Executive Secretary (CTE) - Kern Community College District in Bakersfield California

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Kern Community College District

Bakersfield, California

United States

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Detailed Job Description

College Site

Bakersfield College

Basic Fuction

Under the direction of an assigned supervisor, perform a variety of highly responsible secretarial and administrative duties; provide information and assistance to the public.


Participate and assist in the administration of the office; research, compile, analyze and summarize data for special projects and various comprehensive reports; prepare or direct the preparation of annual, quarterly and administrative reports; prepare minutes of meetings; supervise the ordering and storage of office supplies.

Maintain appointment schedules and calendars for executive staff members and other office staff; schedule and arrange travel itineraries and reservations; coordinate activities with other departments, division chairs, the public and outside agencies.

Serve as receptionist for assigned office; screen calls, visitors and mail; respond to sensitive requests for information and assistance; interpret district policies, rules and regulations in response to inquiries and complaints; resolve student concerns and complaints; refer inquiries as appropriate.

Participate in budget preparation and administration; prepare cost estimates for budget recommendations; submit justifications for budget items.

Initiate and maintain a variety of files and records for information related to the office; maintain manuals and update resource materials.

Type and assemble reports, manuals, newsletters and other materials and distribute to staff; attend, take, prepare and distribute minutes of board and committee meetings as directed.

Assign, direct and review the work of staff involved in secretarial and clerical duties of the office; review work for accuracy.

Type and proofread a wide variety of reports, letters, memoranda and statistical charts; type from rough draft, verbal instructions, transcribing machine recordings or dictation; independently compose correspondence related to assigned responsibilities.

Exercise functional and technical direction over clerical staff.

Perform related duties as assigned.

Any combination equivalent to:

Graduation from high school supplemented by specialized secretarial or office training AND four years of increasingly responsible secretarial experience.

Note: Degrees and credits must be from accredited institutions (Title V Section 53406). Any degree from a country other than the United States, including Canada and Great Britain, must be evaluated by an evaluation service.

Note: The screening of candidates will be conducted by a screening committee. The screening committee reserves the right to limit the number of interviews granted. Meeting the minimum qualifications for a position does not assure the applicant of an interview.

Knowledge of:

  • Basic principles and practices of fiscal, statistical and administrative research and report preparation.
  • Correct English usage, spelling, grammar and punctuation.
  • Rules, regulations, policies and procedures of the community college system.
  • Modern office procedures, methods and equipment.
  • Public relations techniques.
  • Operation of a computer terminal and specified software such as word processing and spreadsheets.
  • Business letter writing and basic report preparation.
  • Record-keeping techniques.
  • Principles and practices of providing work direction and guidance.

Ability to:

  • Interpret and apply office policies and procedures.
  • Work cooperatively with other departments, offices, students and outside agencies.
  • Perform responsible secretarial work involving the use of independent judgment and personal initiative.
  • Understand the organization and operation of the district and of outside agencies as necessary to assume assigned responsibilities.
  • Analyze situations carefully and adopt effective courses of action.
  • Research, compile, analyze, interpret and prepare a variety of fiscal, statistical and administrative reports.
  • Maintain confidential data and information for executive staff.
  • Independently prepare correspondence and memoranda.
  • Operate a variety of office equipment including a fax machine, copier and multi-line phone.
  • Provide work direction and guidance to assigned staff.
  • Operate a computer terminal and specified software such as word processing and spreadsheets.
  • Communicate effectively both orally and in writing.
  • Establish and maintain cooperative and effective working relationships with others.

Minium Salary

$3,280.31 per month

Maximum Salary

$4,634.99 per month (maximum entry $3,280.31 per month)


It shall be the policy of the Kern Community College District that equal opportunity to seek, obtain, hold, and advance in employment in the District shall be afforded to all who qualify without discrimination because of race, color, ethnic group identification, ancestry, religion, national origin, sex (gender), sexual orientation, age, and/or physical or mental disability. Appropriate qualifications for the performance of specific duties are the basic criteria for the employmentand promotion of personnel. Additional efforts will be made to recruit, develop, and to promote qualified members of groups that are underrepresented in the District workforce, even if that under-representation cannot be traced to particular discriminatory actions on the part of the District.If you have any questions regarding this policy, please contact the Human Resources Department at (661) 336-5141.

Keyword Phrases

  • Executive Secretary (CTE)
  • 3 campuses serving 38,000 diverse students
  • Committed to continuous quality improvement
  • Invested, Inclusive, Accountable, Focus, Committed
  • Program Administrators and Coordinators
Employment Type:Higher Education Executives
Degree Required: See Job Description
Experience: See Job Description
Salary: Not Specified
Type of School:2 - Year Institution / Technical
Application Requirements: CV/Resume
Cover Letter