Sub Pool - Staff Secretary III

$55,328 - $55,328/Yr

Imperial Valley College - Imperial, CA

Part-time - Entry Level

Imperial, CA

Educational Services

About the position

The Staff Secretary III position at Imperial Valley College is a classified substitute role that plays a crucial part in the administrative operations of the Information Technology division. Under the direction of a Manager or a similar-level supervisor, the Staff Secretary III is responsible for organizing and coordinating the day-to-day operations of the office, ensuring its overall efficiency and effectiveness. This role involves managing the timely completion and flow of paperwork, performing a variety of complex secretarial and clerical duties, and providing general support to the assigned manager. The Staff Secretary III is distinguished from other levels in the Staff Secretary series by the scope of responsibilities, which include providing secretarial, clerical, and office coordinator support for a District-wide multifunction division. In this role, the Staff Secretary III will assist the manager in meeting reporting requirements, functional responsibilities, and research objectives. This includes coordinating activities between the manager and staff, the public, and campus officials. The position requires the development of schedules related to division activities, maintaining calendars, and coordinating meetings. The Staff Secretary III will also facilitate communications between the assigned manager and various stakeholders, including division personnel, other managers, administrators, students, and public agencies. This role is essential for ensuring that the office operates smoothly and that all communications and documentation are handled efficiently. Additionally, the Staff Secretary III will perform office management duties, such as ordering supplies, ensuring the proper functioning of office equipment, and recommending new office procedures. The position also involves training and providing work direction to student workers and temporary office assistants. The Staff Secretary III will be responsible for composing correspondence, establishing complex filing systems, and preparing various reports and schedules using word processing and database management software. Overall, this position is vital for supporting the administrative functions of the division and ensuring effective communication and coordination within the office.

Responsibilities

• Organize and coordinate the day-to-day operation of the office to ensure overall efficiency and effectiveness.
• Assist the manager with management support duties, including meeting reporting requirements and coordinating activities between the manager and staff.
• Develop schedules related to division activities and maintain calendars for committee and other meetings.
• Facilitate communications between the assigned manager and division personnel, other managers, and public agencies.
• Provide staff support to standing and ad hoc committees, including attending meetings and preparing agendas and minutes.
• Perform office management duties, such as ordering supplies and ensuring proper functioning of office equipment.
• Train and provide work direction to student workers and temporary office assistants as assigned.
• Compose correspondence independently and establish complex filing systems, including confidential files.
• Prepare a variety of schedules, reports, lists, and summaries using word processing and spreadsheet software.
• Receive and distribute mail, arrange travel, schedule appointments, and answer telephone calls.

Requirements

• Graduation from high school supplemented by college-level coursework in secretarial science, business, or a related field.
• Three years of increasingly responsible secretarial experience, with one year in a public agency office being desirable.

Nice-to-haves

• Experience with budget tracking and resolving budget issues.
• Familiarity with office management software and tools.