Administrative Secretary
Company: Imperial Valley College
Location: Imperial
Posted on: October 8, 2024
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Job Description:
Administrative Secretary
Salary: $29.04 - $36.83 Hourly
Job Type: Classified Regular
Job Number: 25-004
Closing: Continuous
Location: Imperial, CA
Division: Information Technology
Representative Duties
BASIC FUNCTION: Under the direction of a Dean or Director, provide
complex secretarial and administrative support to the head of a
major division; plan, organize, coordinate and participate in
clerical operations specific to the administrator's assigned areas
of responsibility.
REPRESENTATIVE DUTIES:
Organize and manage the day-to-day activities of the
administrator's office to assure efficient and effective office
operations; coordinate communications; perform complex duties to
relieve the administrator of detail.
Assume responsibility for a variety of specialized functions and
projects related to area of assignment as directed by assigned
administrator.
Perform complex and responsible administrative assistance duties
requiring specialized and extensive knowledge of an assigned area
of educational administration.
Receive and transcribe dictation of letters and memoranda,
including material of a confidential nature; prepare correspondence
and memoranda independently or from oral instructions.
Type a wide variety of materials such as correspondence, reports,
forms, applications, memoranda, letters of recommendation and other
documents.
Serve as office manager and receptionist for the administrator;
greet visitors and answer phones; order and maintain supplies;
organize and establish filing and recordkeeping systems; open,
route and sort department mail.
Initiate and answer telephone calls; screen and direct calls and
visitors to appropriate personnel; schedule and confirm
appointments and meetings and maintain administrator's calendar;
arrange travel accommodations as necessary.
Provide information and answer questions from students, District
personnel and the general public regarding District programs,
policies, procedures and regulations.
Maintain a variety of complex files and records; maintain budget
and other financial records; record expenditures, transfer funds
and maintain current account balances.
Make decisions in accordance with laws and regulations and apply
them to problem situations; receive and resolve complaints.
Compile information and data for reports and assist in the
preparation of statistical and narrative reports; conduct research
as required.
Inspect documents, forms, records and other materials for accuracy
and completeness; process a variety of forms and documents
according to established procedures; assure conformance to
established guidelines and standards.
Prepare agenda items for meetings; take and transcribe minutes and
distribute to appropriate personnel.
Maintain confidentiality of records and information, including
information regarding Board, District, personnel, student or
controversial matters.
Compose correspondence independently; determine appropriate format
and presentation; develop and revise forms.
Coordinate communication and activities with other District
departments and personnel, students, educational institutions,
vendors, other outside organizations and the public.
Operate a variety of office equipment including microcomputer,
calculator, copy machine, facsimile machine and dictation
equipment; input and retrieve computerized data.
Train and provide work direction and guidance to others as
assigned; coordinate office workflow to assure the proper and
timely completion of work.
Perform related duties as assigned.
Please click to view the full job description
Minimum Qualifications
EDUCATION AND EXPERIENCE: Any combination equivalent to: graduation
from high school supplemented by college-level course work in
secretarial science and three years increasingly responsible
secretarial and clerical experience, preferably including
experience in an educational setting.
IMPORTANT: To be considered for the position applying for,
applicants must submit the required items by the deadline, which
include: online IVC application, current resume, and ALL unofficial
transcripts. All attachments will be uploaded into the online
application. Applications which do not include all of the required
materials will not be forwarded to the screening committee for
consideration. Materials submitted become property of the District
and will not be returned, copied, or considered for other
openings.
Supplemental Information
RANGE 18 ON THE CLASSIFIED SALARY SCHEDULE. Initial salary
placement is normally at Step 1, no higher than Step 3. Please
click to review current salary schedule.
FIRST REVIEW DATEFirst review date is September 23, 2024:Complete
application packets will be accepted until the position is filled;
but those received by September 23, 2024 are assured consideration.
The College reserves the right to extend time limits or reinitiate
the recruitment/selection process at any point. A standard
application consists of the following:
For Additional inquiries please contact:Martha GutierrezHR
Technician - RecruitmentPhone: 760-355-6212Email:
EEO Information
Imperial Valley College is an equal opportunity employer and does
not discriminate against persons on the basis of race, religion,
national origin, sexual orientation, gender, gender identity and
expression, marital status, age, disability, pregnancy, medical
condition, or covered veteran status.
