Administrative Specialist II
Administrative Specialist II
Mt. San Antonio College
Job Category: Classified
Time (Percent Time): 100%
Term (months/year): 11 months
Current Work Schedule (days, hours): Monday - Friday, 8:00 a.m. - 4:30 p.m.
Salary Range: A-75
Salary: Steps 1 - 6, $3,909 - $4,989 per month
Health & Welfare: College contributes $10,946 toward annual premium for medical, dental, vision and life insurance coverage. Lifetime retirement benefits provided for eligible retirees. The District participates in the Public Employees’ Retirement System (PERS), State Teachers’ Retirement System (STRS) retirement programs, and MetLife Social Security Alternative Plan. *Note Salary and Health & Welfare Benefits are subject to change
Department: Business Division
Open Date: 05/17/2017
Open Until Filled: Yes
Under general supervision, performs a variety of moderately complex office administrative, support, customer service, and/or program support duties requiring knowledge of the department and/or assigned program, its policies, procedures, and/or operating details; performs skilled word processing, data entry, and typing; prepares correspondence using independent judgment in content and style; interacts frequently with students, staff, faculty, and the general public and explains department policies and procedures; provides non-technical assistance related to the clerical administration of basic programmatic or departmental budgets, including budget tracking spreadsheets. May initiate department purchases for office supplies and other items as assigned, obtain authorization for payment of invoices, and process requisitions and/or performs other specialized program or department-specific duties.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from assigned supervisory or managerial personnel. Exercises no direct supervision of staff. May provide technical and functional direction to student workers or hourly workers, and to less experienced administrative support staff, as assigned.
This is the second of four level classification in the Administrative Specialist series that performs responsible administrative support work that is of a broader range and at a greater level of complexity than that of the Administrative Specialist I, 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 work unit. This class is distinguished from the Administrative Specialist III in that the latter performs more technical, specialized, and complex tasks, such as assists more senior department managers, administration of budgets (including preparing budget projections). Scheduling and overseeing the work of student workers; and/or performs a wider variety of other complex and difficult responsibilities.
Essential Duties/Major Responsibilities:
• Performs a wide variety of moderately complex 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.
• Synthesizes data and develops statistical reports.
• 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 District; distributes applications, forms, evaluations, and other 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 classes, classrooms, and campus facilities and directions, and assisting with logistics; verifying enrollment, and assisting with student account holds; changing or correcting student data in the District-wide mainframe database, and/or 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; originates, types, formats, proofreads, and edits a wide variety of documents, including correspondence, letters, memos, agendas, meeting minutes, reports, schedules, and statistical reports from rough draft, handwritten copy, or from other material using a computer; checks drafts for punctuation, spelling, and grammar; makes or suggests corrections to drafts; inputs and retrieves data into various program, department, and/or District-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 District 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.
• Checks and tabulates standard arithmetic or statistical data; may summarize such information and prepare periodic numerical reports.
• Processes and prepares a variety of documents, materials, and records according to established procedures and practices. Verifies and reviews forms and reports for completeness and conformance with established policies and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
• 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.
• Maintains accurate records of work performed.
• May oversee the front counter/office activities. May update web pages as directed.
• May make arrangements for complex scheduling and reservations of District facilities for a variety of meetings, events, classes, and other purposes.
• Learns and applies emerging technologies and, as necessary, to perform duties in an efficient, organized, and timely manner.
• Performs other related duties as assigned.
• 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 District staff, including individuals of various ages, disabilities, socio-economic, and ethnic groups.
Skills and Abilities:
• 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.
• Understand the organization and operation of the District and of outside agencies as necessary to assume assigned responsibilities.
• Interpret and apply administrative and departmental policies and procedures.
• Respond to and effectively prioritize multiple phone calls and other requests for service.
• Compose correspondence and reports independently or from brief instructions.
• Understand and carry out oral and written directions.
• Make accurate arithmetic, financial, and statistical computations.
• 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.
• 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.
Minimum Qualifications/Education & Experience:
Equivalent to the completion of the twelfth (12th) grade AND three (3) years full time equivalent of varied administrative support experience preferably involving some interaction with the public OR two (2) years full time equivalent experience to the Administrative Specialist I.
