Cerritos College — FT Administrative Secretary I

FT Administrative Secretary I

Salary: $56,240.76 – $67,544.76 Annually
Job Type: Full Time
Job Number: PurchSecretary-23
Closing: 3/29/2023 11:59 PM Pacific
Location: Norwalk, CA
Department: PurchSecretary-23
Division: Purchasing

Equity and Diversity
The District is strongly committed to achieving staff diversity and the principles of equal opportunity employment. The District encourages a diverse pool of applicants and does not discriminate on the basis of race, color, national origin, ancestry, sex, age, religion, marital status, disability, or sexual orientation in any of its policies, procedures or practices. In fact, the college encourages applications from all segments of qualified people.

Closing Date:
This position will close on March 29, 2023 at 11:59 PM (or when 150 applications are received, whichever occurs sooner).

College Profile:
Cerritos College is ranked 14th among the top 100 schools with the highest Hispanic enrollment in the United States by the United States Department of Education. Cerritos College serves as a comprehensive community college for southeastern Los Angeles County. Communities within the college's district include Artesia, Bellflower, Cerritos, Downey, Hawaiian Gardens, La Mirada, Norwalk, and portions of Bell Gardens, Lakewood, Long Beach, Santa Fe Springs and South Gate. Cerritos College offers degrees and certificates in more than 180 areas of study in nine divisions. Enrollment currently averages 20,000 students. Visit Cerritos College online at http://www.cerritos.edu

Department Profile

The Purchasing Department oversees contracting, purchasing, public works, warehouse operations, and the district's telecommunications and mail center. All district spend (except payroll and benefits) is processed through the Purchasing Department. Total purchase order (PO) and contract volume averages approximately $38 million each fiscal year. Additional information may be located at: https://www.cerritos.edu/purchasing/.

The Purchasing Department at Cerritos College is a dynamic team of professionals that provide the tools and resources for students to be successful. With an average employment of 15+ years in the department, the Purchasing Department is seeking a motivated and talented team member that desires to assist future generations with their educational goals and aspirations to contribute positive change to society.

The Administrative Secretary I position interacts with all divisions, departments, and programs on campus. The position requires a self-starter with an inquisitive mind that can work independently, and desires to work for a manager that values the strength of their team members. If you are a people person with excellent customer service skills and want to work in a department where your contributions stand out, then we encourage you to apply.

The Administrative Secretary I reports directly to the Director of Purchasing and Contract Administration and will be instrumental in day-to-day operations of the Purchasing Department and the college's public works activities. Therefore, 2-4 years working in a public procurement department within the last 5 years (i.e., administrative tasks for office duties, RFPs, and other solicitations) and/or 2-4 years working in public works department within the last 5 years (i.e., bidding and construction administrative office tasks) is preferred. The position requires a high-level attention to detail, and ability to work independently and problem-solve in a dynamic and fast-paced environment.
Distinguishing Career Features
The Administrative Secretary I provides administrative and senior-level secretarial support, requiring competencies such as the ability to independently carry out projects that involve other departments and sites, coordinates information gathering for reports and special studies, conducts research, and disseminates and maintains information designated for wide distribution. The Administrative Secretary I may require reporting to a higher level manager, director, or Dean.

Performs specialized secretarial and administrative support duties, including (but not limited to) transcribing of specialized or technical notes, composing of original documents, administration of office routines and systems, processing of financial transactions, and reception. Assists with administrative projects and programs that impact and/or involve other organization units and locations.

