Senior Secretary
- Rio Hondo College
- Location: Whittier, California
- Category: Admin-Secretary and Administrative Assistants
- Posting Date: 07/20/2023
- Application Deadline: Open until filled
Job Description
Job Number
CLA00413PPosition Title
Senior SecretaryPosition Type
Classified Full TimePercentage Employee
100%Number of Months Assignment
12Starting Date
As soon as possibleCurrent Work Schedule
Monday thru Friday 8:30am – 5:00pm. Days and hours of employment may change depending on District needs.
Salary Range
25Salary
$4,437.53 – $5,683.64 monthly – Successful candidate will start at step 1 except in cases where District deems appropriate.
FLSA
Non-ExemptLocation
Main CampusDepartment
LibraryOpen Date
07/19/2023Closing Date
08/02/2023About Rio Hondo College
About Río Hondo College
Río Hondo College welcomes and embraces all students in their educational and career pathways. As a Hispanic-Serving Institution (HSI), our College has a student population of 22,000, of which 18,000 are Latinx students. We were the first college in Los Angeles County to provide two years of free tuition to first-time, full-time college students through our Río Promise program. We are proud to acknowledge that many of our students have transferred to high ranked institutions such as Harvard, Stanford, USC and UCLA, UC Berkeley, UC Irvine, Cal State LA, Cal State Long Beach, and Whittier College to name a few.
Strengths
Our caring and dedicated student-centered staff, faculty, and administrators are devoted to the advancement of educational justice, equity, and opportunity for all our students. Our College’s 900 employees, with close to 600 faculty, hold themselves accountable for the academic success of disproportionately impacted student populations. Our entire staff, with unwavering team collaboration, work hard to ensure our students reach their full potential by eliminating gaps in academic outcomes that traditionally hinder students of color.
Río Hondo College is committed to the recruitment of qualified and diverse employees who are dedicated to our students’ success. We recognize that diversity in an academic environment fosters cultural awareness, promotes mutual understanding and respect, and provides suitable role models for our students. We are steadfast in our hiring practices and staff development processes which reinforce the goals of equal opportunity, diversity, and inclusion. Our practices and processes also support the importance of a workforce that reflects the community and the diverse student population we serve.
Río Hondo College employs approximately 55% tenured track faculty of color; 60% part-time faculty of color; 85% classified staff of color; and 50% administrators of color.
Río Hondo College offers 30 associate degrees that guarantee transfer (ADTs) to Cal State Universities, a bachelor’s degree in Automotive Technology, more than 60 certificates, a Pathway to Law School, dual enrollment with K-12 districts, state championship speech & debate team, top-notch athletic teams, student leadership opportunities, travel abroad experiences and more.
In collaboration with the communities in Pico Rivera, Santa Fe Springs, El Monte, South El Monte, Whittier, portions of Norwalk, La Mirada, Downey, La Puente, the City of Industry, Los Nietos and Avocado Heights, Río Hondo College provides an exceptional academic curriculum to meet the unique needs of our region and strengthen our communities.
Basic Function
Under the direction of an assigned administrator, perform complex secretarial and clerical duties of an assigned office or functions requiring technical knowledge of departmental policies and procedures and a general knowledge of District functions and operations; plan and organize office activities and coordinate the flow of communications to relieve the administrator of administrative and clerical details.
Representative Duties
Perform a wide variety of clerical and secretarial duties for an administrator involving the use of independent judgment and an understanding of departmental functions and procedures. E
Transcribe minutes of meetings; prepare Board agenda items for assigned office as designated; prepare schedules of meetings and assure that participants are informed of meeting dates. E
Screen callers by telephone and in person, including students, teachers, administrators, parents and the public and provide information or direct to appropriate personnel; provide technical information concerning policies and procedures according to established guidelines. E
Assure timely communications between office and District employees; make phone calls to receive and transmit information; type memos, bulletins, letters and notices. E
Type a variety of items including inter-office communications, requisitions, forms, letters, special projects and other materials from straight copy, rough draft or oral instructions. E
Maintain a variety of complex records, logs, lists and files including materials of a confidential nature; maintain confidentiality of records and information. E
Coordinate communication between supervisor and other District staff and the public; schedule appointments, meetings and conferences. E
Check records, reports and other data for accuracy, completeness and compliance with established standards. E
Receive, open and screen incoming mail. E
Maintain records of various committees; install and revise filing systems and other clerical procedures.
Order office supplies; maintain budget records and files; prepare information needed for budget development. E
Operate a variety of office machines including personal computer and word processing software, such as Microsoft Office. E
Train, assign and review work of subordinate office staff or student assistants.
Perform related duties as assigned.
The Americans with Disabilities Act (ADA) requires us to identify the essential (E) duties/functions of the position. We have indicated those duties with an E on the job description.
Transcribe minutes of meetings; prepare Board agenda items for assigned office as designated; prepare schedules of meetings and assure that participants are informed of meeting dates. E
Screen callers by telephone and in person, including students, teachers, administrators, parents and the public and provide information or direct to appropriate personnel; provide technical information concerning policies and procedures according to established guidelines. E
Assure timely communications between office and District employees; make phone calls to receive and transmit information; type memos, bulletins, letters and notices. E
Type a variety of items including inter-office communications, requisitions, forms, letters, special projects and other materials from straight copy, rough draft or oral instructions. E
Maintain a variety of complex records, logs, lists and files including materials of a confidential nature; maintain confidentiality of records and information. E
Coordinate communication between supervisor and other District staff and the public; schedule appointments, meetings and conferences. E
Check records, reports and other data for accuracy, completeness and compliance with established standards. E
Receive, open and screen incoming mail. E
Maintain records of various committees; install and revise filing systems and other clerical procedures.
