Administrative Specialist IV (Restricted Funds)

Administrative Specialist IV (Restricted Funds)

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.

Advocate for and communicate the College's vision and commitment to creating a diverse, equitable, inclusive, socially just, anti-racist, and accessible academic and work environment. Participate in addressing gaps in diversity, equity, inclusion, social justice, anti-racism, and accessibility in the recruitment and retention of staff. Maintain confidentiality and be discreet in handling and processing confidential information and data. Interpret, apply, and explain applicable federal, state, and local laws, rules, regulations, policies, and timelines, as well as complex administrative and divisional policies and procedures. Perform responsible administrative support work with accuracy, speed, and general supervision. Provide varied and responsible office administrative work requiring the use of tact and discretion. Plan, schedule, assign, and oversee activities of assigned personnel. Inspect the work of others and maintain established quality control standards. Train others in proper and safe work procedures. Identify and implement effective course of action to complete assigned work. Understand the organization and operation of the College and of outside agencies as necessary to assume assigned responsibilities. Compose correspondence and reports independently or from brief instructions. Understand and carry out complex oral and written directions. Research, analyze, and summarize data and prepare accurate and logical written reports. Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work. Establish and maintain a variety of filing, record-keeping, and tracking systems. Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines. Operate and maintain modern office equipment, including computer equipment and specialized software applications programs. Use English effectively to communicate in person, over the telephone, and in writing. Understand scope of authority in making independent decisions. Learns and applies emerging technologies and, as necessary, to perform duties in an efficient, organized, and timely manner. Review situations accurately and determine appropriate course of action using judgment according to established policies and procedures. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

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.

Incumbents work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Incumbents may interact with staff and/or public and private representatives in interpreting and enforcing divisional policies and procedures.

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle to visit various College and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing in and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Incumbents in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Incumbents must possess the ability to lift, carry, push, and pull materials and objects weighing up to 20 pounds.