Job Details

Full-time/Non Exempt 40 hours per week; 12 months per year
CSEA Range 24; $3,638.87 per month
Anticipated start date: February 1, 2019

The Administrative Secretary III position will serve the Special Programs Department that is dedicated to serving populations who are traditionally underrepresented in the Community College system. These populations include students with cognitive disabilities, senior citizens, concurrently enrolled high school students, and those at the basic skills level.

Some highlights and details associated with this position:

• College Campus work schedule of Monday - Thursday, 7:30 a.m. - 5:00 p.m. and Friday 8:00 a.m. - 12:00 p.m. Over the summer, that changes to Monday - Thursday 7:00 a.m. - 5:00 p.m. with Friday off.
• Health benefits: The District offers several plans to employees, many of them at no cost to the employee. Additionally, Butte College employees have access to two Health and Wellness Centers through Butte Schools Self-Funded Programs. Employees can receive free or reduced cost care (depending on plan election).

The duties recorded below are representative of the duties of the class and are not intended to cover all the duties performed by incumbent(s) of any particular position. The omission of specific statements of duties does not exclude them from the position if the scope of work is similar, related or a logical assignment to this class. The essential duties of the class are indicated with an asterisk *.

1. Organizes and coordinates the activities of an assigned office to assure efficient and effective operations; coordinates communications; assists the assigned administrator or department manager as directed*
2. Performs a variety of duties independently in support of functions delegated to assigned administrator; interprets and applies rules and regulations as appropriate; maintains issues of a confidential nature*
3. Maintains current budget information; initiates and monitors budget augmentations and expenditures; assists in budget formulation and preparations; may collect, post, deposit and distribute various money, in-kind contributions, donations and scholarships; reconciles deposits with reports; maintains expense records, creates asset statements, records Foundation assets; prepares information for yearly audit and responds to audit findings*
4. Assists in the development of scheduling courses and instructors; coordinates and inputs class schedule and room utilization; verifies schedule for accuracy while adhering to established District timelines*
5. Arranges for staffing of classes and part-time assignments; develops contract exception notices and flex agreements; coordinates with special populations their course/program scheduling needs*
6. Coordinates activities with administrator or department manger to monitor faculty teaching load, overloads and banked time*
7. Advertises for and coordinates associate faculty selection pools ensuring District compliance; initiates correspondence and arranges interviews of candidates; maintains database*
8. Maintains and updates technical skills in order to perform complex, advanced level computer methods including word processing, design and layout for publications, database development and maintenance, charts and spreadsheets utilizing a variety of software and peripherals; may perform data entry to fundraising software program*
9. Researches, compiles and retrieves data and provides input for complex statistical and narrative reports from a variety of sources; verifies data to determine compliance with established procedures*
10. Makes and processes travel, conference, hotel reservations and arrangements; schedules and confirms appointments, maintains calendars; may develop quarterly calendar of meetings and activities related to Foundation Board of Directors*
11. Initiates, screens, and directs telephone calls; assists and directs visitors; receives and opens mail, determines priorities, independently responds to and initiates correspondence as appropriate*
12. Initiates payroll processes and maintains records of faculty, staff and students*
13. Advertises for and coordinates student enrollment processes for assigned disciplines; collects student registration fees; processes enrollment materials; provides registration/enrollment advising*
14. Composes and prepares correspondence, memoranda, minutes, confidential materials, statistical spreadsheets, financials, and reports from oral and written instruction; maintains a variety of files and records*
15. Prepares a variety of complex support materials including surveys, forms, charts, computerized presentations and brochures; prepares agenda items for meetings; records, prepares and distributes minutes; maintains records; may facilitate meetings in absence of supervisor or coordinate and attend numerous fundraising/social events both on and off campus*
16. Maintains working knowledge of specialized terminology; maintains familiarity with District programs, policies, procedures and rules; responds to requests for information from students, faculty, staff and the general public regarding District and Foundation programs; may serve as Foundation reporting officer to Fair Political Practices Commission*
17. Coordinates textbook requisitions; acts as liaison between department and campus bookstore; contacts publishing companies; requests textbooks and related instructional materials*
18. Provides training and work direction to student workers and hourly personnel; provides input regarding performance evaluations and salary increases
19. Controls building keys and prepares grounds/maintenance requests
20. May serve on a variety of District committees as requested
21. May perform other duties as assigned

• Associate's Degree in Office Information Systems or a related field or the equivalent*; AND
• Three (3) years of increasingly responsible experience closely related to the duties and responsibilities of this class; AND
• Graduation from high school or G.E.D. or the equivalent**.

• Hold and maintain a valid driver's license throughout duration of employment with the District.

WORK DIRECTION, LEAD AND SUPERVISORY RESPONSIBILITIES:
No assigned permanent staff to supervise. Provides work direction and oversees student and short-term employees.

PHYSICAL EFFORT:
Normal office environment.

CONTACTS:
Faculty, staff, administrators, students and other general public.

WORKING CONDITIONS:
Normal office environment.

PRE-EMPLOYMENT REQUIREMENTS:

1. The successful applicant will be required to complete a medical history questionnaire and must agree to undergo and pass a pre-employment physical examination, based on the physical requirements of the position, prior to employment. The physician will be selected and paid for by the District. Disabilities not related to the essential physical job requirements will not preclude the applicant from being hired.
2. Education Code 87408.6 states that no person shall be initially employed by a community college district in an academic or classified position unless the person has submitted to an examination within the past sixty (60) days to determine that he or she is free of active tuberculosis.
3. As a condition of employment the position you are applying for will require that you provide fingerprints to the local police department. The fee charged by the Department of Justice (DOJ) for the fingerprint report is the employee's responsibility. If you should be offered this position you will be asked to sign a payroll deduction form which will authorize the District to deduct the fee charged by the DOJ from your first paycheck.