Administrative Secretary - Security

Summary

Performs advanced, diversified and confidential secretarial and administrative duties requiring broad and comprehensive experience, skill and knowledge of organizational policies and practices. Prepares correspondence, memorandums, reports, and other documents as needed. Screens telephone calls and visitors and resolves routine and some complex inquiries. Schedules and maintains calendar of appointments, meetings and coordinates related arrangements. Prepares and distributes minutes of meetings. Requires strong computer and written and verbal communication skills. Also calls for flexibility, excellent interpersonal skills, project coordination experience and the ability to work well with all levels of staff, as well as outside clients. Creates spreadsheets, letters, and emails; maintains confidentiality, communicates with school district representatives, graduate students, adjunct faculty members, and a variety of individuals who contact the departments; efficiently manages the department office; and assists department faculty members on an “as time is available” basis. This position will work closely with, and report directly to the Director and Assistant Director of Campus Safety and Security Patrol.

Duties and Responsibilities

• Screens telephone calls, making proper referrals, scheduling appointments, and answering questions regarding Campus Safety and Security Patrol policy, practice and procedures.
• Maintain public relations contact with faculty, students, visitors and others.
• Monitor Campus Safety and Security Patrol budget, implementing routine expenditures; process purchase orders and check requests as needed.
• Type (and edit as directed) correspondence, department emails, agendas, and other materials.
• Maintain the Campus Safety and Security Patrol website through the web-management system made available by the university and assist with any publications.
• Set up and maintain office files; maintain office supplies, library and periodicals subscriptions.
• Oversee upkeep and maintenance of office equipment.
• Compile and prepare material for reports (such as daily, weekly, monthly, and annual reporting) using initiative to gather data, establish estimates, conduct surveys and supervise projects.
• Maintains detailed schedule of office appointments and committees that involve the Director and Assistant Director of Campus Safety and Security Patrol
• AQMD
  • Oversees University’s qualification for AQMD
  • Complete quarterly and annual survey, host luncheons, promote and educate campus of program. 
  • Complete AQMD training 
• Parking enforcement:
  • responsible for ensuring that current parking enforcement system is up to date and working probably. This position is also responsible for overseeing parking permits, citations, citation appeals, tows, and cuffs. 
• Incident reports: collection and submission of all campus incident reports. 
• Hiring: responsible for scheduling interviews for when applications are submitted
• Training: overseas the completion of the Dispatcher Training Checklist for all new employees. (Checklist requirement for every new employee student or staff)
• Payroll: responsible for editing any payroll changes/ errors/ missed punches 

Knowledge, Skills and Abilities

• Communication: Especially where one must frequently convey detailed or important instructions or ideas accurately, loudly or quickly.
• Language Ability: ability to use passive vocabulary of 5-6000 words; to read at a slow rate; define unfamiliar words in dictionaries for meaning, spelling, and pronunciation. Ability to write complex sentences, using proper punctuation, adjectives, and adverbs. Ability to communicate in complex sentences; using normal word order with present and past tenses; and using a good vocabulary.
• Knowledge of Banner.
• Knowledge of Microsoft Office Suite.
• Attention to detail and follow-through skills.
• Ability to understand the importance of and uphold confidentiality regarding student records.

Certificates and Licenses

• Valid CA driver’s license
• Copy of DMV driving record
• Valid Guard Card, preferred

Education/Experience

• High school diploma
• 2 years of college education
• 3-4 years experience in a security office environment

Physical Demands

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee frequently is required to stand and reach with hands and arms. The employee is occasionally required to walk; climb or balance and stoop, kneel, crouch, or crawl.

Supervisory Responsibilities

• This job supervises clerical personnel and students.

Math Ability

• Ability to work with mathematical concepts such as probability and statistical inference.
• Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

Reasoning Ability

• ability to solve problems and deal with a variety of variables in situations where only limited standardization exists. Problems are highly varied, complex and often non-recurring, novel and require creative approaches to resolutions. New concepts and approaches may have to be developed. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule

Hourly Wage: $16.99 to $18.50 plus generous benefits listed below:

• Comprehensive health coverage available
• Tuition Assistance (spouse and dependent eligibility)
• 10 Paid Holidays
• FSA, Pet Insurance, Legal Services, Identity Protection Services, and more!