Administrative Specialist II (Part-Time)

Administrative Specialist II (Part-Time)

Under general supervision, performs a variety of journey-level administrative support duties that requires knowledge of the assigned division/department its policies, procedures, and/or operating details. Receives general supervision from assigned 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 II classification is the second level in the Administrative Specialist series which is comprised of four 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. The Administrative Specialist II level typically perform a wide variety of journey-level administrative tasks requiring responsible administrative support work that is of a broader range and at a greater level of complexity, including working more independently and exercising a higher level of judgment and initiative. Incumbents at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the area of assignment, program, or department.

Examples of essential functions include performing a wide variety of journey-level administrative duties to support the program or department to which assigned, including collecting specialized student data for reporting to regulatory agencies; ensuring compliance with policies, procedures, and state and federal regulations; coordinating campus transportation, events, and/or facilities rentals; receiving, logging, scheduling, and distributing service requests and work orders; assisting with student accommodations; and assisting computer users with troubleshooting basic technical problems. Assists with maintaining program or department budget tracking, and processing department requisitions. Follows up with vendors; assists in the development of contracts; prints and reviews invoices for accuracy. Assists in coordinating the evaluation process for probationary, adjunct, and/or full-time faculty; schedules and tracks evaluation meetings; monitors and tracks submission of evaluation materials. Assists in providing telephone and/or front counter support to students, parents, staff, faculty, and the general public as assigned; responds to moderately complex inquiries by explaining program requirements, departmental policies, procedures; and applies a moderate level of policy interpretation and independent judgment, or by referring the customer to the appropriate source; provides general information regarding the assigned program, department, or the College; distributes documents as requested and may assist students, visitors, and other customers in completing such documents; refers callers/visitors to appropriate departments or individuals. Performs a wide variety of customer services duties, such as answering a variety of questions and responding to moderately difficult complaints; providing information regarding the College, department, information of the student or employee. Assisting in coordinating department or campus tours; assembling informational and orientation packets; making appointments with other department staff; and by referring visitors/callers to other programs, departments, off-campus services, other help agencies, and community groups, as appropriate. Performs skilled word processing, data entry, and transcription using independent judgment and discretion in preparing correspondence, meeting minutes, and reports; checks drafts for spelling and grammar; makes or suggests corrections to drafts; inputs and retrieves data into various program, department, and/or College-wide software applications and database systems; maintains program and/or department-specific databases. Copies, compares, or compiles data to produce monthly statistical reports for managers by checking data, making necessary corrections, and producing data in final form. Researches records within areas of responsibility to prepare and provide follow-up information to customer and staff inquiries. Gathers, assembles, updates, and distributes a variety of department-specific information, documents, forms, records, and data as requested; prepares and maintains a variety of databases and reports. Responds to the public and staff inquiries regarding department and/or College policies, procedures, and timelines; explains and applies policies and procedures as required to ensure timeline compliance; monitors timelines; resolves problems of a moderate complexity within areas of responsibility. Organizes and maintains various administrative, reference, imaging/scanning, and follow-up files; purges files in accordance with the records retention policy. Processes and prepares a variety of documents, materials, and records according to established procedures and practices. Receives, opens, time stamps, sorts, and distributes incoming and interdepartmental mail; prepares and distributes outgoing mail; receives shipments; compares packing slips with received goods; matches invoices with packing slips to ensure accuracy; prepares outgoing mail and shipments. Assists in planning and organizing program or department-related events, workshops, informational seminars, presentations, and related activities. Assists with and maintains departmental schedules for a variety of functions such as faculty annual calendars and calendar of events. Operates a variety of standard office equipment, including job-related computer hardware and software applications, copiers, printers, facsimile machines, multi-line telephones, and audio/visual equipment; may operate other department-specific equipment. May make arrangements for complex scheduling and reservations of College facilities for a variety of meetings, events, classes, and other purposes. Promotes an environment of belonging as it relates to diversity, equity, inclusion, social justice, anti-racism, and accessibility. Provides quality customer service when interacting with the public, vendors, students, and College staff, including individuals from minoritized groups. Supports and abides by federal, state, local policies, and Board Policies and Administrative Procedures. Participates on committees, task forces, and special assignments, including, but not limited to Screening and Selection Committees and mandated trainings as required. Prepares and delivers oral presentations related to assigned areas as required. Performs other related or lower classification duties as assigned.

Knowledge of principles and practices of supporting a diverse, equitable, inclusive, socially just, anti-racist, and accessible academic and work environment. Modern office administrative support practices and procedures, including the use of standard office and computer equipment. Computer applications related to the work, including word processing, database, and spreadsheet applications. Applicable codes, regulations, policies, technical processes, and procedures related to the department to which assigned. Principles and procedures of financial record keeping and reporting. Principles and practices of data collection and report preparation. Business letter writing and the standard format for reports and correspondence. Business arithmetic and statistical techniques. Record keeping principles and procedures. Alphabetical and numerical filing methods. English usage, spelling, vocabulary, grammar, and punctuation. 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 Colleges 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. Participating in providing resources and support towards the goal of a diverse, equitable, inclusive, socially just, anti-racist, and accessible academic and work environment. 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. Understanding the organization and operation of the College and of outside agencies as necessary to assume assigned responsibilities. Interpreting and applying administrative and departmental policies and procedures. Responding to and effectively prioritizing multiple phone calls and other requests for service. Composing correspondence and reports independently or from brief instructions. Understanding and carrying out oral and written directions. Making accurate arithmetic, financial, and statistical computations. 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 the completion of the twelfth (12th) grade; and three (3) years of varied administrative support experience preferably involving some interaction with the public or two (2) years of experience equivalent to the Administrative Specialist I. Desirable qualifications include 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). Licenses and certificates: 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.