Senior Administrative Secretary, Building and Grounds Dept.
Contra Costa Community College District - Martinez, CA

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Recruitment Type:
Open (Internal and External applicants)

Special Instructions to Applicants
Note: New employees will be placed at the first step which is $1,752 per month. Based on current salary placement guidelines, all step increases for which an employee becomes eligible shall take place on July 1st of each fiscal year. These increases will occur, on an annual basis, until the maximum step of 2,134.50 per month is reached on the salary schedule.

Position Title
Senior Administrative Secretary, Building and Grounds Dept.

Posting Number

# of Openings


$1,752 per month (first step)

Position Status

Overtime Status
Non-Exempt (eligible)


# of Hours Scheduled Per Week

Work Schedule By Day and Work Hours
Monday – Friday, 8am – 12pm

# of Months

EEO Job Category

Employee Group

L2010-LMC Buildings & Grounds Dept

Position Definition
To perform a wide variety of complex and responsible secretarial and administrative duties; and may provide technical and functional lead supervision over lower level clerical classes.

Distinguishing Characteristics
This is the most advanced level class in the Secretary series. Positions in this class are normally filled by advancement from the lower class of Administrative Secretary, or, when filled from outside, require prior responsibilities both in responsible secretarial duties and in office management, lead capacities, or technical uses of micro-processors for office support.

Examples of Duties/Essential Functions
Duties may include, but are not limited to, the following: Assist in planning, scheduling and supervising activities; research the more difficult questions pertaining to policies and procedures; interpret and implement District policies and procedures relating to the assigned area. Examine, analyze, and verify fiscal records and expenditures; assist in developing budget; reconcile budget accounts to ensure accuracy. Relieve supervisor of routine personnel, budget, and payroll functions; initiate and maintain a variety of files and records such as payroll, budget and attendance. Receive invoices for purchases; develop accounting system for payables and receivables; pay on a confirming requisition or continuing order; maintain ledger and balance of accounts in budget. Act as a liaison between campus employees and the public to coordinate activities; answer phones and screen calls; schedule appointments; type letters and confidential memos; research and prepare reports, including statistical reports. Dispatch service requisitions; determine priorities and assign; determine if work requested is an emergency. Type and proofread a wide variety of letters, memos, manuscripts, tests, course outlines, newsletters, course proposals and various reports. Coordinate scheduling procedures and detect conflicts and omissions. Keep records of staff vacation, sick leave and schedule changes. Notify students of and post canceled classes. Answer telephone; screen calls and provide information to callers. Perform research and prepare a variety of complex statistical reports. May act in a lead capacity for other secretarial and clerical positions. Use a computer terminal to update records, retrieve information, and to create and print text and tables. May serve as Secretary to a Committee; prepare agendas; schedule facilities; record, prepare minutes; independently compose letters and memos. Supervise and train assigned staff. Perform related duties as assigned.

Minimum Qualification-Education/Experience
Experience and Training: Any combination of experience and training that would likely provide the required knowledge and skills is qualifying. A typical way to obtain the knowledge and skills would be: Experience: Competent experience performing a wide variety of clerical, secretarial, administrative support work comparable to that assigned to an Administrative Secretary in the District. Training: Equivalent to completion of the twelfth grade including or supplemented by specialized secretarial and word processing/spreadsheet training.

Minimum Qualification-Knowledge Of
Modern office methods, procedures and word processing software. Record keeping principles and procedures. English usage, spelling, grammar and punctuation. Basic mathematics. Theories and practices of supervision and personnel management. Methods for designing specialized microcomputer applications using commonly used word processing, spread sheet, or data base programs such as Microsoft Word, Excel, dBased III or IV for use in the area assigned.

Minimum Qualification-Skill To
Type at a speed of not less than 50 net words per minutes from clear copy. Work independently and follow through on requests. Learn District policies, procedures, organization and operating details. Operate dictating machines and other office equipment including a calculator and personal computer. Determine work priorities. Communicate effectively both orally and in writing. Provide technical supervision and training for other employees. Interpret and explain District policies, rules and regulations. Work independently in the absence of supervision. Analyze situations carefully and adopt effective courses of action. Design new procedures for the clerical and secretarial operation of the area assigned. Use a microcomputer to design specialized systems for record keeping and report generation using commonly used software used in business offices by secretarial workers.

Minimum Qualification-Ability To
Desirable Qualifications
1. Proficient in handling a high volume of inquiries by phone, internet, or in person for a large department with heavy client and employee interaction.

2. Familiar with work-order generating systems, work assignment decision-making, organization, follow-up and resolution of work orders for a large scale maintenance or facilities department.

3. Experience with invoice reconciliation and processing, proper budget assignment and monitoring, as well as report generation for budget management processes.

4. Competent in employee-related processes such payroll oversight, timecard accuracy and completion, including employee overtime tracking for payment and recordkeeping.