Order office supplies; maintain budget records and files; prepare information needed for budget development. E
Operate a variety of office machines including personal computer and word processing software, such as Microsoft Office. E
Train, assign and review work of subordinate office staff or student assistants.
Perform related duties as assigned.
The Americans with Disabilities Act (ADA) requires us to identify the essential (E) duties/functions of the position. We have indicated those duties with an E on the job description.
Knowledge and Abilities
KNOWLEDGE OF:
- Modern office practices, procedures and equipment.
- Record-keeping techniques.
- Operation of office machines including personal computer and word processing software such as Microsoft Office.
- Oral and written communication skills.
- Telephone techniques and etiquette.
- Correct English usage, grammar, spelling, punctuation and vocabulary.
- Interpersonal skills using tact, patience and courtesy.
- Applicable sections of State Education Code and other applicable laws.
- Technical aspects of field of specialty.
- Collection and organization of data and information.
ABILITY TO:
- Perform complex secretarial and clerical support duties.
- Plan, organize and coordinate office activities to relieve the administrator or administrative detail.
- Learn quickly operation, policies and procedures of assigned office or function.
- Compose independently or from oral instructions, letters, memos, bulletins and other material.
- Maintain a variety of filing systems.
- Meet schedules and time lines.
- Communicate effectively both orally and in writing.
- Complete work with many interruptions.
- Read, understand, learn and apply pertinent procedures and requirements.
- Train and provide work direction to others.
- Ability to type at an acceptable rate of speed, based on the requirements of the position.
- Operate a variety of office machines including personal computer and word processing software such as Microsoft Office.
- Make arithmetic calculations quickly and accurately.
- Perform work independently and with little supervision.
- Work cooperatively with others.
- Transcribe dictation accurately at an appropriate rate of speed.
Education and Experience
Any combination equivalent to: graduation from high school and two years increasingly responsible secretarial experience.
Foreign Degrees
Any degree from a country other than the United States, including Canada and Great Britain, must be evaluated by an Evaluation Service prior to the closing date. Certification must be attached with copies of transcripts.
Desired Qualifications
Incumbents in the Secretary classification typically report to a Director-level administrator. Incumbents perform clerical and secretarial duties which require judgment and initiative within a well-defined range of alternatives. Incumbents in the Senior Secretary classification are typically assigned to a Dean. Incumbents perform duties involving a wide variety of diverse, complex and confidential secretarial and clerical tasks requiring a substantial amount of tact, judgment and initiative. Incumbents relieve the administration of routine administrative duties and provide work direction and guidance to clerical personnel assigned to the department.
Position Description
Applications are currently being accepted for Senior Secretary. This is a Full-Time 100%, 12 month position. The days and hours of employment are Monday thru Friday 8:30am – 5:00pm.
Application Procedure
Applications must be submitted by 11:59 p.m. PT on the closing date.
Applicants must submit a complete online application that includes the items listed.
Applicants must submit a complete online application that includes the items listed.
- Rio Hondo College online application (which includes supplemental questions)
- Résumé/Curriculum Vitae
- PAPER APPLICATIONS AND APPLICATION MATERIALS SENT VIA MAIL, FAX, OR EMAIL WILL NOT BE ACCEPTED.
- NOTE THAT ALL CORRESPONDENCE, INCLUDING INTERVIEW INVITATIONS, WILL BE SENT VIA EMAIL.
Additional Information
- The Immigration Reform and Control Act requires the District obtain documentation from every individual who is employed which verifies identity and authorizes his/her right to work in the United States.
- Successful candidate is responsible for verifying all prior work experience and providing all academic transcripts for purposes of salary placement.
- As a condition of employment, the selected applicant must provide a set of fingerprints (at the applicant’s expense) taken by an official LiveScan agency.
- Provide a Certificate of Tuberculosis Exam for initial employment (The certificate must be renewed every 4 years as a condition of continuing employment).
- For positions requiring a valid California driver’s license, proof of insurability is required.
- Applicants who are protected under the Americans with Disabilities Act and require accommodations for completing the application process, testing (if required for position), or the interview, please notify the Human Resources Office.
- A copy of this announcement will be provided in Braille to visually impaired applicants upon request.
Commitment to Diversity
All applicants must have demonstrated cultural competency and sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students and staff.
Cancel RTF Policy
WE RESERVE THE RIGHT TO RE-OPEN, RE-ADVERTISE, DELAY OR CANCEL FILLING THIS POSITION.
THIS RECRUITMENT MAY BE USED TO FILL FUTURE VACANCIES.
EEO Statement
Rio Hondo College is committed to employing qualified administrators, faculty and staff members who are dedicated to student success. The Board recognizes that diversity in the academic environment fosters cultural awareness, promotes mutual understanding and respect, and provides suitable role models for all students. The Board is committed to hiring and staff development processes that support the goals of equal opportunity and diversity, and provide equal consideration for all qualified candidates.
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