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Administrative Specialist
Ref No.: 18-09922
Location: Mesa, Arizona
Position Type:Contract
Experience Level: 2 Years
Start Date: 08/27/2018
Position Description Pay $15.00 - 16.50 depending on experience JOB SUMMARY Provides advanced administrative office support, secretarial support, and/or program coordination activities. SCOPE/DISTINGUISHING CHARACTERISTICS This classification is distinguished from the Administrative Specialist in that incumbents perform a wide variety of secretarial and administrative duties involving complex office support and coordination of related tasks both inside and outside of the District. Work includes contacts with top management, community or business leaders and requires specialized knowledge of the area assigned to support. The reporting relationsip will be given some consideration to determine job classification, but will not be given greater weight or consideration than the position’s purpose, responsibilities, and qualifcations. This position typically reports to Department/Division Chair, Dean, Associate Dean, Director, District Director, Assistant Vice President, Vice President, or Associate Vice Chancellor but must also meet the job purpose, responsibilities and qualifications (level and scope) of the classification. This class is distinguished from the Administrative Coordinator in that the latter provides administrative office support and assistance to executive level staff (CEC) with the day-to-day administrative operations of a college campus or major District division. SUPERVISION EXERCISED As assigned, incumbents may serve as lead workers assigning and monitoring the work of others. SUPERVISION RECEIVED Receives general supervision on routine items which are performed according to established standards and procedures and receives specific work instruction regarding non-routine matters and deadlines.
Skills Required ESSENTIAL DUTIES (This class specification represents only the core areas of responsibilities; specific position assignments will vary depending on the needs of the department). • Schedules, prioritizes, coordinates and performs administrative office support activities related to meetings, events or office services • Assists with research, gathers information and provides coordination of activities and administrative support of projects, programs or services • Communicates with internal and external resources regarding policy/procedural, event or program information Receives and responds to inquiries and information requests, resolving issues or referring requests to appropriate resource • Provides customer support of assigned systems or service area and provides technical assistance and specialized administrative office support activities related to area of assignment • Monitors and tracks budgets, funding and expenditures; and assists with budget preparation • Coordinates the inventory and replenishing of office supplies and office equipment maintenance services • Researches, gathers, compiles and reviews data and information in support of assigned function, program, project or support area • Designs and formats complex documents; composes original documents, correspondence and presentations • Creates documents, reports, correspondence, and/or other communication materials • Prepares and maintains schedules, coordinates calendars, researches and makes travel arrangements • Oversees the maintenance of files, records, database information and documentation related to assigned area and according to established procedures • May provide training and orientation to other staff • Adheres to applicable policies and procedures • Performs other duties as assigned KNOWLEDGE OF • Standard practices, methods and materials of assigned work • Administrative office support and office coordination practices • Filing and record-keeping principles • Business math concepts • Uses and properties of supplies and equipment • Applicable federal, state and local laws, codes, regulations (based on assignment) • Customer service principles • Specialized equipment relevant to area of assignment • Modern office technology SKILL IN • Scheduling, prioritizing and coordinating activities and resources in support of meetings, events or program services • Researching, reviewing and gathering information in support of projects, presentations, proposals or functional area • Communicating policy and procedure information Reviewing and resolving issues or providing appropriate resource referral information • Performing business math computations and assisting with budgeting and proposals • Gathering and compiling data and information in support of function, project or service area • Organizing, updating and maintaining system data, records, files and documentation • Preparing, updating, maintaining and distributing reports, presentations and other documentation • Providing training and orientation to staff, as assigned • Providing attention to detail in assignments • Operating assigned equipment • Interpreting and applying applicable laws, codes, regulations and standards (based on assignment) • Providing customer service • Utilizing a computer and relevant software applications • Utilizing communication and interpersonal skills as applied to interactions with coworkers, supervisors, the general public and others to sufficiently exchange or convey information and to receive work direction
Skills Preferred
Experience Required MINIMUM QUALIFICATIONS Training and Experience Associate’s Degree and two years of administrative office support or related experience providing a wide variety of secretarial, administrative office support and/or administrative coordination activities. OR An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above, unless otherwise subject to any other requirements set forth in law or regulation. Special Requirements Licenses, Registrations, or Certifications: Possession of a valid State of Arizona Class D Driver’s License may be required for some assignments. Preferred: None. ADA AND OTHER REQUIREMENTS Positions in this class typically require: fingering, talking, hearing, seeing and repetitive motions.
Experience Preferred
Education Required MINIMUM QUALIFICATIONS Training and Experience Associate’s Degree and two years of administrative office support or related experience providing a wide variety of secretarial, administrative office support and/or administrative coordination activities. OR An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above, unless otherwise subject to any other requirements set forth in law or regulation. Special Requirements Licenses, Registrations, or Certifications: Possession of a valid State of Arizona Class D Driver’s License may be required for some assignments. Preferred: None. ADA AND OTHER REQUIREMENTS Positions in this class typically require: fingering, talking, hearing, seeing and repetitive motions.
Education Preferred
Additional Information