Sr. Secretary (Reg FT)

Community College of Allegheny County; Pittsburgh (Allegheny County); On-site; USD 25,000 - 29,000; Full time

Benefits offered by this job

Excellent health plan

Free employee parking

403b with employer match

Job summary

Community College of Allegheny County is seeking a Sr. Secretary (Reg FT) at Boyce Campus to handle administrative secretarial duties for the Dean of Student Development. The role demands strong communication with students, faculty and staff and the coordination of meetings, budgets and events.

The position requires a high school diploma or GED with three years of related experience; strong organization and multi-tasking skills are essential in a fast-paced campus environment.

Qualifications

• High school diploma or GED plus three years of relevant experience.
• Excellent interpersonal and customer service skills.
• Ability to multitask and communicate CCAC policies clearly.

Responsibilities

• Provides quality customer service to internal and external customers.
• Prepares complex correspondence, reports and other documentation.
• Develops and maintains filing systems for confidential materials.
• Interfaces with students, faculty, staff and outside agencies to exchange information and resolve issues.
• Arranges conferences and events, including agendas, brochures, and scheduling.
• Maintains budgetary and financial information and investigates discrepancies.

Skills

Interpersonal skills

Multitasking

Customer service

Communication

Clerical skills

Organization

Team player

Beginner to intermediate PC software

Attendance reliability

Education

High school diploma or GED

Tools

Office equipment operation

College software packages

Job description

Sr. Secretary (Reg FT)

Position Title: Sr. Secretary (Reg FT)

Department: Dean of Student Development

Campus: Boyce Campus

Benefits: CCAC offers an exceptional benefits package. Highlights include an excellent health plan with very low out-of-pocket expense network option, generous time off and holiday pay, a 403b retirement plan with up to 10% employer match or other options through the State's retirement defined benefit pension system, free employee parking, public service (student) loan forgiveness eligible employer, and employer paid benefits including group life insurance, short-term and long-term disability insurance, and flexible spending accounts.

Remote Work Option: Fully In-Person

Work Hours (for hourly positions): Monday-Friday, 8:30 am - 4:30 pm. Additional hours, including evening and weekend hours, may be needed to meet the needs of the department.

Salary Grade: SEIU E - $18.38

Job Category: Office Support Staff/Maintenance/Housekeeping

Employment Type: Regular Full-Time

Job Slot: 0140

Job Open Date: 6/27/2024

Job Close Date: 7/17/2024

General Summary: Performs a variety of administrative secretarial duties for a major campus department or division, which may include preparation of complex correspondence, reports, advertisements and news releases, developing filing systems and other analytical assignments.

Job Specifications:

Education and Experience: High school diploma or GED plus three years of relevant experience gained through previous job related training or education.

Certifications/Licensures: N/A.

Skills/Abilities Requirements: Should possess excellent interpersonal skills in interfacing with faculty, staff and students. Ability to multitask while effectively communicating CCAC policy and procedures to students and their Must be able to operate various office equipment, including a personal computer, and appropriate College software packages or equivalent. Should possess good organizational, customer service, communication, interpersonal and clerical skills. Detail oriented, ability to multi-task meet deadlines and be a team player. Ability to travel to perform work duties at any campus or center location within the CCAC system. Required to have regular and timely attendance.

Physical Requirements, If Applicable: Must be able to work in a general office environment with the ability to sit for at least 2 hours without interruption.

Job Duties

1. Provides quality customer service to both internal and external customers.
2. Prepares complex correspondence, reports and other documentation.
3. Develops and maintains complex filing systems for confidential materials.
4. Interfaces with students, faculty, staff and outside agencies to exchange information, provide policy interpretation and provide initial assistance in resolving complaints.
5. Arranges for conferences and special events which include preparing agenda, designing brochures and programs, overseeing registration and scheduling facilities and resources.
6. Prepares and maintains budgetary and other financial information and investigates discrepancies.
7. In addition to the above described job duties, you may perform the following duties as specific to your department as indicated below:
   • Academic Area: Compiles payroll for employees and part-time personnel; room scheduling; create, edit, and cancel course sections; full-time faculty workloads and adjunct contract letters; takes, transcribes, and distributes minutes of various management and faculty-involved meetings; tracking of required faculty job duties such as Appendix L, class attendance, grade submission, I-grade contracts, contract letters, workload forms, portfolios, attendance at college events; purchase requisitions and vouchers
   • Admissions: Admissions paperwork processing (transcripts, acceptance letters, applications).
   • Student Development: Compiles payroll for employees and part-time personnel; takes and transcribes minutes of management meetings.
   • Financial Aid: PHEA state award grants, review reports, reconciliation process.
8. Perform all duties in accordance with applicable laws, collective bargaining agreements, board policies and administrative regulations and directives.
9. Performs other clerical duties related to specific/unique needs of the department.
10. Performs other related duties as required or assigned.

Clearances: Current criminal record/child abuse clearances will be required if offered the position and in order to be employed at the College. The three clearances are Pennsylvania Child Abuse History Clearance, Pennsylvania State Police Criminal Records Check, and Federal Bureau of Investigations (FBI) Criminal Background Check. The College has provided instructions on how to obtain these clearances and are available here.