SECRETARY II (DSP&S)1
MIRACOSTA COLLEGE
MIRACOSTA COMMUNITY COLLEGE DISTRICT
12/14/09
SECRETARY II (DSP&S)1
CLASS TITLE:SECRETARY II, Disabled Students Programs & Services
BASIC FUNCTION:
Performs a variety of complex secretarial duties and administrative/organizational support for department(s) and/or programs.
DISTINGUISHING CHARACTERISTICS:
Incumbent works under the direction of the Faculty Director of Disabled Students Programs & Services to perform specialized secretarial, administrative and technical duties to support the department; communicate between the Director, faculty, staff, students, the public, or other District or college officials;schedule student appointments with Director, Counselors/LD Specialists, Student Services Coordinator and other staff members; maintain confidential records in accordance with federal and/or state regulations, including medical records, Learning Disability (LD) testing protocols, anecdotal records and file documentation, and psychological reports; record student contact information for MIS reporting, run queries and assist with statistics for statewide categorical reports; compile statistical and financial data and other information for inclusion into special and periodic reports; troubleshoot technical issues in PeopleSoft for department staff; administer scheduling software (SARS) including schedule set up and maintenance of various tables of codes; instruct students on adaptive testing procedures and collaborate with Student Services Coordinator to facilitate exam accommodations; assist with referral for specialized assistance.
REPRESENTATIVE DUTIES:
1.Perform secretarial duties for an assigned supervisor and other office staff, relieving the supervisor of a variety of technical and administrative duties; assist others assigned to supervisor by performing secretarial and clerical duties including; receive visitors, schedule appointments, screen visitors and phone calls and refer to appropriate staff members. Receive, open and distribute mail; identify and refer matters to the assigned supervisor or staff member in order of priority.(E)
2.Compose and/or type correspondence; prepare reports; report information in person or by telephone where judgment, knowledge and interpretation of policies and regulations may be necessary. Review and proof documents, records and forms for accuracy, completeness and conformance to applicable rules and regulations.(E)
- Take and transcribe dictation, including material of a confidential nature; prepare and type a variety of agendas, memoranda, minutes, contracts and other materials; record and transcribe minutes from a variety of meetings.(E)
- Arrange and schedule a variety of meetings and conferences; establish and maintain complex interrelated filing systems.(E)
5.Order and maintain office supplies and equipment; prepare and process purchase requisitions according to approved procedures; schedule maintenance and repair of equipment.
6.Communicate with District and outside sources to resolve problems, provide or receive information. Disseminate information from supervisor to staff; serve as liaison between supervisor and staff.(E)
7.Review reports and maintain records of expenditures; assist in preparing budget reports.
8.Train, provide work direction and guidance to student workers, temporary staff and others as assigned.
9.Perform related duties as assigned.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
Organization, policies and rules of assigned department or program.
Modern office practices, procedures and equipment. Advanced techniques and operation of personal computer.
Oral and written communication skills. Correct English usage, grammar, spelling, punctuation and vocabulary.
Applicable sections of State Education Code and other applicable laws and regulations.
Recordkeeping techniques.
Technical aspects of field of specialty.
ABILITY TO:
Perform a wide variety of complex clerical, typing, stenographic and secretarial duties with speed and accuracy.
Learn and apply District, state and/or federal government policies, rules and regulations to assigned activities.
Operate a variety of office equipment including PC, typewriter, photocopier, fax machine, microfiche reader; use a variety of computer software (including Microsoft Office suite of products).
Type at 60 words net per minute from clear copy.
Take dictation at 75 words per minute and transcribe accurately.
Analyze situations accurately and adopt an effective course of action.
Make arithmetic calculations quickly and accurately.
Understand and follow oral and written directions.
Establish and maintain cooperative and effective working relationships with others.
Multi-task in a high traffic office. Plan and organize work independently. Meet schedules and timelines.
Train and provide work direction to others.
Maintain records and prepare reports.
Work confidentially with discretion.
Communicate effectively both orally and in writing.
EDUCATION AND EXPERIENCE:
Equivalent to graduation from high school, including or supplemented by courses in secretarial skills and one year directly related work experience, including advanced-level computer applications.
LICENSES AND OTHER REQUIREMENTS:
Positions in this classification may require a valid California driver license.
WORK DIRECTION, LEAD AND SUPERVISORY RESPONSIBILITIES:
Not assigned permanent staff to supervise. Provides work direction to student workers and/or temporary staff.
CONTACTS:
Department coworkers, District staff, students, faculty, vendors, and the general public.
PHYSICAL EFFORT:
Primarily sedentary with intermittent standing, walking, bending and stooping, occasional light lifting and carrying of objects weighting 25 pounds or less; light to moderate repetitive use of hands, wrists and forearms while working on a computer; ability to travel to a variety of locations on and off campus occasionally, as-needed to conduct district business.
EMOTIONAL EFFORT:
Ability to develop and maintain effective working relationships involving interactions and communications personally, by phone and in writing with a variety of individuals and/or groups of individuals from diverse backgrounds on a regular, on-going basis; ability to concentrate on detailed tasks for extended periods of time and/or intermittently while attending to other responsibilities; ability to work effectively under pressure on multiple tasks concurrently while meeting established deadlines and changing priorities.
WORKING CONDITIONS:
Primarily busy, indoor office environment; frequent to constant contact with and interruptions by individuals in person or by phone; intermittent exposure to impatient, angry and/or verbally aggressive individuals; may be required to work during day and/or evening hours occasional weekends and/or holidays on an as-needed basis.
MIRACOSTA COMMUNITY COLLEGE DISTRICT
12/14/09