Overview

Administrative Specialist II (Part-Time, 47.5%)Position Number: Department: Community and Contract EducationJob Category: Classified Unit ATime (Percent Time): 47.5%Term (months/year): 12 months/yearCurrent Work Schedule (days, hours): 19 hours per week; M-W 2:00pm-7:00pm; Th 3:00pm-7:00pmSalary Range: A-75Salary: Step 1-6, $1,973 – $2,519 per monthShift Differential: Shift differential eligibility based on the current collective bargaining agreementOpen Date: 12/17/2019Initial 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 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:Employees working less than fifty (50%) percent are not eligible for health and welfare benefits. The District participates in the Public Employees’ Retirement System (PERS), State Teachers’ Retirement System (STRS) retirement programs, and National Benefit Services (NBS) Alternative Plan.Note Salary and Health & Welfare Benefits are subject to change.Basic Function/Overview:DEFINITIONUnder 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.SUPERVISION RECEIVED AND EXERCISEDReceives 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.CLASS CHARACTERISTICSThe Administrative Specialist II classification is the second 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 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. This class is distinguished from the Administrative Specialist III in that the latter performs more technical, specialized, and supportive tasks to the department.Essential Duties/Major Responsibilities:EXAMPLES OF ESSENTIAL FUNCTIONS (Illustrative Only)1. Performs 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.2. 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. 3. 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.4. 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.5. 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.6. 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.7. Copies, compares, or compiles data to produce monthly statistical reports for managers by checking data, making necessary corrections, and producing data in final form.8. Researches records within areas of responsibility to prepare and provide follow-up information to customer and staff inquiries.9. 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.10. 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.11. Organizes and maintains various administrative, reference, imaging/scanning, and follow-up files; purges files in accordance with the records retention policy.12. 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.13. 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.14. Assists in planning and organizing program or department-related events, workshops, informational seminars, presentations, and related activities.15. Assists with and maintains departmental schedules for a variety of functions such as faculty annual calendars and calendar of events.16. 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.17. May make arrangements for complex scheduling and reservations of College facilities for a variety of meetings, events, classes, and other purposes.18. 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.19. Performs other related or lower classification duties as assigned.Other Duties:Performs other related duties as assigned.Knowledge Of:1. Modern office administrative support practices and procedures, including the use of standard office and computer equipment.2. Computer applications related to the work, including word processing, database, and spreadsheet applications.3. Applicable codes, regulations, policies, technical processes, and procedures related to the department to which assigned.4. Principles and procedures of financial record keeping and reporting.5. Principles and practices of data collection and report preparation.6. Business letter writing and the standard format for reports and correspondence.7. Business arithmetic and statistical techniques.8. Record keeping principles and procedures.9. Alphabetical and numerical filing methods.10. English usage, spelling, vocabulary, grammar, and punctuation.11. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, students, and College staff….. click apply for full job detailsTracking

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