BASIC FUNCTION: Under the direction of an administrator, performs a variety of complex administrative secretarial and managerial accounting responsibilities with specialized and/or advanced skills in one or more areas of the work assigned. An excellent understanding of accounting functions, business operations and record-keeping needs are required. Duties may involve performing the most technical and difficult tasks requiring the use of independent judgment; assists with complex administrative matters; serves as initial contact providing specialized information and assistance for students, faculty, staff,
external agencies, organizations and the general public.
REPRESENTATIVE DUTIES: (The duties recorded below are representative of the duties of the class and are not intended to cover all the duties performed by incumbent(s) of any particular position. The omission of specific statements of duties does not exclude them from the position if the scope of
work is similar, related or a logical assignment to this class. The essential duties of the class are indicated with an asterisk *.)
*1. Organizes and oversees the activities of an assigned office to assure efficient and effective operations; assists the assigned grant administrator or department manager as directed; coordinates communications; and may conduct operations to maintain assigned listserv services for the assigned grant.
*2. Performs a variety of duties independently in support of functions delegated to assigned grant administrator; interprets and applies rules and regulations as appropriate; maintains issues of a confidential nature.
*3. Performs financial and managerial accounting and business operations record-keeping functions required by Federal, State and District policies, procedures, rules and regulations.
*4. Maintains, audits and controls a variety of accounts, records, reports and files which include the tracking and reporting of annual program allocations.
*5. Works closely with the grant program monitor(s) and the Butte College Business Office.
*6. Maintains accuracy and integrity of accounting records;makes necessary budget or expenditure transfers to correct any discrepancies.
*7. Maintains current budget information; initiates and monitors budget augmentations and expenditures; assists in budget formulation and preparations; provides monthly budget reports to assigned grant administrator; may collect, post, deposit and distribute various money; reconciles deposits with reports; maintains expense records; creates asset statements; prepares information for yearly audit and responds to audit findings.
*8. Maintains and updates technical skills in order to design, create and modify complex, advanced level computer methods including, but not limited to: word processing, design and layout for publications, database development and maintenance and charts and spreadsheets, utilizing a variety of software and peripherals.
*9. Researches, compiles and retrieves data and provides input for complex statistical and narrative reports from a variety of sources; verifies data to determine compliance with established policies and procedures.
*10. Makes and processes travel, conference, hotel reservations and arrangements; schedules and confirms appointments; maintains calendars; may develop calendar of schedules or meetings, consultation sessions, workshops, and other
*11. Initiates, screens, and directs telephone calls; assists and directs visitors; receives and opens mail, determines priorities, independently responds to and initiates correspondence as appropriate.
*12. Composes and prepares correspondence, memoranda, minutes, confidential materials, statistical spreadsheets, financials, personal services contracts, and reports from oral and written instruction; maintains a variety of files and records.
*13. Prepares a variety of complex support materials including surveys, forms, charts, computerized presentations and brochures; prepares agenda items for meetings; records, prepares and distributes minutes; maintains records; coordinates and attends events both on and off-campus; may facilitate meetings in absence of supervisor.
*14. Maintains working knowledge of specialized terminology; maintains familiarity with District programs, policies, procedures and rules; responds to requests for information from students, faculty, staff and the general public regarding the District and grant program(s).
15. May provide training and work direction to student workers and hourly personnel.
16. May serve on a variety of District committees as requested.
17. May perform other duties as assigned.
EDUCATION AND EXPERIENCE:
● Associate’s Degree in finance, accounting, office information systems or a related field or the equivalent*; AND
● Three (3) years of increasingly responsible experience directly related to the duties and responsibilities of this class; AND
● Graduation from high school, G.E.D. or the equivalent**.
* Associate’s Degree education equivalency equals two (2) years of increasingly responsible work experience for each full year
(24-30 units) of college. Work experience must be in an office setting.
** High School education equivalency equals an adult education diploma or four (4) years of full-time, paid work experience.
CERTIFICATES, LICENSES, REGISTRATION AND OTHER REQUIREMENTS:
● Some travel is required.
● Hold and maintain a valid driver’s license throughout duration of employment with the District.
● Proficiency in Microsoft Office Suite.
● Four (4) years of experience in a directly related position with two (2) of the four (4) years working with grants.
KNOWLEDGE, SKILLS AND ABILITIES: (May be acquired through education, training and/or experience.)
Knowledge of: District policies and procedures; modern office practices and procedures including letter writing techniques and the elements of proper grammar usage, spelling and vocabulary; grant funded programs; filing practices and systems; various office equipment including computers, peripherals, communications devices and digital hardware; methods, practices and terminology used in government accounting and financial reporting, bookkeeping and financial record-keeping; a variety of
software programs related to word processing, spreadsheets, ledgers, and journals.
Ability to: understand and apply District and department policies and procedures; integrate State laws and regulations with program policies and procedures; analyze and research problems and make appropriate recommendations; integrate and implement program needs within parameters of District accounting procedures; post data and make mathematical calculations rapidly and accurately; compile, organize, and use various financial information necessary in the preparation of program budget(s); independently compose correspondence and reports utilizing advanced software and techniques; acquire and
maintain technical knowledge of modern office procedures, equipment and computer programs including purchase recommendations; manage a heavy workload; utilize Keyboarding skills commensurate with the required functions for this position; maintain proficiency in keyboarding skills; work independently with an emphasis on detail; prioritize work load and meet deadlines; make decisions; independently apply good judgment; establish and maintain cooperative relationships with those contacted during the course of work; take accurate minutes of meetings.
WORK DIRECTION, LEAD AND SUPERVISORY RESPONSIBILITIES:
No assigned permanent staff to supervise. May provide work direction student and short-term employees.
Normal office environment.
Faculty, staff, administrators, students and other general public.
Normal office environment.
Pay: $18.00-$24.00/hr DOE
How To Apply: Please send your resume to firstname.lastname@example.org with “Administrative Secretary – Grants” as the subject line.Minimum Education and Experience