5. Experience with a variety of common business computer applications, especially Microsoft Word, Excel, Outlook and database recordkeeping systems, such as Datatel Colleague.

6. Ability to work in a busy work environment with time constraints and to prioritize work assignments successfully with minimal supervision.

7. Demonstrated sensitivity to, and ability to work with, diverse racial, ethnic, gender, disabled, and cultural populations.

Job Open Date:

Job Close Date:

Open Until Filled

Diversity Statement
The Contra Costa Community College District does not discriminate against any applicant for employment on the basis of race, religion, color, national origin, ancestry, physical or mental disability, medical condition, marital status, age, sex, or sexual orientation. This prohibition against unlawful discrimination extends to any person who is perceived to have any of the above characteristics or who is associated with someone who has, or who is perceived to have, any of those characteristics.

About Us
About the District
Contra Costa Community College District (CCCCD) is located in Contra Costa County in the beautiful and diverse San Francisco East Bay area. Contra Costa County has approximately one million residents, living within 720 square miles. The county is diverse in business, population, and wealth.

CCCCD first opened its doors in 1949. It is the second oldest and eighth largest multi-college community college district in California. The county population is served by Contra Costa College in San Pablo, Diablo Valley College in Pleasant Hill, Los Medanos College in Pittsburg, in addition to the Brentwood Center, and San Ramon Campus. The District Office located in downtown Martinez, supports the mission and functions of the colleges.

Contra Costa College
Contra Costa College is a dynamic, comprehensive community college with a diverse student population. The institution has served the communities of West Contra Costa County for more than 59 years. Most of the 8,500-plus students who attend the college come from local communities, but many also come from neighboring communities and from countries throughout the world. The college offers certificates and degree programs in 70 areas. It prepares students for immediate employment and for transfer to four-year colleges and universities. Faculty and staff are proud to be affiliated with an institution that has a tradition of excellence and a reputation for educating students to live and work in a diverse global environment.

Diablo Valley College
Diablo Valley College is a large suburban community college, approximately 25 miles east of San Francisco in Contra Costa County. One of three colleges in the Contra Costa Community College District, DVC enrolls approximately 20,000 students, about 40% who come from groups historically underrepresented in higher education. DVC ranks consistently as one of the most successful transfer institutions in California and also offers a wide range of highly respected occupational programs leading to certificates or degrees. The faculty is known for its intellectual vitality and deep commitment to the success of its students.

Los Medanos College
Los Medanos College, opened in 1974, is the newest campus of the Contra Costa Community College District. The college prepares students to excel and succeed economically, socially and intellectually in an innovative, engaging and supportive learning environment. LMC provides quality programs and state-of-the-art facilities to serve the needs of a rapidly-growing and changing East County while enhancing the quality of life of the diverse communities it serves. Los Medanos College is known for its transferable general education program and career technical programs strongly connected with local business and industry. The college serves approximately 10,000 students.

Employee Benefits:
Insurance: The District offers health, vision, dental and life insurance for monthly classified employees and managers/supervisors and their eligible dependents. Monthly classified employees and managers/supervisors covered by another health medical plan may waive District coverage and receive a monthly cash stipend.

Retirement: Most employees are members of the PERS (Public Employees Retirement System) with a 2% 55 formula. Faculty employees and Academic Managers are members of the STRS (State Teachers Retirement System). Police Service employers are members of Safety Public Employees Retirement System (2% at 50).

Deferred Compensation: The District offers two optional deferred compensation plans. Eligible employees have a choice of the 457, 403b plans and a selection of savings and investment options.

Leave Allowance: The District offers monthly eligible classified employees and managers/supervisors a generous vacation and sick leave benefits as well as 20 paid holidays annually (which can vary based on length of winter break).

Additional Benefits: The District also offers monthly eligible classified employees and managers/supervisors educational reimbursements, employee assistance programs, a travel assistance plan, longevity compensation, retiree benefits, employee discounts on health memberships and a comprehensive wellness program.

Agency Shop: Local One Classified positions are within a collective bargaining unit. Local One employees are required to join the union or pay an equivalent service fee. This is a one-time initiation fee of $45.00 and monthly contributions of 1% of gross pay + $1. The United Faculty positions are also within a collective bargaining unit. United Faculty employees are required to join the union or pay an equivalent service fee. The monthly contribution is an agency fee of .55 % of gross pay + $2.50.

For further information regarding benefits eligibility and details please refer to the following documents available on the 4CD website:

Classified Employees Local 1 Contract(Article 20-Benefits):

Managers/Supervisors/Confidential Personnel Manual (Section 8-Insurance Benefits):

ADA Accommodations
In conformance with the Americans with Disabilities Act, requests for reasonable accommodations may be made to (925) 229-1000 ext. 1298 or For administrative purposes, requests must be made at the time of application.

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