Posting Number: 0600872 Position Title: Secretary (January 2020) Posting Date: 01-13-2020 Closing Date: 02-10-2020 Department/Division: VPA (Administration) Funding: District Funded Job Category: Classified Assignment: Part-Time Percentage Employee: 49% Months per Year: 12 months Work Days per Week: Monday through Friday Work Schedule per Day: 4 hours - Monday through Thursday / 3.5 hours - Friday Work Shift for this Position (select all that apply): Days FLSA: Nonexempt Placement/Range: 28-1 (Starting salary for a new classified hire at Citrus College is fixed at Step 1) Pay Rate: $1,760.39/mth ($20.73/hr)
BENEFITS: This position is eligible for prorated sick and vacation time based on the 49% assignment.
Optional Applicant Documents Resume Cover Letter Other Document (s) Transcripts Licenses and Certificates
POSITION SUMMARY: Performs general office secretarial support and reception duties, usually following well-established policies, procedures, and methods. Assignments can be in instructional or administrative areas, where there usually is other, more senior level administrative support positions to provide guidance, partial leadership, and prioritize specific work assignments.
ESSENTIAL DUTIES AND RESPONSIBILITIES: - Types (keyboards) from copy or standing instructions, forms, memoranda, correspondence, and reports using established formats, 50 wpm. - Enters data onto established data entry screens of business and academic transactions (e.g., deliveries, purchase orders, printing orders, forms, etc.). - Processes business and/or student transactions such as, but not limited to invoices, accounting documents, enrollment and registration forms. May receive and account for money paid by others for items such as, but not limited to, registration fees, instructional materials, and permits. - Answers a central telephone for a work team and serves as receptionist to support personnel and serve the public. Answers common inquiries, makes appointments, and provides information concerning standards, procedures and programs. Assesses the nature of calls and refers them to appropriate College resource or outside agency. - Greets walk-in visitors, determines their needs, then either routes them to the appropriate person or service or personally completes the request or transaction. - Sets up and maintains files using established formats. Assembles, collates and prepares materials for distribution. Posts information and documents to records. - Orders, receives, shelves and distributes supplies and materials. - Delivers and picks up a variety of mail, forms, and materials from staff, students, or the other departments. Sorts and distributes mail. - Prepares documents and information packets from established formats such as those used by faculty, and routine communications for administrative purposes. - Compiles information onto established formats and maintains a variety of records to support regularly recurring reports that are prepared for administration and external agencies. Extracts data from existing databases and converts to other formats. - Contacts other departments and outside agencies to locate information and/or services not provided by the department. - Performs other duties as assigned that support the overall objective of the position.
KNOWLEDGE, SKILLS, AND ABILITIES: - Requires basic knowledge of modern office practices, procedures and equipment including receptionist and telephone techniques and etiquette. - Requires basic knowledge and understanding of methods and procedures used alpha-numeric record keeping. - Requires basic knowledge of data entry techniques. - Requires a working knowledge in the use of common personal computer-based office productivity software. - Requires sufficient math skills to perform columnar calculations, decimals, fractions, etc. - Requires sufficient knowledge of English language, grammar, spelling and punctuation to prepare correspondence and memoranda. - Requires sufficient human relations skill to greet and work cooperatively with others, inside and outside the department. - Requires the ability to perform the duties of the position under general supervision. - Requires the ability to learn, understand and apply district rules, policies, procedures, and terminology used in the department of assignment. - Requires the ability to use a personal computer for data entry, word processing, and spreadsheets. - Requires the ability to operate standard office machines. - Must be able to maintain record files and prepare reports on pre-determined formats. - Requires the ability to communicate with peers and other District staff or public in a manner reflecting positively on the department and District. - Requires the ability to work varying shifts.
Minimum Qualifications: See Education and Experience below.
PREFERRED QUALIFICATIONS: - Experience using Banner, or similar ERP system. - Experience working in a visual and performing arts area at an institution of higher learning. - Three years of secretarial experience working at an institution of higher learning.
EDUCATION AND EXPERIENCE: - A high school diploma, or the equivalent, and three years of secretarial experience.
PHYSICAL ABILITIES: - Must be able to function indoors engaged in work of primarily a sedentary nature. - Requires the ability to use near vision to write and to read printed materials and computer screens. - Requires the ability to use hearing and speech for ordinary and telephonic conversation and to hear sound prompts from equipment. - Requires ambulatory ability to sit, often for long periods of time, move about campus locations and to reach work materials. - Requires the ability to use manual and finger dexterity to type/keyboard and/or operate mouse and/or otherwise operate a microcomputer and other equipment.
About Citrus College: Celebrating over 100 years of service, Citrus College is located in Glendora in the foothills of the San Gabriel Mountains, approximately twenty-five miles northeast of metropolitan Los Angeles. The college has the distinction of being the oldest community college in Los Angeles County and the fifth oldest in the state.
Citrus College was founded in 1915 under the leadership of Dr. Floyd S. Hayden, who helped bring the community college movement to California. From 1915 to 1961, the college was operated by the Citrus Union High School District. In July 1961, the Citrus Community College District was created to include the Azusa and Glendora unified school districts. In 1967, the district expanded to include the Claremont, Duarte and Monrovia school districts.
