Administrative Specialist IV

Administrative Specialist IV

Under general supervision, performs a variety of advanced administrative support duties that requires a significant level of knowledge of the assigned division, its services policies, procedures, and operational details.

Receives general supervision from managerial personnel or similar high level administrator. Exercises technical and functional direction over and provides training to student or hourly workers and to less experienced support staff, as assigned.

The Administrative Specialist IV classification is the fourth level in the Administrative Specialist series which is comprised of four (4) levels. Positions in the series are distinguished by reporting and working relationships, level of independence, supervision received and exercised, decision making, judgment, and minimum qualifications for employment consideration.

Knowledge of principles and practices of supporting a diverse, equitable, inclusive, socially just, anti-racist, and accessible academic and work environment. Practices and methods of general office administration, including the use of standard office equipment. Principles and practices of providing technical and functional direction and training to assigned staff. Computer applications related to the work, including word processing, database, and spreadsheet applications. Applicable federal, state, and local laws, codes, regulations, and policies, technical processes, and procedures related to the division to which assigned. Principles and procedures of financial record keeping and reporting, basic accounts payable, and purchasing. Including business arithmetic, financial, and statistical techniques. Principles and practices of data collection and report preparation. Business letter writing and the standard format for reports and correspondence. Record keeping principles and procedures. Modern office practices, methods, and computer equipment. Alphabetical and numerical filing methods. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, students, and College staff, including individuals of various ages, disabilities, socio-economic and ethnic groups.

Skills and abilities include advocating for and communicating the College's vision and commitment to creating a diverse, equitable, inclusive, socially just, anti-racist, and accessible academic and work environment. Participating in addressing gaps in diversity, equity, inclusion, social justice, anti-racism, and accessibility in the recruitment and retention of staff. Maintaining confidentiality and being discreet in handling and processing confidential information and data. Interpreting, applying, and explaining applicable federal, state, and local laws, rules, regulations, policies, and timelines, as well as complex administrative and divisional policies and procedures. Performing responsible administrative support work with accuracy, speed, and general supervision. Providing varied and responsible office administrative work requiring the use of tact and discretion. Planning, scheduling, assigning, and overseeing activities of assigned personnel. Inspecting the work of others and maintaining established quality control standards. Training others in proper and safe work procedures. Understanding the organization and operation of the College and of outside agencies as necessary to assume assigned responsibilities. Composing correspondence and reports independently or from brief instructions. Understanding and carrying out complex oral and written directions. Researching, analyzing, and summarizing data and preparing accurate and logical written reports. Entering and retrieving data from a computer with sufficient speed and accuracy to perform assigned work. Establishing and maintaining a variety of filing, record-keeping, and tracking systems. Organizing and prioritizing a variety of projects and multiple tasks in an effective and timely manner; organizing own work, setting priorities, and meeting critical time deadlines. Operating and maintaining modern office equipment, including computer equipment and specialized software applications programs. Using English effectively to communicate in person, over the telephone, and in writing. Understanding scope of authority in making independent decisions. Learnings and applying emerging technologies and, as necessary, to perform duties in an efficient, organized, and timely manner. Reviewing situations accurately and determining appropriate course of action using judgment according to established policies and procedures. Establishing, maintaining, and fostering positive and effective working relationships with those contacted in the course of work.

Education and experience equivalent to an Associate's degree from a regionally accredited college with major coursework in business or public administration, public policy, or a related field; and three (3) years of varied administrative support experience preferably involving public contact; or two (2) years of experience equivalent to Administrative Specialist III at the College.