Job Duties
Essential Duties and Responsibilities

  • Performs technical and administrative support involving a working understanding of the functions and procedures of the organization unit to which assigned, with a working knowledge of functions and procedures of other units.
  • Responds to inquiries and conveys information about programs and services provided by the organizational unit and District. Interprets and conveys policies and procedures, referring difficult or sensitive matters to the appropriate manager or administrator.
  • Prepares class assignment lists and participates in setting up assignments to conform to business and academic calendars and cycles. Identifies and sequences work routines, reports, and projects to conform to expected deadlines and/or time lines.
  • Provides administrative support to projects, committees, and other special processes. Gathers information, prepares forms, revisions, and final documents in support of proceedings.
  • Takes notes and transcribes recorded and verbal dictation as assigned. 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.
  • Receives visitors and answers telephone. Screens callers, handles routine matters, provides information, and/or routes calls to administrators as necessary.
  • Schedules appointments and arranges meetings. Prepares schedules and informs participants, confirming dates and times. Administrative Secretary I
  • Maintains records and assists in the preparation of departmental/divisional reports by gathering and summarizing information from a variety of sources.
  • Assists with development of organizational unit budget proposals by collecting information and maintaining communications with work sections on status and information needs.
  • Maintains approved budgets and transaction records, including those for projects and grant-funded activities. Maintains records and processes payroll information.
  • Receives, processes, and may reconcile documents for expenditures. Prepares requisitions and claims for reimbursement.
  • Prepares, processes, and enters to a payroll system data entry screen, timecard information for employees in the organization unit.
  • Orders merchandise and services from pre-approved purchase orders and within authorized spending limits.
  • Initiates documentation for budget allocation changes and reassignments of funds to and from various accounts, working with accounting staff to assure compliance.
  • May update and modify web site pages using established formats and standards.
  • Maintains currency of knowledge and skills related to the duties and responsibilities.
  • Performs other related duties as assigned.

Minimum Qualifications

Education and Experience
The position requires a high school diploma, or the equivalent, plus college coursework in relevant secretarial or business related courses and four years of experience. Additional secretarial experience may substitute for some post-secondary education.
Preferred QualificationsThe Administrative Secretary I reports directly to the Director of Purchasing and Contract Administration and will be instrumental in day-to-day operations of the Purchasing Department and the college's public work activities. Therefore, 2-4 years working in a public procurement department within the last 5 years (i.e., administrative tasks for office duties, RFPs, and other solicitations) and/or 2-4 years working in public works department within the last 5 years (i.e., bidding and construction administrative office tasks) is preferred. The position requires a high-level attention to detail, and ability to work independently and problem-solve in a dynamic and fast-paced environment.

Supplemental Information
Knowledge and Skills
The position requires working knowledge of modern office practices, procedures, and equipment, including filing systems, receptionist and telephone techniques, and letter and report writing. Requires working knowledge of District and department operations, policies, procedures, and calendars. Requires working knowledge of Education Codes applicable to the area of assignment. Requires a working knowledge of, and skill at using personal computer based software programs that support this level of work, including but not limited to word processing, spreadsheet, basic presentation graphics, special applications used by the organization unit, and data entry onto custom databases. Requires sufficient math skills to perform financial and statistical record keeping. Requires sufficient knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence. Requires sufficient human relations skills to convey technical concepts to others, and present a positive image of the department and College, and exercise sensitivity and courtesy when dealing with diverse populations.

Requires the ability to accurately take and transcribe notes and/or meeting minutes/recollections. Must be able to learn, interpret, explain and apply knowledge of district and organization unit services, operations, programs, functions, special terminology used in the organization unit, and labor agreements to relieve others of a variety of administrative details. Requires the ability to prepare spreadsheets, graphs and charts, and enter, import, and export data to and from databases and college information systems. Requires the ability to deal with private/confidential information contained in student files or for employee and administrative matters. Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines. Requires the ability to maintain productive and cooperative working relationships with staff, students, external organizations, and the public.

Physical Abilities
The position incumbent must be able to function indoors in an office environment engaged in work of primarily a sedentary nature. Requires ambulatory ability to sit for extended periods of time, to utilize microcomputers and peripheral equipment, accomplish other desktop work, and to move to various district locations. Requires the ability to use near vision to read printed materials. Requires auditory ability to carry on conversations in person and over the phone. Requires the ability to retrieve work materials from overhead, waist, and ground level files. Requires manual and finger dexterity to write, use a pointing device and keyboard at an advanced rate, operate microcomputer, and use other standardized office equipment.