Associate’s degree from a regionally accredited college is preferred.
License(s) & Other Requirements:
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 driver’s license.
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 departmental policies and procedures
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone; may be required to operate a motor vehicle to visit various District and meeting sites. This is primarily a sedentary office classification although standing in work areas 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.
Instructions re: Confidential Letter of Recommendation:
Conditions of Employment:
Official offers of employment are made by Mt. San Antonio College Human Resources and are made contingent upon Board approval. It is also required that a final offer of employment will only be made after the candidate has successfully been live-scanned and clearance for employment is authorized by Human Resources. Costs for live-scan services shall be borne by the candidate.
Notice to all prospective employees - The person holding this position is considered a ‘mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Administrative Procedure 3518, titled Child Abuse Reporting, as a condition of employment.
As required by the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Mt. San Antonio Community College Annual Security Report is available here: http://www.mtsac.edu/safety/pdf/2014ASRFinal.pdf
The person holding this position is considered a ‘Responsible Employee’ under Title IX of the Educational Amendments Act of 1972 and is required to report to the College’s Title IX Coordinator all relevant details reported to him or her about an incident of alleged sexual misconduct including sexual harassment, sexual assault, dating and domestic violence and stalking.
A review of applicants’ experience and qualifications will be conducted. Based on that evaluation, only applicants that provided all required documents and met the minimum qualifications will be qualified to participate in the next step of the application process. An Examination Notification will be emailed inviting qualified applicants to attend the Administrative Specialist II exam. The exam occurs approximately 1-2 weeks after the initial screening date. Applicants who do not receive the Examination Notification email will not be allowed to participate in the examination process. During the exam, mobile phones must be turned off; calculators OK. You must present photo ID. Please park in parking lot F. NOTE: Metered and accessible spaces are excluded without proper vehicle identification or payment.
Typing Certificate Requirements:
First Review of Applications: Complete application packets will be accepted until the position is filled; however, those submitted by 11:59 p.m. (PST) on June 12, 2017 are assured consideration.
APPLICATION PROCEDURE: Completed application packet must include:
1. A Mt. San Antonio College online application.
2. A cover letter describing how the applicant meets the required education and experience.
3. A detailed résumé that summarizes educational preparation and professional experience for the position.
4. Two letters of recommendation that reflect relevant experience (do not use social media or professional networks as a means to provide letters of recommendation).
Please note: A confirmation number will be assigned when your application packet indicates the supplemental questions have been answered and a document has been attached to each required link. Assistance with the online application process is available through the Office of Human Resources at 1100 N. Grand Avenue, Walnut, CA 91789-1399. Human Resources: (909) 274-4225. E-mail: firstname.lastname@example.org.
THE MT. SAN ANTONIO COLLEGE DISTRICT WILL NOT SPONSOR ANY VISA APPLICATIONS.
Foreign Transcripts: Transcripts issued outside the United States require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the filing deadline.
Human Resources at 1100 N. Grand Avenue, Walnut, CA 91789-1399. Human Resources: (909) 274-4225. E-mail: email@example.com.
Special Instructions to Applicants:
To be guaranteed consideration, it is the applicant’s responsibility to ensure that all required materials are received before the initial screening date and time indicated on the job posting. Incomplete application packets will not be considered. All application materials will become College property, will not be returned, and will not be copied. Please visit our employment website at http://hrjobs.mtsac.edu to complete and submit your application for this position.
The College is an equal opportunity employer. The policy of the College is to encourage applications from ethnic and racial minorities, women, persons with disabilities, and veterans. No person shall be denied employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex (gender), age, sexual orientation, or the perception that a person has one or more of these characteristics.
Conflict of Interest:
Conflict of Interest
Cancel RTF Policy:
WE RESERVE THE RIGHT TO RE-OPEN, RE-ADVERTISE, DELAY OR CANCEL FILLING THIS POSITION. THIS RECRUITMENT MAY BE USED TO FILL FUTURE VACANCIES.
To apply, visit: https://hrjobs.mtsac.edu/