Administrative Specialist III

Administrative Specialist III

Under general supervision, performs a variety of intermediate administrative support duties that requires a significant level of knowledge of the assigned department, its services, policies, procedures, and operational details. Receives general supervision from managerial personnel. Exercises technical and functional direction over and provides training to student or hourly workers, and to less experienced administrative support staff, as assigned. The Administrative Specialist III level typically performs a wide variety of journey level administrative tasks to relieve department head of routine matters. Incumbents at this level are capable of performing intermediate administrative support duties, including assisting with budgets, providing department office coordination, and assisting in department-related projects and programs. Incumbents at this level are required to be fully trained in all procedures related to the assigned department of responsibility, working with an intermediate degree of independent judgment, tact, and initiative.

The Administrative Specialist III classification is the third 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 department 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 Colleges 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. Participate in providing resources and support towards the goal of a diverse, equitable, inclusive, socially just, anti-racist, and accessible academic and work environment. 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 departmental 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 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 the completion of the twelfth (12th) grade supplemented by college-level coursework; and five (5) years of varied administrative support experience preferably involving interaction with the public or two (2) years of experience equivalent to Administrative Specialist II. An Associates degree from a regionally accredited college is preferred. Experience working with policies and procedures relating to diversity, equity, inclusion, social justice, anti-racism, and accessibility preferably in a minority serving institution such as Hispanic Serving Institution (HSI) and Asian American and Native American Pacific Islander-Serving Institution (AANAPISI); OR experience with participation in programs relating to diversity, equity, inclusion, social justice, anti-racism, and accessibility preferably in a minority serving institution such as Hispanic Serving Institution (HSI) and Asian American and Native American Pacific Islander-Serving Institution (AANAPISI). The incumbent may periodically be required to travel to a variety of locations. If operating a vehicle, employees must have the ability to secure and maintain a valid California drivers license.