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Rancho Santiago Community College District

Administrative Secretary
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Position Number: 1786515
Location: Santa Ana, CA
Position Type: Secretary and Administrative Assistants

Administrative Secretary #CL20-1383
Office of College Advancement & Foundation/President's Office/Santa Ana College
Full Time Position

Hours
40 hours/week, 12 months/year

Salary
2019-2020 CSEA Salary Schedule
Grade 12 $52,021.34 - $54,670.11 - $57,404.32 - $60,266.71 - $63,328.45 - $66,461.43/year

Benefits
The District shall contribute up to $29,759.88 per fiscal year toward employee and dependent(s) medical/dental coverage; contribute $1,500 per fiscal year toward dependent(s) or employee medical/dental coverage or other approved deductions consistent with IRS regulations; provide life insurance of a minimum of $50,000 or a maximum not to exceed the annual salary of the employee. Holidays, sick days, and vacation are earned in accordance with the CSEA contract. Payroll deductions include the California Public Employees' Retirement System and Social Security.

Starting Date: As soon as possible after the offer of employment.
Deadline to Apply: Thursday, February 27, 2020, 5:00 PM

CLASS SUMMARY
Under administrative direction - performs secretarial duties and a variety of specialized word processing; organizes office activities, files, and records; coordinates communications for an administrative office; and performs related duties and responsibilities as required.

REPRESENTATIVE DUTIES
Performs secretarial duties such as receiving visitors and incoming calls; schedules meetings and appointments; performs varied and specialized document preparation, including letters, memos, reports, requisitions, and statistical materials; prepares materials in good format for reproduction; prepares confidential materials; may compose standard letters from general instructions; operates office machines and equipment, such as calculators, fax machines, photocopying and personal computers; posts data and information to files and records accurately; checks documents for completeness, accuracy, and conformance to proper procedure. Organizes office activities including filing systems, record-keeping systems, schedules and calendars; may train, lead and coordinate the work of clerical assistants; compiles data and information from files and records. Coordinates office communications; keeps administrator(s) informed; receives telephone calls, takes messages, and relays information accurately; orders and issues office supplies; schedules appointments; receives and distributes mail, maintains departmental budget and monitors expenditures.

ORGANIZATIONAL RELATIONSHIPS
Positions in this class report to administrators in offices responsible for major activities in instructional or support areas. This class differs from Executive Secretary in that office responsibilities are for activity areas, rather than major line and staff functions for the District and/or College.

REQUIREMENTS
Any combination of education and experience equivalent to one year of college level training in office management or a similar field and three years of responsible office experience including one year of experience equivalent to an Administrative Clerk in this District/College. Thorough knowledge of English, grammar, spelling, and punctuation. Good knowledge of filing and filing systems; record-keeping and records systems; arithmetic; modern office methods, procedures, terms and equipment. Knowledge of the principles and practices of supervision and training. Ability to make arithmetic calculations rapidly and accurately; operate office equipment including personal computers and a variety of word processing/business applications; read and understand technical rules, regulations, policies, and materials; lay out and perform clerical work, involving judgment, maturity and accuracy; establish and maintain effective relationships with instructors, students, and others; train and lead part-time student helpers and clerical staff. Skills: Must complete keyboarding, proofreading, letter set up, secretarial and software skills evaluation. Screen committee will use results as one of the selection criteria.

SKILLS EVALUATION
Applicants who do not have current (six months or less) skills evaluation results on file must contact Human Resources at 714-480-7350 or 714-480-7493 to schedule an appointment for evaluation. The skills evaluation must be completed on or before the closing date to be considered for this position and it is the applicant's responsibility to sign up for the skills evaluation.

Selection Criteria
Application Screening
In addition to the requirements and responsibilities listed, the following criteria will be considered in selecting candidates for interview:
Educational experience (breadth and depth)
Work experience (breadth and depth)
Demonstrated ability to work cooperatively with others
Bilingual ability (if needed)
Demonstrated experience in working with diverse socio-economic communities
Professional growth activities
Specialized skills training
Leadership skills

Based upon the information presented on the application materials, a limited number of candidates with qualifications most pertinent to the position will be invited to participate in the selection process, which may include a written test and oral interview.

Interview
Applicants selected for an interview may be required to take additional tests or assessments and will be notified of such prior to the date of the interview.

During the oral session, those selected for interviews will, in addition to the above, also be evaluated on the following factors: Oral communication skills
Presentation
Problem solving
A predetermined set of questions will be asked of all applicants interviewed. Applicants are requested to provide thorough yet concise information on their related experience to ensure correct evaluation of their qualifications. Evaluation criteria will be applied consistently to all applicants.

Method of Application
For consideration in the selection process, interested persons must complete the RSCCD application and upload all required documents online at http://www.rsccd.edu/employment/Pages/Employment.aspx by the specified closing date for the position. If you do not have a computer, there is a computer which can only access RSCCD employment website and scanner to upload application materials/documents (no USB) available at the Human Resources Department, 2323 North Broadway, Santa Ana, California, 92706, between the hours of 8:00 a.m. and 5:00 p.m., Monday - Friday.

Please upload the following application materials in the appropriate boxes with your online application by the closing date:
Resume (Required)
Any additional supplemental materials (Optional)
This applicant pool may be used for vacancies in the same classification occurring within the next six months.

Pre-Employment Requirements
Candidates selected for employment will be required to provide current verification of a negative TB test or chest x-ray, complete the district's fingerprinting process, and bring proof of their legal right to work in the United States. Cost of TB testing, fingerprinting and the fee for criminal record check will be paid for by the candidates.

The Rancho Santiago Community College District is an equal employment opportunity employer and prohibits discrimination and harassment based on ethnic group identification, national origin, religion, age, sex, race, color, ancestry, sexual orientation, physical or mental disability, gender identity, medical condition (cancer-related or genetic characteristics), marital status, citizenship, or service in the uniformed services, 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 make reasonable accommodations for applicants with disabilities. Applicant should contact the Human Resources Department for assistance.