patiently and courteously with students, staff, parents, and the public.
Sufficient hand-eye coordination and manual dexterity to keyboard at an advanced rate of about 60 words per minute, and sufficient visual acuity to recognize words, letters, and numbers.
Position requires sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students.
Applicants must provide evidence of authorization to work in the United States; the District does not sponsor non-U.S. citizens for work authorization.

Responsibilities

Performs technical and complex secretarial and clerical duties using independent judgment and knowledge of departmental functions and procedures.
Maintains budget records and files; receives and processes accounts receivable; reviews financial performance printouts and prepares summary reports.
Assists with budget development by gathering and compiling required information.
May take and transcribe dictation or compose complex documents from rough drafts or verbal instructions using word processing software.
Composes and distributes common correspondence and routine forms.
Receives telephone calls, provides information, resolves matters as appropriate, and routes calls when needed.
Arranges meetings, prepares schedules, informs participants, and confirms dates and times.
Makes travel arrangements as directed.
Attends assigned meetings to represent the department, sometimes in place of the department head; records, transcribes, and distributes minutes as directed.
Performs routine personnel and payroll duties, including preparing payroll authorizations and time sheets for faculty and staff.
Prepares employee performance evaluations from supervisor notes and instructions.
Maintains committee records and assists with departmental reports by gathering and summarizing information from varied sources.
Coordinates special projects involving multiple departments or locations, including establishing dates, arranging participation, gathering data, and compiling narrative and statistical reports.
Prepares technical reports using databases or spreadsheets; maintains records, creates and edits reports, and distributes them for final review.
Accesses relational databases to extract information and reports for research and special requests.
Assists with preparation of course schedules and descriptions by obtaining information from faculty and department or division management.
Receives, handles, and stores confidential College or department information while maintaining confidentiality.
Performs other duties as assigned in support of the position's overall objective.