Location: Rochester, NY Category: Support Staff/Civil Service Posted On: Tue Jul 2 2024 Job Description:

Job Function:

DISTINGUISHING FEATURES OF THE CLASS: This is a secretarial position responsible for performing difficult secretarial tasks. The use of a personal computer for word processing and database entry is an integral part of this position. Employees serve as secretaries to administrators of a unit or major section relieving them of clerical work and routine administrative and business details. The work is performed in accordance with general instructions regarding objectives, policies and procedures and is submitted in its final form. This title differs from the Secretary I title as it is more limited in scope and decision-making responsibilities. The employee reports directly to and works under the general supervision of an administrator and is permitted considerable freedom in referring or responding to inquiries. Direct supervision may be exercised over a small clerical staff. Does related work as required.

TYPICAL WORK ACTIVITIES: (All need not be performed in a given position. Other related activities may be performed although not listed.)

• Prepares correspondence, memoranda, reports, minutes and proceeding of meetings, hearings, conferences, and other material relating to a specialized, confidential or technical field;

• Composes and prepares routine correspondence and reports dealing with well-defined administrative activities;

• Compiles data for inclusion in tentative budget estimates for departmental reports, etc., under administrator's direction;

• Assists in preparing budget justifications;

• Reads and routes supervisor's mail -- handling items/inquiries when possible and referring those items that can be delegated;

• Locates and attaches appropriate information to correspondence to be answered by employer;

• Proofreads typewritten materials for sense, and consistency as well as for spelling, grammar and punctuation;

• Schedules conferences, meetings ensuring all parties are contacted and any scheduling conflicts resolved;

• Makes necessary travel arrangements securing tickets and cash advances when appropriate;

• Maintains and establishes confidential files and general office files;

• Acts as receptionist for administrator, greeting visitors and scheduling appointments;

• Transmits administrative directives and policies throughout the unit;

• Orders supplies and materials for use of section;

• Schedules use of departmental facilities;

• Checks, codes and processes requisitions, claim vouchers, bills;

• Supervises and trains clerical staff;

• Operates standard office equipment.

FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS: Thorough knowledge of office terminology, practices and procedures; good knowledge of English grammar and usage; good knowledge of terminology, vocabulary and letter formats used in business correspondence; good knowledge of office management techniques; working knowledge of first line supervision; record keeping ability; ability to operate a variety of office equipment; ability to use a personal computer for word processing and data base entry; ability to complete complex clerical assignments independently; ability to compose business correspondence and written reports using proper grammar, punctuation, and spelling; ability to prioritize workload in accordance with supervisor's priorities; ability to proofread for spelling, grammar, punctuation, sense and consistency; ability to review, prioritize and take action on supervisor's mail as appropriate; ability to establish and maintain a filing system; ability to understand, follow and interpret oral and written directions; ability to impart information; ability to deal effectively with the public; tact; courtesy; good judgment in handling confidential material; physical condition commensurate with the demands of the position.

MCC Expectations:

• Adheres to the College Code of Conduct.

• Contributes to, supports, and maintains an equitable, inclusive, and collaborative College environment.

• Maintains technological competencies utilized by the College.

• Commits to the philosophy of a comprehensive community college.

• Commits to professional growth. which includes seeking ongoing training in diversity, equity and inclusion to better serve students.

  Job Requirements:

Required Qualifications:

Must currently hold the civil service title of Secretary II or be on the current eligible list for this title OR meet the following minimum qualifications to be eligible for a provisional appointment, if offered:

MINIMUM QUALIFICATIONS: Graduation from high school or possession of an equivalency diploma, plus EITHER:

• (A) Three (3) years paid full time or its part time equivalent office secretarial experience; OR,

• (B) Graduation with a diploma or certificate from a school of business or business institute with a major in Secretarial Science, Word Processing, or a related area, plus two (2) years of experience as defined in (A) above; OR,

• (C) Graduation from a regionally accredited or New York State registered college or university with an Associate's degree in Secretarial Science or related area plus one (1) year of experience as defined in (A) above; OR,

• (D) Graduation from a school of business or business institute with an Associate's degree in Secretarial Science, plus one (1) year of experience as defined in (A) above; OR,

• (E) Any equivalent combination of education and experience as defined by the limits of (A), (B), (C) and (D) above.

Preferred Qualifications:

• Bilingual and able to read, write, and speak Spanish, or other languages, proficiently

  Additional Information:

Job Type: Full Time, Regular

Hours: 8:45am - 4:45pm

Salary: $38,638..57 - $49,412.74

MCC offers a Flexible Work Policy for benefit eligible employees. Types of flexible work arrangements include flextime/staggered shifts, remote work/telecommuting and compressed work schedule. The availability of flexible work arrangements varies by division, department, and position, based upon business and operational needs. Limitations to flexible work arrangements are outlined in the official policy.

Prohibition of Remote Work Outside New York State: Remote work locations outside New York State are not authorized by the College due to out-of-state tax and regulatory implications. In limited circumstances, prompted by business or operational needs, the College may approve requests to work remotely outside of New York State, on a short term, temporary basis.

Monroe Community College prohibits discrimination based on race, color, religion, sex, sexual orientation, pregnancy, familial status, gender identity or expression, age, genetic information, national or ethnic origin, physical or mental disability, marital status, veteran status, domestic violence, victim status, criminal conviction, or any other characteristic or status protected by state or federal laws or College policy in admissions, employment, and treatment of students and employees, or in any aspect of the business of the College.

Notice Non-Discrimination (http://www.monroecc.edu/diversity/notice-of-non-discrimination/)

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