Today, Citrus College occupies a 104-acre campus. The college is currently experiencing a major facilities expansion project that will change the look of the campus. The college enrolled 27 students in 1915 and currently the college serves more than 19,000 students annually. Classes are offered on a 16-week calendar (fall and spring semesters), as well as in a variety of non-traditional scheduling options -- winter intersession, evenings, summer sessions, and optional class formats, such as online education courses.
Mission Statement Citrus College provides innovative educational opportunities and student support services that lead to the successful completion of degrees, transfer, career/technical education and basic skills proficiency. The college fosters personal and professional success through the development of critical thinking, effective communication, creativity, and cultural awareness in a safe, accessible and affordable learning community. In meeting the needs of our demographically diverse student population, we embrace equity and accountability through measurable learning outcomes, ethical data-driven decisions and student achievement.
Accreditation Citrus College is accredited by the Accrediting Commission for Community and Junior Colleges, Western Association of Schools and Colleges, 10 Commercial Blvd., Suite 204, Novato, CA 94949, (415) 506-0234), an institutional accrediting body recognized by the Council for Higher Education Accreditation and the U.S. Department of Education. Additional information about accreditation, include filing of complaints against member institutions can be found at https://accjc.org.
'CITRUS COLLEGE IS AN EQUAL OPPORTUNITY EMPLOYER.' It is the policy of the District not to discriminate against and to encourage a diversity of applicants based on national origin, religion, age, sex or gender, race, color, medical condition, ancestry, sexual orientation, marital status, physical or mental disability, use of family and medical care leave, genetic information, military or veteran status, gender identity, gender expression, or because he or she is perceived to have one or more of the foregoing characteristics, or based on association with a person or group with one of more of these actual or perceived characteristics.
Special Instructions to Applicants: Applications are considered legal documents, and as such, all areas of the application must be completed or your application packet will be considered incomplete, and will not be moved forward. While it may be appropriate in some areas of your application to use 'NA' (not applicable), do not use terms such as 'see resume' or 'see attached'. When listing your work experience, please specify the beginning and end dates for each job you held and describe your experience.
Applicants are responsible for ensuring that all required documents, and those additional documents you choose to include, are attached BEFORE clicking the 'Finished Attaching Documents' button and confirming. It is advisable to attach 'Optional' documents first, and then 'Required' documents once you are ready to click on the 'Finished Attaching Documents' button and confirming.
Application and Supplemental Questionnaire must be complete. A resume will not substitute for a fully completed employment application and supplemental questionnaire. Incomplete applications will be rejected. When listing your work experience, please specify the beginning and end dates for each job you held and describe your experience.
Additional documents CANNOT be added to your electronic application packet once you click on 'Finished Attaching Documents' and receive your confirmation number; so, please be sure you have all documents you will upload handy and in an electronic format. THE APPLICANT TRACKING SYSTEM WILL NOT ACCEPT DOCUMENTS LARGER THAN 2MB. IF YOUR DOCUMENTS DO NOT UPLOAD, PLEASE RESIZE. If you do not have all your documents handy at the time you are applying for the position, we advise you to click on 'Finish Attaching Documents Later'. Be sure, however, to finish attaching your documents BEFORE the close or first consideration date for the position. Please remember, you will NOT be able to attach additional documents after you have selected 'Finished Attaching Documents' and have received a confirmation number, and you will not be able to apply for a position after the position has closed.
Please note: should an applicant apply for a position more than once, only the most recently received application packet will be the one screened for completeness. All others will be deemed inactive, and will not be considered, regardless of completeness.
We regret we are unable to accept faxed, emailed, mailed, or hand delivered application materials outside the online Applicant Tracking System (ATS). Only application materials submitted through this electronic format will be accepted. Exception: The Citrus College Form 101 must be mailed or hand delivered to the Director of Human Resources in a sealed, confidential envelope.
Reasonable accommodations will be provided to candidates with verified disabilities. Accommodation requests should be made at the time the interview appointment is scheduled.
All employees within the bargaining unit are required to pay dues as a member of the exclusive representative or pay an agency fee.
About Transcripts: --Candidates must upload copies of all transcripts (need not be official at the time of application) which prove sufficient for verifying minimum qualifications for this position. --Official transcripts will be required at the time of the job offer. --Transcripts must be from the awarding institution, and must show that the degree has been awarded (or conferred) and the year. --Degree(s) must be earned (or conferred) from accredited institution(s) or an equivalent foreign institution by the first consideration date for this position. --All degrees must be verifiable on a legible transcript by the indicated first consideration date for this position. --Foreign transcripts must be transcribed in English AND evaluated for U.S. equivalency by a bona fide U.S. evaluation service.
Selection Procedure: --A selection committee will review application packages of those candidates who have met the minimum qualifications for this position, and will select a limited number of qualified candidates for an interview. --Each candidate may be asked to make a presentation on a topic of the selection committee's choice. The candidate will be informed of the topic when an interview appointment is scheduled. --Each candidate may be asked to provide a sample of his or her writing ability just prior to the interview. --Travel costs must be borne by the applicant. --Final candidates for faculty, management, and supervisor/confidential positions may be interviewed by the Superintendent/President. --If selected as a finalist, the candidate permits the District to contact the current and former employer(s) to investigate past employment history.
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Citrus College delivers high quality instruction that empowers students to compete globally and to contribute to the economic growth of today's society. We are dedicated to fostering a diverse educational community and cultural learning environment that supports student success in pursuit of academic excellence, economic opportunity, and personal achievement.