Secretary

Special Instructions

Dear Applicant,

The South Texas College Office of Human Resources will not be held responsible for redacting any confidential or sensitive information from the documents that you attach to your application. Confidential and sensitive information include the following:

• Social Security Number
• Date of Birth
• Age
• Citizenship Status
• Gender
• Ethnicity/Race
• Marital Status
• Applicant Photos
  

* A redaction guide can be found by clicking here.

Please make sure that you omit this information from your application prior to submission. We are advising you that the Office of Human Resources will be forwarding your application to the hiring department as per your submission.

Transcripts
Transcripts must be from an institution accredited by an accrediting agency recognized by the U.S. Department of Education or the Council for Higher Education Accreditation (CHEA).

Foreign transcripts
Applicants submitting employment applications with foreign transcripts must provide transcript equivalency documentation from an approved evaluation service. The evaluation service must be a member of the National Association of Credential Evaluation Services (NACES). The evaluation service links on the following site are provided by South Texas College for your convenience but are not affiliated with South Texas College: NACES Members

Job Description

Department: Finance and Administrative Services

General Statement of Job

The Secretary performs secretarial duties in the department and provides support to the Office of the Vice President for Finance and Administrative Services.

Specific Duties and Responsibilities

Essential Functions:

• Interacts and provides customer service (in person, email, and telephone) with students, staff and the public in a positive manner and answers questions regarding department matters.
• Responds to internal and external inquiries, problems and concerns, and exercises sound judgment in addressing referral of inquiries or concerns, or transferring them to the appropriate department/person.
• Prepares routine correspondence, forms, reports, graphs, letters, memos, and other material using standard electronic and computer-based equipment.
• Coordinates signatures submitted to Vice President's Office, including maintaining log-in and log-out sheets, scanning final signatures, and returning to departments.
• Works on clerical and filing functions, maintains organization of hard-copy and electronic files, and answers the telephone.
• Participates in proofreading reports, program revisions, or other related documents.
• Assists in planning meetings/activities/events.
• Attends training sessions as available to increase and improve skills.
• Conducts back-up procedures on computers.
• Scans files as needed and uploads files into specified department shared drive folders.
• Maintains files of specified and confidential materials.
• Ensures conference rooms are adequately setup for Vice President meetings.
• Maintains calendars of scheduled appointments, meetings and special events.
• Assists in monitoring the budget for the department.
• Assists in processing requisitions and invoices for payment.
• Monitors and manages inventory and supplies, re-orders, and stocks items as needed.
• Maintains tickler of annual reports and other activities.
• Assists with the preparation of workshop materials, department projects, and online data.
• Performs other duties as assigned.

Required Education and Experience

1. To qualify, one of the following must be met:

• College Certificate; Associate's degree preferred
• A minimum of 30 earned college hours

2. At least one (1) year of work experience in a professional work setting required.

Required Knowledge, Skills and Abilities

• Excellent oral, written and interpersonal communication skills.
• Strong computer skills with knowledge of Microsoft Office including, but not limited to, Word, Excel, PowerPoint, and Outlook, the Windows environment, and internet research skills.
• Strong proficiency in composing correspondence and preparing lengthy documents and reports.
• Strong critical-thinking and problem-solving skills.
• Ability to prioritize, organize, and complete multiple tasks with attention to detail, within stated deadlines.
• Ability to work independently as well as a team player within department and with others.
• Ability to adapt to constant change and periods of fast-paced, high-intensity work situations.