Administrative Specialist - Substitute

Administrative Support

Under direction, performs highly complex administrative support duties in compliance with established policies, procedures, and requirements; organizes, leads and coordinates assigned office activities and provides technical administrative support for departmental communications, finance/budgeting, contracts, grant development/administration, purchasing, curriculum and/or other areas as assigned.

Works under the direct supervision of the department manager. Does not directly or indirectly supervise other employees but may provide work direction to student workers, lower level employees and/or temporary employees.

This is a temporary substitute position on an as needed basis. Schedule will vary as needed for coverage.

Essential Duties and Responsibilities:

The following duties and responsibilities are typical of those performed by employees in this classification.

• Provides highly complex administrative support in compliance with established policies, procedures, and requirements; prepares and processes sensitive, privileged and/or confidential documents; maintains calendars and coordinates high-level interactions and meetings between district departments on behalf of the Dean or administrator; prepares meeting agendas and information packets; attends meetings and takes/prepares minutes; prepares and submits conference and travel reservations; processes travel or other management expense reimbursement claims.
• Organizes, leads, coordinates office activities and performs advanced administrative work in support of multiple major administrative functions, operations, programs and/or projects within an assigned department or division involving the use of independent judgement; serves as an advanced technical resource to others regarding areas of assignment; explains and interprets administrative policies, regulations and operational procedures to persons contacting the office such as faculty, students, staff and the general public.
• Prepares highly complex and detailed reports, letters, contracts, requisitions, statistical reports, documentation/schedules, correspondence, and other documents; checks documents for accuracy, completeness, punctuation, spelling and grammatical correctness; inserts charts, graphs, tables and other requested items; prepares complex letters and/or memoranda; prepares, submits and monitors the status of departmental Board reports, slips and resolutions.
• Greets and assists employees, students, and/or the public in person, on the phone, on the computer or through other means of communication and provides customer service in a calm, helpful and effective manner; researches and addresses complaints and issues and interprets and explains specialized and complex information regarding established rules, regulations, policies, procedures and technical office operations; obtains in-depth, complex and/or sensitive information from employees, students, and others.
• Maintains specialized information related to department programs and/or operations; maintains complex interrelated files; searches databases and record systems to gather, compile and report information of a technical, specialized or sensitive nature; researches internal and external data, methods, mechanisms and processes; performs technical data summaries and comparisons; develops and runs database queries; tabulates and summarizes data; identifies trends and concerns; prepares summary reports.
• Coordinates and/or performs technical bookkeeping duties in support of departmental fiscal operations; computes, collects and receipts monies and fees; processes accounts payable invoices; maintains ledgers, accounts, spreadsheets and/or databases; monitors budgets for assigned functions; initiates appropriation, expenditure and revenue transfers and budget revisions; monitors expenditures to ensure fiscal integrity; compiles, analyzes, calculates and retrieves budget reports.
• Prepares requisitions and orders; requests, receives, and stores supplies, books, materials, and equipment and maintains office inventories; coordinates with external vendors and Purchasing staff to initiate large purchases in accordance with College procurement policies; receives and processes invoices and forwards for payment.
• Compiles and assists with the preparation of complex grant application information for management review and input; gathers information from division managers and/or project managers for grant narratives; monitors grant budgets and accounts and tracks expenditures.
• Assist with the development of administrative processes and provides recommendations; prepares reports using clerical and administrative tools, such as complex spreadsheets and databases, to assist management with tracking and analyzing information; investigates and recommends solutions for improving office technology.
• Plans and prepares electronically-based communication materials; may update website pages, social media accounts, and/or other communication tools; may develop and prepare visual presentations, flyers, and graphic materials regarding departmental events.
• Maintains timelines and priorities to meet deadlines; exercises independent judgment in the implementation of administrative procedures and protocols within the scope of established policies; works closely and cooperatively with other departments to perform assigned duties.
• May prepare and/or approve employee timesheets and payroll documents.
• May provide administrative support and coordination for committees; may serve as the department liaison for external agencies.
• May organize and coordinate special department events and activities.
• May provide work direction to student workers, lower-level employees and/or temporary employees.
• Performs other related duties as assigned.

Minimum Qualifications:

The education, training and experience qualifications are considered likely to provide the required knowledge and abilities to perform the above essential duties.

Education and Experience:

Associate's degree from an accredited college or university.

Five years of office administrative experience in a high volume, high traffic office, including at least one year providing support directly for a manager.

Licenses/Certificates/Other Requirements:

• None.

Knowledge of:

• Principles and practices of technical bookkeeping.
• Administrative support methods of researching, gathering, organizing and reporting data.
• Administrative support practices related to bookkeeping, payroll, purchasing, inventory control, and office systems development/maintenance.
• Methods of prioritizing, planning and organizing work.
• Laws, regulations, standards, and/or requirements applicable to areas of assignment
• Standard office practices or procedures.
• Standard office software and modern office equipment.
• Standard formats for business letters and other communications.
• Methods of filing information using alpha, numeric and alphanumeric systems.
• Correct use of the English language, including spelling, punctuation and grammar.
• Principles and practices of customer service.
• Business arithmetic.

Ability to:

• Perform bookkeeping duties associated with budget administration and purchasing.
• Perform complex technical administrative work.
• Research, organize and, maintain information, including financial or program-specific data.
• Research, apply, and explain the laws, regulations, policies and/or procedures applicable to the area of assignment.
• Operate a variety of office equipment including computers and printers/copiers.
• Utilize standard office software (e.g., email, word processing, and spreadsheet software).
• Maintain confidentiality of sensitive and/or protected information.
• Prepare reports, correspondence and other documents using multiple business formats.
• Prioritize work and complete assignments accurately and within established deadlines.
• Provide and obtain detailed information to/from others.
• Provide customer service with a high level of sensitivity, tact and patience.
• Exercise reasonable judgment in performing job duties.
• Work and perform duties independently.
• Perform and prioritize multiple tasks.
• Communicate effectively, both orally and in writing.
• Establish and maintain cooperative and effective working relationships with all employees and others encountered in the course of work.
• Demonstrate a sensitivity to, and understanding of, the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students.

Physical and Mental Standards:

• Mobility: frequent sitting for long periods; occasional kneeling, crouching, pushing, pulling, walking and standing; occasional reaching above and below desk level.
• Dexterity: frequent fine manipulation sufficient to operate a computer keyboard; frequent grasping to handle individual papers, write and take notes; and feel individual objects.
• Lifting/Carrying : frequent lifting of papers, files, equipment and material weighing up to 10 pounds; occasional lifting up to 25 pounds.
• Visual Requirements : frequent use of vision sufficient to read files, documents, and computer screens, and do close-up work.
• Hearing/Talking : frequent hearing and speaking in person and on the telephone.
• Emotional/Psychological Factors : frequent contact with others including extensive public contact; frequent deadlines and time-limited assignments.

Environmental Conditions:

• Work is typically performed in standard office environment.

Application Process