Los Angeles Community College District

Administrative Secretary (#2468)

$24.66-$30.55 hourly / $4,274.44-$5,295.30 monthly / $51,293.28-$63,543.60 annual


Definition

Provides clerical, secretarial and administrative assistance for a senior administrator of the District.

Typical Duties

Manages an office and performs clerical, secretarial, and administrative assistance for a senior administrator of the District.

Screens telephone calls, visitors, and incoming correspondence and personally responds or directs inquiries to appropriate staff.

Types complex correspondence, memos, tables, reports and publications using word processing, spreadsheet, and desktop publishing software on computer equipment.

Collects information from files and/or staff assigned to the organizational unit and prepares routine inquiries and periodic reports.

Prepares and signs routine, non-technical correspondence and documents as directed by the administrator.

Acts on behalf of the administrator, on designated matters, based on knowledge of the organizational unit and goals and objectives of the administrator.

Reviews outgoing documents and correspondence for internal consistency and conformance with established procedures.

Schedules appointments and maintains the administrator's calendar.

Makes facilities, accommodation, and travel arrangements for business meetings and conferences.

Attends meetings; records and prepares minutes or summaries of proceedings.

Anticipates and compiles materials needed by the administrator for conferences, correspondence, appointments, meetings, and telephone calls.

Establishes and maintains office files.

Requisitions supplies, printing, maintenance, or other services for the office.

May take and transcribe dictation.

May act as a liaison between the administrator and his/her subordinates.

May assign and review the work of the office staff.

Performs related duties as assigned.

Distinguishing Characteristics

An Administrative Secretary performs secretarial and clerical duties related to the management of an administrative office, and has responsibility for independently taking action on matters of non-technical administrative detail.  The scope of duties is varied and is related to an important administrative function of the District. The class of Administrative Secretary (Stenographic/Confidential) is distinguished from the class of Administrative Secretary because of the requirements for the employee to (a) have access to, or possess information relating to, employer-employee relations matters, and (b) take dictation and transcribe notes.

An Executive Assistant manages an office and provides secretarial and administrative assistance to an executive of a college or a major division of the District.  Considerable latitude for independent action in carrying out administrative detail is an essential characteristic of the class.  Contact with high-level representatives of the District and the public is routine.

A Senior Secretary performs a variety of responsible secretarial and clerical duties in a college or District office.  Duties are less routine and require a considerable degree of independence and judgment in performing the day-to-day office functions.  A Senior Secretary (Stenographic) is distinguished from the Senior Secretary because of the requirement to take dictation and transcribe notes.  

Supervision

General supervision is received from a senior administrator.  May assign and review the work of the office staff.

Class Qualifications

Knowledge of:

Office organization, management and functions

Characteristics and functions of computer hardware, systems and general office software applications

Business vocabulary and terminology

Letter, report, and other correspondence formats

Fundamentals of punctuation, sentence structure, and grammar

Business English usage, composition and style

Principles and procedures of record and file management using manual, computerized, and micrographic methods

The functions, policies, procedures, and key personnel of the organizational unit to which assigned

District processes, practices, procedures, and lines of communication

Principles and techniques of public relations

Principles of training

Skill in:

Administrative Secretary/Administrative Secretary (Confidential)

Operating a keyboard

Utilizing computer software typically found in an office environment

Operating common office equipment

Interpersonal contacts and communications

Administrative Secretary (Stenographic) Administrative Secretary (Stenographic/Confidential)

Taking and transcribing dictation

Operating a keyboard

Utilizing computer software typically found in an office environment

Operating common office equipment Interpersonal contacts and communications

Ability to:

Plan, manage and perform the clerical and secretarial work of a major administrative office

Apply correct clerical, secretarial, business, and District procedures to assigned work

Compose, edit, and/or format business correspondence, reports, and publications

Apply knowledge of English grammar, punctuation, business vocabulary, and spelling to assigned work

Exercise initiative and good judgment

Establish and adjust to changing priorities

Work effectively under pressure

Maintain confidentiality of work

Establish and maintain an effective filing and records management system

Train, assign, and review the work of others

Establish and maintain effective working relationships with administrators, employees, and representatives of other organizations and educational institutions

Learn to use a computer inquiry terminal Learn general and specialized computer applications

Entrance Qualifications

Education and Experience:

Graduation from high school or its equivalent.

AND

A. Two years of full-time paid clerical experience.

OR

B. An associate degree or its equivalent from a recognized college with a specialization in office administration or comparable curriculum.

OR

C. Any equivalent combination of A and B above.

Special:

Administrative Secretary/
Administrative Secretary (Confidential):

Must type 60 words per minute.

Administrative Secretary (Stenographic)/
Administrative Secretary (Stenographic/Confidential):

Must type 60 words per minute and take dictation at 100 words per minute

Reasonable Accommodations

Our class specification generally describes the duties, responsibilities, and requirements characteristic of the position(s) within this job class. The duties, responsibilities, and requirements of a particular position within this class may vary from the duties of other positions within the class.

In accordance with the Americans with Disabilities Act (ADA), the Los Angeles Community College District provides reasonable accommodation to qualified individuals with covered disabilities on a case-by-case basis throughout the application, examination, and hiring processes and throughout employment. If an individual is in doubt about his or her ability to perform the duties and responsibilities of a position or possession of any other requirement noted in a class specification or job announcement, he or she should always apply for a position and request reasonable accommodation at the appropriate time.

 


CLASS: 2468; EST: ; REV: 5/3/2001;