IVC Job - 43594956 | CareerArc
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Company: IVC
Location: Imperial, CA
Career Level: Entry Level
Industries: Government, Nonprofit, Education


Representative Duties


Under direction of a Division Chair, plan, organize and coordinate the day-to-day operation of an assigned instructional division office in such a manner as to enhance and promote its overall efficiency and effectiveness; serve as secretary to the Division Chair and as a liaison between the Division Chair, other academic and support staff, students, other college representatives and the public; coordinate communications and the timely flow of paperwork; process materials not requiring the attention of the Division Chair; prepare financial and statistical reports and other documents using automated equipment.


This classification is distinguished from other levels of the Staff Secretary series in that a Staff Secretary II independently coordinates the office services and activities of a large instructional division office under minimal direction of a Division Chair and also provides secretarial assistance and support to the Division Chair while a Staff Secretary I provides secretarial, clerical and office coordination support for a College division of moderate size and complexity. The Staff Secretary III supports a Manager of a District-wide multi-function operation.


Provide support to relieve a Division Chair of administrative and technical detail; resolve problems within the division that do not require approval of management; orient Division academic and classified staff to Division and College policies and procedures.

Review directives and correspondence from other College departments, assess impact, ascertain required actions or changes and confer with Division Chair and/or other division instructional staff to obtain data, indications of probable conclusions, and projected completion dates.

Serve as liaison between/among Division and various College services to accomplish Division tasks and resolve procedural and/or documentation problems; work with Division Chair to determine appropriate actions or changes to existing policies and procedures; establish and revise work priorities or independently assure the timely completion of assignments.

Coordinate, organize, monitor and process the paper/work flow of the Division office; analyze, organize and facilitate office operations and procedures in a manner consistent with College policies and procedures.

Evaluate office production, revise procedures or devise new forms to improve efficiency of workflow; plan office activities and work projects and assign student workers or clerical assistants to carry out and complete specific projects and duties when available.

Learn and understand the logistics and instructional basis of assigned instructional division; maintain accurate and up-to-date-information regarding assigned instructional division program, schedules, staff, activities, classes, room assignments, and other college and District programs and services; assist in preparing the division class schedule; schedule classroom and facility use as required. Board Approved July 2017 Imperial Valley College Staff Support Technician

Enter and retrieve date from a computer terminal; obtain, input correct and formulate ALL schedule information; generate periodic computer reports related to Division activities; obtain reports involving student and other information.

Using the current college catalog and schedule as references, provide oral and written information to students, staff, other colleges and the general public concerning course offerings, registration, College standards and student support services; refer specific program inquiries to appropriate personnel.

Serve as receptionist/front desk contact for Division; establish and maintain positive staff and public relations; receive telephone calls and greet office visitors; provide detailed information requiring judgment and knowledge of pertinent programs and functions; receive verbal or telephone absence requests for academic or classified staff and post notices for students; ascertain the need for substitute staff; contact and secure substitutes as needed.

Maintain records of expenditures and budget balances; compile and consolidate information to prepare budgets, timekeeping and other fiscal reports; independently analyze data and prepare and maintain financial, statistical and narrative data, records and reports as assigned; contact Division Chair or other division staff to assure accurate and timely receipt or submission of data required.

Receive, screen, post, copy and distribute all e-mail as appropriate; receive, sort, screen and distribute U.S. and inter-district mail.

Determine need and prepare work orders pertaining to unexpected emergencies, facility needs and routine requirements; order, receive, store and issue office supplies; assure proper operation of computers, peripherals and other office equipment; request service and repairs as needed.

Compose, type, format, proofread, revise, generate, duplicate and distribute correspondence, reports, lists, summaries, contracts, forms, requisitions and other items to College offices, public agencies or other appropriate recipients.

Establish and maintain inter-related filing systems containing financial, statistical and student information; maintain confidentiality of sensitive information as appropriate; create and maintain a variety of automated and manual records and reports as required.

Maintain calendars and schedules of appointments, meetings and conferences for supervisor and other personnel as assigned; may arrange transportation and hotel accommodations and process required documentation; arrange and attend meetings and conferences as assigned; prepare agendas and background materials. Train, supervise, direct and prioritize work activities of temporary, hourly or student office assistants as assigned; provide evaluation input to Division Chair for performance appraisals of office assistants as required.

Administer make-up examinations, post notices for instructors and prepare the Division textbook order.

Coordinate all faculty evaluations and ensue that applicable documentation is submitted to the Office of the Vice President for Academic Services.

Participate in special projects and events involving the instructional division as assigned.

Receive, review packing slips, verify information; generate purchase orders and obtain authorizations as appropriate; enter, update and revise data in computer system to reflects purchase order cancellations, provide information regarding change notices, and related actions.

Purchase standard goods and services as directed by the Dean, Director or Department Chair: research potential vendors, and suppliers, obtain and review catalogs, and obtain price and availability of products.

Coordinate the assembly of products with the Maintenance Department or vendor to set-up delivery and installation.

Prepare and maintain comprehensive records related to purchase orders, special orders, and retrieve data to generate reports as required.

Assist in obtaining quotations; communicate with vendors to obtain current prices, shipping and availability information as requested; place orders with vendors upon approval. Obtain the status of orders to secure the timely delivery of materials ordered.

Receive and process rush orders on request, transmit order via fax or email, negotiate prices with vendors, and work closely with accounts payable personnel to facilitate payment. Monitor and track invoices to resolve discrepancies, and correct errors to assure timely payments.

Review requisitions and provide information to the requesting department regarding availability of funds to assure cost is within budget limitation.

Perform related duties as assigned.

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Minimum Qualifications

EDUCATION AND EXPERIENCE: Any combination equivalent to: graduation from high school including or supplemented by course work in secretarial science and three years of increasingly responsible secretarial or office coordination experience, including one year of purchasing experience, involving the operation of microcomputers using word processing, spreadsheet and data base management applications software.

IMPORTANT:  To be considered for the position applying for, applicants must submit the required items by the deadline, which include: online IVC application, current resume, and ALL unofficial transcripts (transcripts must show degree was awarded or conferred with a completion date).  All attachments will be uploaded into the online application. Applications which do not include all of the required materials will not be forwarded to the screening committee for consideration. Materials submitted become property of the District and will not be returned, copied, or considered for other openings.

Supplemental Information

RANGE 14 (Classified Salary Schedule): Initial salary placement is normally at Step 1, no higher than Step 3.  Please click here to review current salary schedule.

EEO Information

Imperial Valley College is an equal opportunity employer and does not discriminate against persons on the basis of race, religion, national origin, sexual orientation, gender, gender identity and expression, marital status, age, disability, pregnancy, medical condition, or covered veteran status.

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