COMMITMENT TO EQUITY AND DIVERSITY
With the goal of ensuring the equal educational opportunity of all
students, Imperial Valley College embraces diversity among
students, faculty, staff, and the communities we serve as an
integral part of our history, a recognition of the complexity of
our present state, and a call to action for a better future.
Embracing diversity means that we must intentionally practice
equity and respect toward one another, and understand that
discrimination and prejudices create and sustain privileges for
some while creating and sustaining barriers for others. In order to
embrace diversity, we also acknowledge that institutional
discrimination and implicit bias exist, and that our goal is to
eradicate those vestiges from our system. Our commitment to
diversity requires that we strive to eliminate those barriers to
equity, and that we act deliberately to create a safe and positive
environment where individual and group differences are valued and
leveraged for our growth and understanding as an educational
community.
To advance the goals of diversity, equity, inclusion, and social
justice for the success of students and employees, we must honor
that each individual is unique and that our individual differences
contribute to the ability of the college to prepare students on
their educational journeys. This requires that we develop and
implement policies and procedures, encourage individual and
systemic change, continually reflect on our efforts, and hold
ourselves accountable for the results of our efforts in
accomplishing our goals.
We are invested as a community in cultivating and maintaining a
climate where equity and mutual respect are both intrinsic and
explicit by valuing individuals and groups from all backgrounds,
demographics, and experiences. Individual and group differences can
include, but are not limited to the following dimensions: race,
ethnicity, national origin or ancestry, citizenship, immigration
status, sex, gender, sexual orientation, physical or mental
disability, medical condition, genetic information, marital status,
registered domestic partner status, age, religion, creed, military
or veteran status, socioeconomic status, and any other basis
protected by federal, state or local law or ordinance or
regulation. We acknowledge that the concept of inclusion and
diversity is ever-evolving, thus we create space to allow our
understanding to grow through the periodic review of this
statement. In service of these goals, Imperial Valley College is
committed to fostering an employment environment that offers equal
employment opportunity for all and an educational environment that
ensures the equal educational opportunity of all students.
THE COLLEGE Imperial Valley College is co-recipient of the 2023
Aspen Award for Community College Excellence. It offers a full
range of associate degrees, professional certificates and basic
skills courses as well as a comprehensive array of university
transfer and education courses. IVC has an annual full-time
enrollment of more than 10,000 students. The Aspen award committee
noted that IVC has created one of the nation's most effective
partnerships with local K-12 systems and has excelled in graduation
rates and post-graduation success of its student population. Its
student success is based upon IVC's work in eliminating barriers,
addressing student challenges and fostering a culture of care in a
rural area with high rates of poverty and traditionally low rates
of educational attainment. Imperial Valley College is known
throughout the region for its outstanding career programs,
excellent programs of study in business, quality allied health,
renewable energy and public safety programs and for excellent
transfer and general education courses. IVC is also a major
economic engine in Imperial County. It is responsible for infusing
millions of dollars annually into the local economy through its
construction projects, general operations and annual earnings of
its current students and graduates. For additional details
regarding Imperial Valley College click .
To apply, visit
The Imperial Community College District is committed to the
principles of equal employment opportunity and will implement a
comprehensive program to put those principles into practice. It is
the District's policy to ensure that all qualified applicants for
employment and employees have full and equal access to employment
opportunity, and are not subjected to discrimination in any program
or activity of the District on the basis of ethnic group
identification, race, color, national origin, religion, age, sex,
gender identity, physical disability, mental disability, ancestry,
sexual orientation, language, accent, citizenship status,
transgender status, parental status, marital status, economic
status, veteran status, medical condition, ancestry, political or
organizational affiliation, 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. The
District will strive to achieve a workforce that is welcoming to
men, women, persons with disabilities and individuals from all
ethnic and other groups to ensure the District provides an
inclusive educational and employment environment. Such an
environment fosters cooperation, acceptance, democracy and free
expression of ideas.jeid-36a86cdaa230054b8c1d054ea9ec08da
Keywords: Imperial Valley College, Corona , Administrative Secretary, Administration, Clerical , Imperial, California
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