Overview

Administrative Specialist I (Restricted/Categorical Funding)Position Number: Department: Financial Aid, Scholarships, and VeteransJob Category: Classified Unit ATime (Percent Time): 100%Term (months/year): 12 months/yearCurrent Work Schedule (days, hours): Monday – Thursday: 10:00 a.m.-7:00 p.m.; Friday: 8:00 a.m. – 4:30 p.m.Salary Range: A-69Salary: Steps 1 – 6: $3,914- $4,996 per monthShift Differential: Shift differential eligibility based on the current collective bargaining agreementOpen Date: 02/04/2020Initial Screening Date: Open Until Filled: YesApplication Procedure:Complete application packets will be accepted until the position is filled.Applicants must submit all of the following materials online unless otherwise noted at Mt.SAC Employment Website to be considered for this position: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 (2) letters of recommendation that reflect relevant experience (do not use social media or professional networks as a means to provide letters of recommendation).5. If applicable, College and/or university transcripts showing the awarded/conferred degree are required and must be submitted with the online application by all applicants, including current or former employees of the college, to demonstrate that the required educational qualifications are met. Unofficial transcripts are acceptable at the time of application; however, copies of diplomas are not accepted in lieu of transcripts.Health & Welfare:The College contributes an annual premium up to the family coverage amount for Kaiser Permanente $15 office visit medical, DeltaCare HMO dental, VSP vision and life insurance plans. 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 National Benefit Services.*Note Salary and Health & Welfare Benefits are subject to changeBasic Function/Overview:DEFINITIONUnder general supervision, performs a variety of entry level administrative support duties that requires knowledge of the assigned division/department and/or program support duties according to standard procedures on behalf of the designated managerial personnel.SUPERVISION RECEIVED AND EXERCISEDReceives general supervision from assigned supervisory or managerial personnel. Exercises technical and functional direction over and provides training to student or hourly workers, as assigned.CLASS CHARACTERISTICSThe Administrative Specialist I classification is the first 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.The Administrative Specialist I level typically performs entry-level administrative and clerical activities such as customer service at the front counter and over the phone; provides assistance to clientele with program requirements, policies, and procedures; document preparation and completion; file and records maintenance; data entry; screening visitors and mail, and directing questions to the appropriate staff; working with an entry-level degree of independent judgment, tact, and initiative within clearly defined work procedures and standards. Incumbents in the Administrative Specialist I level report to managerial personnel initially under more direct supervision. The work requires basic decision making under established guidelines. This class is distinguished from Administrative Specialist II in that the latter performs a broader range and journey level office support and administrative duties.Essential Duties/Major Responsibilities:EXAMPLES OF ESSENTIAL FUNCTIONS (Illustrative Only)1. Operates multi-line phone systems; answers, screens, and directs calls to the appropriate division/department; takes messages and relays pertinent information using electronic mail or transfers calls to voicemail as requested by the caller; provides general information on a variety of College services, policies, and procedures.2. Provides telephone, front counter, support to students, parents, staff, faculty, and the general public as assigned; responds to routine inquiries by explaining program requirements, policies, procedures, and according to established guidelines or by referring the customer to the appropriate source; provides general information regarding the assigned program, department, or the College; distributes applications, forms, 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; provides geographical directions to visitors; takes and relays accurate messages; transfers callers to voicemail when necessary.3. Performs a variety of customer services duties, such as answering a variety of questions and responding to basic complaints; providing information regarding classes and campus facilities and directions; ordering program, class, or testing materials; assembling informational packets; processing print requests; making appointments with other department staff and for workshops, presentations, and informational seminars; and by referring visitors/callers to other programs, departments, off-campus services, other help agencies, and community groups, as appropriate.4. Performs a variety of routine office clerical duties to support the operations of the assigned work unit, program, or department, including filing, preparing records, processing work orders, and assisting in ordering and maintaining office and other related supplies.5. Types and edits a variety of documents, including correspondence, letters, memos, agendas, reports, lists, forms, schedules, flyers, event materials, and statistical reports from rough draft, handwritten copy, or from other material using a computer; inputs and retrieves data into various program, department, and/or College-wide software applications and database systems. Maintains file, index, and record keeping systems requiring sorting, filing, searching, retrieving, and distributing departmental and programmatic records or other documents as directed; logs in documents for public record.6. Checks equipment in and out to students and staff; maintains related logs.7. 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.8. Receives, time stamps, sorts, and distributes incoming and interdepartmental mail; prepares and distributes outgoing mail.9. Assists in planning and organizing program or department-related events, workshops, informational seminars, presentations, and related activities.10. Operates a variety of standard office equipment, including job-related computer hardware and software applications, copiers, printers, scanners, facsimile machines, multi-line telephones, and audio/visual equipment; may operate other department-specific equipment.11. May receive, log, schedule, and distribute service requests and work orders for the department.12. Maintains accurate records of work performed.13. Participates on committees, task forces, and special assignments including, but not limited to Screening and Selection Committees and affiliated trainings. Prepares and delivers oral presentations related to assigned areas, if needed.14. Performs other related or lower classification duties as assigned.Other Duties:Performs other related duties as assigned.Knowledge Of:Knowledge of:1. Modern office clerical support practices and procedures, including the use of standard office and computer equipment.2. Computer applications related to the work, including word processing, database, scanning, and spreadsheet applications.3. Applicable policies and procedures related to the program/department to which assigned.4. Basic business arithmetic and statistical techniques.5. Record keeping principles and procedures.6. Alphabetical and numerical filing methods.7. English usage, spelling, vocabulary, grammar, and punctuation.8. 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, various socio-economic and ethnic groups.Skills and Abilities:Skills and Abilities to:1. Perform standard office clerical support work with accuracy and sufficient speed.2. Learn and understand the organization and operation of the assigned program and/or department, the College and outside agencies as necessary to assume assigned responsibilities. 3. Learn, correctly interpret, and apply the policies and procedures of the function to which assigned.4. Respond to and effectively prioritize multiple phone calls and other requests for service.5. Understand and carry out oral and written directions.6. Make basic accurate arithmetic computations.7. Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.8. Establish and maintain a variety of filing, record-keeping, and tracking systems.9. File materials alphabetically, chronologically, and numerically. 10. Use discretion in processing and filing confidential student files and other records.11. Organize and prioritize a variety of multiple tasks in an effective and timely manner.12. Operate and maintain modern office equipment, including computer equipment and specialized software applications programs.13….. click apply for full job detailsTracking

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