Administrative Specialist

Administrative Specialist

Under the general supervision of the Chief of Staff & Administrative Manager, the Administrative Specialist provides administrative support in areas that are essential to the operations of the Police Department: purchasing, facilities, payroll/personnel, and fiscal, and provides general administrative assistance to departmental staff. The Administrative Specialist serves as the liaison with various campus departments, other units on campus, other campuses, and outside agencies regarding purchasing, facilities, payroll/personnel, fiscal, and administrative support. The incumbent is expected to independently initiate work, resolve problems, implement solutions, and keep the Chief of Staff & Administrative Manager apprised of changes or problems. This is a professional staff (non-sworn) position in the UC Santa Cruz Police Department. A high level of awareness, diplomacy, and sensitivity is critical for this position. The ability to positively interact with Police Department employees, University officials, staff, faculty, students, community members, visitors, and professionals from other government agencies is required of incumbents to develop, maintain, and successfully perform in this customer service position. This position plays a critical function in the criminal justice system, and is a very critical position within the UC Santa Cruz Police Department. The position is considered an essential worker under the government code.

Budgeted Salary: $33.79/hour

Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information: Full-time, Fixed

Percentage of Time: 100%, 40 Hours per Week

Days of the Week: Mon-Fri, and additional days/hours as needed for critical events and emergencies.

Shift Includes: Day

Employee Classification: Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: CX, Clerical Unit

Job Code Classification: ADMIN OFCR 2 CX (004263)

Travel: Up to 25% of the time

Job Duties:

40% - Purchasing Administration

20% - Fiscal Support

20% - Payroll/Personnel

15% - Administrative Operations

5% - Facilities/Equipment Inventory/Space Planning

Required Qualifications:

Bachelor's degree in related area and / or equivalent experience / training.

Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally.

Demonstrated ability to communicate effectively orally.

Solid communication and interpersonal skills to communicate effectively with all levels of staff in writing.

Demonstrated ability to communicate effectively writing; ability to produce memos, reports, and letters and email correspondence in a clear, concise, logical and grammatically correct manner.

Proficiency in the use of English grammar, spelling and punctuation skills.

Solid organizational skills and ability to multi-task with demanding timeframes.

Ability to use discretion and maintain confidentiality.

Ability to conduct complex financial transactions in fast-paced environment.

Knowledge of standard accounting principles, practices and terminology.

Substantial experience working in a customer service driven, dynamic environment with rapidly shifting priorities, heavy workload and frequent interruptions.

Ability to interact in a professional, friendly, courteous manner with the campus community and public.

Demonstrated filing, recordkeeping and forms processing skill, and the ability to develop and maintain accurate and legible records with strict attention to detail.

Excellent record keeping skills with strong attention to detail and a high degree of accuracy.

Excellent computer skills with the ability to learn new applications as needed.

Expertise using spreadsheet applications, word processing software and database systems.

Demonstrated ability to effectively and tactfully interact with diverse groups of people and work effectively in a team situation.

Ability to be impartial and objective with persons of various backgrounds and personalities.

Demonstrated ability to read, and apply complex regulations, policies and control principles.

Demonstrated ability to listen effectively and speak in a clear concise manner sufficient to obtain information, explain policies and procedures and provide instructions and directions.

Demonstrated ability to solve problems and work independently, using good judgment.

Ability to use sound judgment in responding to issues and concerns.

Demonstrated numerical, and problem-solving skills sufficient to research issues and develop and recommend solutions.

Knowledge of standard office practices, procedures and methods including the operation of common office equipment.

Preferred Qualifications:

Familiarity working for a public university.

Experience with campus financial system (Banner/FIS), UC Path, Purchasing system (CruzBuy) and Campus Data Warehouse systems.

Experience working in a University law enforcement environment.

Ability to complete Journal entries other financial transactions.

Special Conditions of Employment:

Employee will be a staff member of the UC Santa Cruz Police Department and therefore must pass a thorough background investigation of personal and work history, including a fingerprint check of criminal history, post-offer medical and psychological exam, and a credit check, and possess a valid California driver's license.

As part of the background investigation process, you may be subjected to a detection of deception examination, such as a voice stress analysis or polygraph exam to verify the truthfulness of information that applicants have provided on the CA POST Personal History Statement (PHS) and to the background investigator directly.

Selected candidate will be required to pass a pre-employment criminal history background check.

Selected candidate must pass the employment misconduct disclosure process.

Must possess CPR/First Aid/AED certification or have the ability to obtain it within 60-calendar days of hire.

Must possess a valid license to drive in the state of California and participate in the Department of Motor Vehicles (DMV) pull notice program.

Interviewees will be required to provide a current DMV record.

Ability to work long periods of time at a computer with or without accommodation.

Ability to ascend/descend ladders with or without accommodation.

The selected candidate will be required to work all scheduled hours on-site.

Ability to occasionally work overtime with little or no advance notice.

Ability to respond to emergencies after hours as necessary.

Ability to work overtime including evenings, nights, weekends and holidays to meet operational needs, and work an alternate work schedule shift as required.

Selected candidate will be required to take a TB test.

Selected candidate will be required to provide proof of negative TB test.

Clery Act: This position has been identified as a Campus Security Authority (CSA); required to report crimes, incidents, and disciplinary referral statistics as required by the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (20 USC § 1092(f)).

Ability to travel within a defined regional or service area.

Ability to maintain appearance and conduct suitable for working in a professional setting.

Selected candidate will be required to complete training within established time frames as directed including UC compliance training.

The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.

Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment.

CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including