Secretary II, Workforce Development

Monroe Community College | Rochester, NY

Posted Date 3/20/2024

Job Function:

The duties of this position include providing administrative, staff, and student support in the Economic & Workforce Development Center (EWDC)/Finger Lakes Workforce Development Center (FWD Center) in-person, over the phone, and via email. Other office functions include data entry and data gathering, scheduling of facilities/classroom space, billing and invoicing preparation and execution, reporting, purchasing, organization and maintenance of paper files and e-files; and related clerical duties including copying, faxing, document imaging, processing of registration forms, and establishing and maintaining general office procedures and ordering and maintaining sufficient inventories of office supplies. The Secretary II also acts on behalf of the EWDC in accomplishing other routine administrative business, and types confidential and/or technical materials. The employee reports directly to and works under the general supervision of an administrative level staff member. Does related work as required. This position may exercise general supervision over lower level clerical staff, such as student employees.

Primary Functions:

  • Acts as receptionist for the Economic and Workforce Development Center (EWDC), answering the main line for the Finger Lakes Workforce Development Center (FWD Center) and Corporate College, referring or responding to inquiries as necessary, greeting students, clients, visitors and guests.
  • Monitors Public Folders in Outlook.
  • Maintains and updates open enrollment registration and "Process Pending" folder in Campus CE.
  • Prepares billing alerts - letter of agreement and company registrations.
  • Prepares and processes Notice of Personnel Action forms, including reconciliation for Board of Trustees Consent Calendar.
  • Processes purchase requisitions/orders, invoices, expense reports, etc.
  • Updates Microsoft Access Purchasing database with purchases requisitions/orders and backup documentation.
  • Prepares Check Requests for refunds, reimbursements, memberships/subscriptions.
  • Processes payment source for students ACCES VR, Veterans, CSEA Partnership vouchers, etc.
  • Prepares Deposit/Receipt Form for Student Accounts, locates student "M" numbers for deposits, checks, credit cards, cash.
  • Processes refunds or issues credit adjustment to company's invoice.
  • Orders office supplies and equipment.
  • Schedules meetings and use of departmental facilities in AdAstra/Outlook, ensuring all parties are contacted, and any scheduling conflicts are resolved.
  • Plans and coordinates conferences, workshops, ceremonies, special events, etc., including placing food orders with Sodexo.
  • Posts and maintains schedules of incoming/ongoing classes, programs, events, in the FWD Center and Corporate College to appropriate sources/displays.
  • Composes and prepares routine correspondence and reports dealing with well-defined administrative activities.
  • Prepares agenda and minutes of administrative meetings.
  • Proofreads typewritten materials for sense, consistency and quality as well as for spelling, grammar and punctuation.
  • Maintains and establishes confidential files and general office files.
  • Operates standard office equipment, i.e. printers, scanners, copiers, and placing service calls as needed.
  • Conducts training for support staff to cover reception desk.
  • Provides support for other support staff during vacation, sick time, personal time, etc.
  • Secondary Functions:

  • May exercise general supervision over lower level clerical staff, such as student employees.
  • Performs other duties and responsibilities assigned by the Director, Workforce Projects and Operations, Economic and Workforce Development Center, or designee.
  • MCC Expectations:

  • Adheres to the College Code of Conduct.
  • Contributes to, supports, and maintains an equitable, inclusive, and collaborative College environment.
  • Maintains technological competencies utilized by the College.
  • Commits to the philosophy of a comprehensive community college.
  • Commits to professional growth. which includes seeking ongoing training in diversity, equity and inclusion to better serve students.

  • Requirements:

    Required Qualifications:

  • Must currently hold the civil service title of Secretary II or be on the current eligible list for this title OR meet the following minimum qualifications to be eligible for a provisional appointment, if offered:

    • Graduation from high school or possession of an equivalency diploma, plus EITHER:

      • (A) Three (3) years paid full time or its part time equivalent office secretarial experience; OR

      • (B) Graduation with a diploma or certificate from a school of business or business institute with a major in Secretarial Science, Word Processing, or a related area, plus two (2) years of experience as defined in (A) above; OR,

      • (C) Graduation from a regionally accredited or New York State registered college or university with an Associate's degree in Secretarial Science or related area plus one (1) year of experience as defined in (A) above; OR,

      • (D) Graduation from a school of business or business institute with an Associate's degree in Secretarial Science, plus one (1) year of experience as defined in (A) above; OR,

      • (E) Any equivalent combination of education and experience as defined by the limits of (A), (B), (C) and (D) above.

  • Must be a Monroe County resident.
  • Preferred Qualifications:

  • Bilingual and able to read, write, and speak Spanish, or other languages, proficiently.

  • Additional Information:

    Job Type: Full time

    Hours: 8:45 a.m. - 4:45 p.m., Monday through Friday

    Salary: $38,638.57 per year. Eligible for increment at 6 months of service

    MCC offers a Flexible Work Policy for benefit eligible employees. Types of flexible work arrangements include flextime/staggered shifts, remote work/telecommuting and compressed work schedule. The availability of flexible work arrangements varies by division, department, and position, based upon business and operational needs. Limitations to flexible work arrangements are outlined in the official policy.

    Monroe Community College prohibits discrimination based on race, color, religion, sex, sexual orientation, pregnancy, familial status, gender identity or expression, age, genetic information, national or ethnic origin, physical or mental disability, marital status, veteran status, domestic violence, victim status, criminal conviction, or any other characteristic or status protected by state or federal laws or College policy in admissions, employment, and treatment of students and employees, or in any aspect of the business of the College.

    Notice Non-Discrimination
    Annual Campus Security & Fire Safety Report

    Application Instructions:

    Returning applicants may login to their Monroe Community College Careers Account to apply for this position. See the FAQ for using our online system. Please contact us if you need assistance applying through this website.

    The following documents MUST be submitted to be considered for this position:

    1. Resume/CV
    2. Cover Letter

    Please note: As part of the application process all applicants will be asked to provide the contact information for 3 professional references. References will only be contacted after interviews have occurred and only for applicants who are considered as finalists for the opportunity they applied to.

    Category: Support Staff/Civil Service
    Department: Workforce Development
    Locations: Rochester, NY
    Posted: Mar 20, 2024
    Closes: Open Until Filled
    Type: Full Time
    Position ID: 173860

    Salary38,638.57 Annual
    Employment Type
    Full Time

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