Administrative Specialist - Substitute

Definition

Under direction, performs highly complex administrative support duties in compliance with established policies, procedures, and requirements; organizes, leads and coordinates assigned office activities and provides technical administrative support for departmental communications, finance/budgeting, contracts, grant development/administration, purchasing, curriculum and/or other areas as assigned.

Works under the direct supervision of the department manager.

Does not directly or indirectly supervise other employees but may provide work direction to student workers, lower level employees and/or temporary employees.

This is a temporary substitute position on an as needed basis. Schedule will vary as needed for coverage.

The following duties and responsibilities are typical of those performed by employees in this classification.

• Provides highly complex administrative support in compliance with established policies, procedures, and requirements; prepares and processes sensitive, privileged and/or confidential documents; maintains calendars and coordinates high-level interactions and meetings between district departments on behalf of the Dean or administrator; prepares meeting agendas and information packets; attends meetings and takes/prepares minutes; prepares and submits conference and travel reservations; processes travel or other management expense reimbursement claims.
• Organizes, leads, coordinates office activities and performs advanced administrative work in support of multiple major administrative functions, operations, programs and/or projects within an assigned department or division involving the use of independent judgement; serves as an advanced technical resource to others regarding areas of assignment; explains and interprets administrative policies, regulations and operational procedures to persons contacting the office such as faculty, students, staff and the general public.
• Prepares highly complex and detailed reports, letters, contracts, requisitions, statistical reports, documentation/schedules, correspondence, and other documents; checks documents for accuracy, completeness, punctuation, spelling and grammatical correctness; inserts charts, graphs, tables and other requested items; prepares complex letters and/or memoranda; prepares, submits and monitors the status of departmental Board reports, slips and resolutions.
• Greets and assists employees, students, and/or the public in person, on the phone, on the computer or through other means of communication and provides customer service in a calm, helpful and effective manner; researches and addresses complaints and issues and interprets and explains specialized and complex information regarding established rules, regulations, policies, procedures and technical office operations; obtains in-depth, complex and/or sensitive information from employees, students, and others.
• Maintains specialized information related to department programs and/or operations; maintains complex interrelated files; searches databases and record systems to gather, compile and report information of a technical, specialized or sensitive nature; researches internal and external data, methods, mechanisms and processes; performs technical data summaries and comparisons; develops and runs database queries; tabulates and summarizes data; identifies trends and concerns; prepares summary reports.
• Coordinates and/or performs technical bookkeeping duties in support of departmental fiscal operations; computes, collects and receipts monies and fees; processes accounts payable invoices; maintains ledgers, accounts, spreadsheets and/or databases; 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 requisitions and orders; requests, receives, and stores supplies, books, materials, and equipment and maintains office inventories; coordinates with external vendors and Purchasing staff to initiate large purchases in accordance with College procurement policies; receives and processes invoices and forwards for payment.
• Compiles and assists with the preparation of complex grant application information for management review and input; gathers information from division managers and/or project managers for grant narratives; monitors grant budgets and accounts and tracks expenditures.
• Assist with the development of administrative processes and provides recommendations; prepares reports using clerical and administrative tools, such as complex spreadsheets and databases, to assist management with tracking and analyzing information; investigates and recommends solutions for improving office technology.
• Plans and prepares electronically-based communication materials; may update website pages, social media accounts, and/or other communication tools; may…