Office Specialist

General purpose

Under general supervision,performs routine to complexadministrativesupportforcounselors, professionalsor managers,requiring the application of detailed department orprogram-specific knowledge; oversees complex data entry,tracking and reporting processes; performs complex scheduling;staffs committees andtakes minutes; coordinates event logistics;and performs related duties as assigned.

Essential duties & responsibilities

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

* provides day-to-day lead work guidance and direction to other lower level clerical supportstaffand student aides;assigns, schedules and monitors work for completeness, accuracy and conformance with district, department and legal/regulatory requirements and standards; provides information, instruction and training on work procedures and technical,legalandregulatory requirements.

* oversees and performs front counter and program/departmentoperationalduties;coordinate sand assignsfront-deskcoverageordelivery ofprogram services;answers, screens and refers telephone callsand visitors;resolves escalatedquestionsand concernsfrom students, faculty, staff, vendors and the public regarding assigned department, program and services.

* schedules and cancelsappointmentsand testing;sets up, maintains and posts department and staff calendars and room reservation calendarsforinternal and external groups and events; makes meeting and event arrangementsincludingbooking travel,developing event logistical plans and approvingvendors and participants;makescommittee and departmentmeeting arrangements includingthepreparation and distribution ofagendas and supporting documents; takes and transcribes meeting minutes; may track completion of action items.

* maintains a variety of standard office and specialized records and files; creates and maintains spreadsheets and databases to trackstudents,files,projects, activities and services;extracts data and reports from multiple data sources and reconciles data entries and reports including thoseof other employees and departments;tracksand maintainsfederal,state and district-required data and student outcomes and prepares for submission or reporting.

* creates, submits and tracks requisitions; prepares travel and conference expense forms; routes forms for signature; calculates budget usage and fund percentages; tracks multiple funding sources; may participate in grant administration functions including collecting basic program data and generating performance reports.

* coordinates full-and part-time staff and faculty payrollprocesses at a department levelincluding auditing time logs;reconciles timesheets and absence slips;computes and categorizes pay according to departmental/program billing accounts; ensures accurate usage of funding codes and calculatesdepartmental/program billing.

* drafts, formats, types, proofreads, edits and prints correspondence, forms, reports, schedules, rosters, statistical and technical documents including reports, manuals and other documents and materials ranging from routine to complex; creates forms, charts, tables and spreadsheets involving difficultcoding,dataextraction andmanipulation; reviews documents for clerical accuracy, completeness and compliance with college and department requirements;prepares standardized contracts and rental agreementsfor signature and approval;routes documents for signature.

* answers student or customer questions regarding policies, procedures, programs and services including clarification ofprogramenrollment requirements and department processes and procedures;verifies student participation forprogramfunding or reimbursement;sends reports and correspondence to students or customers;responds to questions and complaints over the phone or at a public counter.

* receives and inputs a variety of student or customer information into computer systems; researches information in computer systems; provides initial screening, assists with the preparation of forms and documentation;verifies accuracy of information with third parties; tracks students in college services and programs.

* demonstrates sensitivity to and understanding of historically minoritized groups and participates in professional development activities to increase cultural competency to enhance equity-minded practices within the district.

Other duties

* provides backup for other departmentsor division office administrative support staff.

* interacts with other departments and with state and federal programs on behalf of the department/program or a student.

* orders and replenishes aninventoryof office materials and supplies.

* performs related duties as assigned.

Employment standards / minimum qualifications

Knowledge, skills and abilities

Knowledge of:

* office practices, procedures and equipment including…