Job Description
JOB Lemoore CollegeAthletics DepartmentSenior Secretary - Temporary Substitute$25.97 per hourSchedule: As needed or as scheduled by the supervisor 24 hours per week EXAMPLE OF DUTIES SummaryReporting to the Director of Athletics, performs a variety of technical, secretarial, and administrative support duties for the Director, comparable administrator of a function having multiple sub-functions, or College-wide service with substantial secretarial needs. Coordinates and performs administrative projects within an instructional division. Coordinates workflow and support activities for the office and related functions. Distinguishing CharacteristicsThe Senior Secretary is part of a multi-level career path encompassing administrative and secretarial support. The Senior Secretary typically reports to a Director or comparable function and requires the ability to organize and coordinate work and information flow, conduct research, provide support to projects that often involve other functional areas, perform workload computations for faculty assignments, assist with curriculum processes, and to schedule and sequence required reports and other time sensitive activities. Essential Duties and ResponsibilitiesPerforms administrative support involving applications of a working understanding of the functions and procedures of the division, with a basic understanding of functions and procedures of other divisions.Responds to inquiries and conveys information about programs and services provided by the organizational unit and College. Interprets and conveys policies and procedures, referring difficult or sensitive matters to the appropriate administrator. Organizes work by researching and setting up business and academic calendars and cycles, then establishing and sequencing deadlines and/or timelines for projects, activities, and required submissions. Coordinates and performs administrative support for projects and events, integrating them with ongoing work routines.Provides administrative support to special processes including, but not limited to, committees, advisory boards, and special subject group meetings. Prepares forms, revisions, and final documents to support proceedings.Takes notes and prepares meeting recollections. Types (keyboards) from rough drafts or instructions a variety of materials such as letters, memoranda, reports and statistical data. Composes original correspondence and forms on routine department matters.Maintains committee records and assists in the preparation of departmental/divisional reports by gathering and summarizing information from a variety of sources.Receives, handles, and stores private information pertaining to the College or assigned division. Maintains confidentiality of private and sensitive information.Receives telephone calls and visitors, screening callers, handling routine matters, providing information, or routing calls to administrators as necessary.Schedules appointments and arranges meetings. Prepares schedules and informs participants, confirming dates and times. Makes hotel, conference, and travel reservations.Prepares agreements and contracts for services used by and/or provided by the division. Processes and distributes contract documents for approval.Creates, verifies, edits, and distributes faculty load records. Monitors, records, and reviews adjunct faculty load records with administrator for approval and compliance with work limits. Enters faculty workload information onto spreadsheet or database models used for accumulating information and decision support. Verifies and calculates faculty overload and forwards information to payroll. Arranges for substitute coverage for classes and/or prepares announcements for cancellation.Schedules and types/keyboards faculty member and other staff performance evaluations including peer-level evaluations.Records, verifies, codes, and processes faculty, staff, and student or temporary help timesheets, including information for stipends and other compensable elements.May assists an administrator with development of organizational unit budget proposals, maintaining communications with work sections on status and information needs.Maintains approved budgets, transaction records, and audit trails, including those for capital outlay, special projects, and grant-funded activities.Oversees and may reconcile expenditures and initiates budget allocation changes and reassignments of funds to and from various accounts, working with accounting staff to assure compliance with college processes and regulations.Oversees and may prepare requisitions and claims for reimbursement. Resolve purchase order and contractual matters with vendors and other service providers.Maintains currency of knowledge and skills related to the duties and responsibilities.Performs related other duties as assigned. Knowledge, skills, and abilitiesRequires in-depth knowledge of office practices,