Licenses and Certificates
May require a valid driver's license.

Working Conditions
Work is performed indoors where minimal safety considerations exist.

Salary/Fringe Benefits

Grade 30 on District Classified Salary Schedule ($4,686.73 -$5,628.73/month).

Health and welfare benefits include District contribution for medical/dental/vision benefits and employee life insurance ($50,000). (Cash in lieu option available on medical insurance.)

Participation in the Public Employee's Retirement System that is also integrated with Social Security

Conditions of Employment
This is a full-time, 12-calendar month classified position. Hours of employment are 8:00 a.m. to 4:30 p.m. Monday thru Friday.

Initial placement of employees on Classified Salary schedule is at Step 1. After six months of successful probationary employment, employee is placed at Step 2.
Employment is to be effective as soon as possible following completion of the selection process. Individual who is offered employment shall be required to obtain fingerprints for a criminal history clearance through the State Department of Justice and remit the required fee for processing the fingerprints, produce an original social security card, and submit negative TB test results (must be within the past four years or within the last 60 days if not previously employed in a school district in California) before employment.

Board Policy 2905 requires mandatory COVID-19 vaccinations as a condition of employment. The District requires all employees to submit proof of full vaccination against COVID-19, as defined by the CDC. Full policy details can be found on the website; Cerritos College – Chapter 2 – Board of Trustees. Employees may submit requests for medical or religious exemptions to the vaccine mandate for consideration. Details are available on the District's COVID-19 webpage

Proof of eligibility to work in the United States and signing of loyalty oath per Government Codes 3100-3109.

** Please note – the District does not provide for immigration sponsorships such as H1B Visas.

Application Procedures
Application materials must be submitted by the closing date. Applicants who need special services or facilities due to disability in order to apply or interview for this position must notify Human Resources at the time of application or at least 72 hours prior to the closing date or date of a scheduled interview.

It is the applicant's responsibility to provide copies of all transcript(s) verifying all educational degree(s) and/or coursework required for the position. A foreign transcript must be evaluated by a NACES certified agency. The web address is www.naces.org. All qualifying educational degrees/training must be from regionally accredited colleges and/or universities.

Selection Procedure
Following the closing date or when 150 applications are received (whichever occurs sooner), applications will be reviewed to ensure accuracy and completeness, and to evaluate qualifications, etc. Candidates selected for further consideration will be limited to those applicants in the competitive group who best meet the qualifications for this position and will be required to complete a competency-based test, that may include, but not be limited to, document review and preparation using Microsoft Word and/or Excel. Only those candidates that score highest in the competency-based test will advance to the interview portion of the selection process. Interviews will then be conducted for those candidates within the competitive range that score highest in the competency-based test by a selection committee for final selection and recommendation for employment.

Required Documents

  1. Cover Letter
  2. Resume/CV
  3. Copy of Transcripts (Must show all coursework completed and the conferral date of the degree)

Required Supplemental Questionnaire (see below for questions). Upload your answers under Supplemental Questionnaire:

  1. Briefly describe your college coursework in relevant secretarial or business-related fields and your professional background that make you qualified for this position.
  2. Briefly describe your ability to provide excellent customer service. Please also provide examples that demonstrated excellent customer service skills that include in-person, virtual, phone, and/or email.
  3. What attracted you to apply for this position and to work for the Cerritos College Purchasing Department?

Optional Documents

  1. Three (3) Letters of Recommendation (Written within 1 year)

To apply, visit https://www.schooljobs.com/careers/cerritosedu/jobs/3895731/ft-administrative-secretary-i

The District ensures that all qualified applicants for employment and employees have full and equal access to employment opportunity, and are not subjected to discrimination in any program or activity of the District on the basis of national origin, religion, age, sex or gender, race, color, medical condition, ancestry, sexual orientation, marital status, veteran status, physical or mental disability, 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 or more of these actual or perceived characteristics. .jeid-67b2e5d1071a68458575e45e11336064

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