Secretary (Subject to Board Approval of FY 27 Budget)

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. 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.

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: Facilities Operations and Maintenance

General Statement of Job

The Secretary performs secretarial duties in department.

Specific Duties and Responsibilities

Essential Functions:

• Interacts and provides customer service with students, staff and the public in a positive manner and answers questions regarding department matters.
• Receives incoming phone calls, answers questions and refers calls to appropriate personnel as necessary.
• Creates requisitions for maintenance, contract parts and/or services, as needed.
• Assists in monitoring budget for department and completes reconciliation reports for the Maintenance Department's organizations.
• Processes invoices for payment.
• Maintains time records for department staff; submits payroll documentation including overtime.
• Assists department staff with WorkDay questions and concerns.
• Uses the department's work order system (CMMS) to input work orders.
• Prepares memos, letters, forms, reports and other routine correspondence.
• Monitors and manages inventory and supplies, re-orders and stocks items as needed.
• Participates in proofreading reports, program revisions or other related documents.
• Makes travel arrangements, including transportation and accommodations, and prepares travel requests and vouchers.
• Maintains files of specified and confidential materials.
• Maintains calendars of scheduled appointments, meetings and special events.
• Assists in planning meetings/activities.
• Prepares workshop materials, department projects and online data.
• Attends trainings as available to increase and improve skills.
• 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.
• Ability to perform basic office skills.
• Ability to prioritize, organize, and complete multiple tasks with attention to detail, within stated deadlines.
• Demonstrated commitment to achieving the vision and mission of South Texas College.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to speak effectively before groups of students, customers or employees of organization.
• Ability to apply practical understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.

Checks, Certificates, Licenses, and Registrations

• Security Sensitive position: Al