Administrative Specialist, Health Services
Modesto Junior College
Administrative Specialist, Health Services
Salary: $3,351 to $4,276 per month – Range 26 (Classified Salary Schedule 2015-2016)
40 hours per week, 12 months per year
Appointments are hired at the first step of the range. The second step is paid after the first year of satisfactory service with subsequent steps annually thereafter to a maximum fifth step.
Complete job description and application available online at: http://yosemite.peopleadmin.com/postings/2817
Under direction, leads, coordinates and performs advanced technical administrative work in support of specialized division operations; organizes, leads and performs highly complex and specialized duties and services related to program research, administration, communications, finance/budgeting, contract management, resource development, payroll, scheduling, purchasing, personnel, curriculum and/or other areas; researches, gathers, processes and maintains highly complex information; may provide secretarial support to a manager or program administrator as an ancillary duty; and performs related work as assigned.
This is the second and advanced technical level class of the Administrative Support Series within the Yosemite Community College District (YCCD). Incumbents typically have specialized program or project responsibilities that require advanced and highly complex technical knowledge of the assigned subject area in order to make decisions and complete assignments. Positions in this class may be assigned to a wide variety of operational and administrative work units with specialized program, project and administrative requirements. If incumbents serve in a secretarial capacity, that responsibility is not usually preponderant to the position.
This class may be distinguished from the lower-level class of Administrative Technician because Administrative Specialists perform advanced and highly complex work assignments and may serve as formal lead workers. In contrast, an Administrative Technician independently performs technical administrative work that is moderately complex, and/or may assist higher-level administrative staff with advanced and highly complex assignments.
SUPERVISION RECEIVED AND EXERCISED
Incumbents in this class typically work under the direction of a Dean or other senior-level manager, though some positions may provide specialized technical support for a program or operational manager. Incumbents receive occasional supervision while working toward a definite objective that requires use of a wide range of procedures. Incumbents plan and/or determine specific procedures or equipment required to meet assigned objectives and solve non-routine problems, referring only unusual matters to a supervisor.
An incumbent in this class does not directly supervise other full-time employees, but may serve as a lead worker by assigning, directing and/or monitoring the work of subordinate full time employees on a regular basis.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The knowledge and ability requirements are representative of essential duties. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the position.
• Advanced administrative functions pertaining to the area of assignment.
• Laws, codes and requirements governing operations of department to which assigned.
• Advanced principles and practices of: organization and administration, budget preparation, fiscal record keeping, supervision and training, and personnel administration.
• Basic principles and practices pertaining to
• Modern office methods, forms, and equipment.
• Operation of common office equipment, including a word processor and a personal or on-line computer, facsimile (FAX), photocopiers and printers.
• Understand and apply complex laws, regulations, policies and requirements.
• Plan, organize and lead administrative activities related to budget/fiscal matters, personnel, purchasing and office management.
• Assign, direct and monitor the work of others.
• Prepare and maintain accurate budgetary and fiscal information.
• Initiate and complete work assignments with a minimum of direction, exercising sound independent judgment within policy guidelines.
• Recognize administrative problems and implement effective solutions.
• Operate standard business computer hardware and software applications.
• Prepare and maintain complex records, reports and program documentation.
• Adapt to changing priorities and requirements in a fast paced environment.
• Communicate effectively, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.
Education and Experience
Any combination of education, experience and/or training that would likely provide the above-required knowledge, skills and abilities is qualifying. Typical background patterns that would provide the knowledge, skills and abilities are:
• Experience: Two years equivalent to an Administrative Technician at YCCD.
• Education: Possession of an associate’s degree from an accredited college, with major course work in business administration or a closely related field.
• Experience: Four years of increasingly responsible administrative support experience, including two years performing technical administrative work related to program research, administration, communications, finance, contract management, resource development, payroll, scheduling, purchasing, personnel, curriculum
Example of Duties
EXAMPLES OF DUTIES (Illustrative Only)
• Leads, coordinates and performs difficult and highly complex technical administrative work in support of a wide range of operations, programs and/or projects within an assigned division.
• Evaluates program processes and procedures; plans, develops and presents recommendations regarding technical methods and techniques of program administration.
• Serves as an advanced technical resource to others regarding areas of specialty; explains and interprets complex policies, regulations and operational procedures to persons contacting the office such as faculty, students, staff and the general public; plans, develops and participates in outreach programs and activities.
• Plans and prepares highly complex communications tools such as community newsletters, press releases, public service announcements, administrative summaries, and other print or electronically-based communication materials; may develop and update website pages.
• May serve as a liaison, staff advisor or other District representative to the media, a student club or to other groups; coordinates special activities, programs and events; advises groups regarding proper procedures and administrative requirements; recommends and prepares publicity and other preparatory activities; monitors activities for compliance with established policies, procedures and requirements.
• Performs highly complex research on internal and external data, methods, mechanisms and processes; performs advanced technical data analyses and comparisons; monitors and reviews legislation; compiles, prepares and presents summaries to management for evaluation.
• Develops and runs complex computerized queries; tabulates and summarizes data; identifies trends and concerns; prepares summary reports.
• Organizes, plans and develops work accomplishment time lines.
• Coordinates travel and other special arrangements.
• Enters, maintains, tracks, evaluates and presents complex data maintained in manual and/or automated systems.
• Develops, prepares, recommends and 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 quotes, bids and purchase requisitions; receives and processes invoices and forwards for payment.
• Establishes and maintains complex file and record systems, including those for confidential and sensitive materials.
• Independently responds to complex inquiries and correspondence; prepares information and data requested for administrative review; prepares reports, files, correspondence and other documents; may develop and prepare visual presentations, flyers, and graphic materials; may update web pages.
• Performs other related duties as assigned.
Licenses and Certificates
• Depending upon assignment, possession of a valid typing certificate for 60 words per minute may be required.
• Depending upon assignment, possession of a valid license to drive in California may be required.
Physical and Mental Standards
• Mobility: ability to sit for long periods, move about an office, stand occasionally, reach above and below desk level.
• Dexterity: fine manipulation sufficient to operate a computer keyboard, handle individual papers, write and take notes.
• Lifting: frequent lifting of papers, files, equipment and material weighing up to 10 pounds.
• Visual Requirements: close vision sufficient to read files, documents, and computer screens and do close-up work; ability to adjust focus frequently.
• Hearing/Talking: ability to hear normal speech, speak and hear on the telephone, and speak in person.
• Emotional/Psychological Factors: ability to make decisions and concentrate; frequent contact with others including some public contact; frequent deadlines and time-limited assignments.
YCCD is an Equal Employment Opportunity Employer.