WHITE MOUNTAINS COMMUNITY COLLEGE

CLASSIFICATION:   Secretary  II                                                            FUNCTION CODE:  8091-058        

IN-HOUSE TITLE:    College Receptionist                                            DATE ESTABLISHED:  02/26/03          

POSITION #:              13579                                                 DATE OF LAST AMENDMENT:  11/02/09         

SCOPE OF WORK:  Serves as the College’s primary receptionist and for performing a variety of secretarial duties.  This position shall report to the Vice-President of Academic & Corporate Affairs at White Mountains Community College.

ACCOUNTABILITIES:

• Handles the College’s switchboard, answering all incoming calls, responding to inquiries and forwarding calls appropriately,  taking and delivering messages as needed; trains other staff on use of switchboard as needed; makes frequent contacts with students, employees and general public through maintenance of information desk;
• Receives, processes, and distributes all incoming and outgoing mail, including registered and special delivery.  Maintains operation of postage meter, including request of funds to replenish postage as needed;
• Reserves and processes College Use of Facilities requests, including rooms, equipment and Bistro usage; enters same reservations into Banner events module;  assigns classrooms for evening classes;
• Reserves College fleet as requested by employees. Maintains appropriate vehicle credit cards; informs Maintenance Department of driver-reported vehicle issues; completes fleet usage/gas reports monthly and annually;
• Receives and processes reservations for specialty luncheons offered by the Culinary Arts Restaurant;
• Prepares messages for external College sign and internal electronic message board;
• Coordinates the College’s locker program by assigning lockers and locks to students as requested;
• Assists Academic and other departments with projects as time permits, using Banner, word processing, spreadsheets, database, Blackboard, and videoconference equipment to accomplish such tasks;
• Complies with all college, system, state and federal rules and regulations including, but not limited to, health and safety policies, the State of New Hampshire policy on sexual harassment and all civil rights laws;
• Other duties as assigned.  

MINIMUM QUALIFICATIONS:

Education:  Completion of high school, G.E.D. or its equivalent, including courses in office procedures, word processing or typing.  Each additional year of approved formal education may be substituted for one year of required work experience.

Experience:  Two years' experience in a secretarial position, one year of which shall have been at the level of Secretary I or its equivalent. 

License/Certification:  Valid driver’s license or access to transportation. 

Preferred Qualifications: Working knowledge of word processing, database management, Excel, and Blackboard.

SPECIAL REQUIREMENTS:  For appointment consideration, Secretary II applicants must successfully participate in a written examination and straight copy typing exercise.  These examinations measure possession of knowledge, skills and abilities identified as necessary for satisfactory job performance by this class specification

RECOMMENDED WORK TRAITS:  Knowledge of modern office equipment and methods of operation.  Knowledge of business English, spelling, and arithmetic.  Knowledge of office practices and procedures.  Ability to type a variety of correspondence and statistical material and reports with speed and accuracy as well as transcribe dictation.  Ability to maintain confidential information.  Ability to maintain fiscal or departmental records. Ability to research records and prepare reports.  Ability to work independently.  Ability to assign, check and review work of other clerical employees.  Ability to establish and maintain effective working relationships with other employees and the public.  Must be willing to maintain appearance appropriate to assigned duties and responsibilities as determined by the agency appointing authority.

DISCLAIMER STATEMENT:  This class specification is descriptive of general duties and is not intended to list every specific function of this class title.