Administrative Specialist - PT

Location: Hillsboro

Position Title Administrative Specialist - PT PIN 441000 Classification Summary

Incumbents perform non-routine, complex clerical functions requiring the application of department and organizational policies and procedures. Responsibilities may include explaining organizational or departmental policies and procedures to students, faculty, and other staff; prioritizing tasks; scheduling appointments, classes, and/or activities; attending meetings and taking notes; desktop publishing; preparing, reviewing, revising and distributing documents and correspondence; creating purchase orders; and performing basic quantitative and qualitative reviews of data.

Incumbents may provide direction to student workers and/or part-time staff and may occasionally perform some of the duties of the higher levels. This position will assist with coverage needs at the Cashiers Office on a weekly basis, as needed.

The Administrative Specialist is distinguished from the Clerical Associate in that the former performs more complicated administrative duties such as preparing specialized reports, scheduling appointments, and leading the work of student workers; requires broad knowledge of applicable regulations/policies; assists with event/training planning and implementation; and performs some data review work.

Minimum Education and/or Training and Experience

High School Diploma or equivalent (G.E.D.), and one year of clerical or administrative experience, general math concepts,

Experience with Google Suite.

Preferred Education and/or Training and Experience

Knowledge of the Clery Act and DATA entry.

Licensing Requirements

None

Essential Job Function

These are the job duties that are required of the position.

Classification Duties

1. Assist with department programs and projects; work may involve scheduling and coordinating appointments, classes, meetings; sending documents; and assisting with departmental operations as needed. (B2)

2. Prepare, edit, proofread, sort, process, maintain, and/or distribute correspondence, reports, rosters, forms, files, booklets, time sheets, packets, personnel paperwork, work orders, or other documents; work may involve researching and compiling information; performing basic quantitative and qualitative data analysis; and utilizing and updating department systems or databases (B2)

3. Prepare, track, sort, review, process, and/or reconcile various records, invoices, requisitions, bills, check requests, deposits, accounts, reimbursements, travel requests and vouchers, applications, or forms. (B2)

4. Perform office duties to include monitoring inventory; ensuring adequate availability of supplies and materials; ordering supplies; sorting and distributing mail; and maintaining and updating departmental websites. (B2)

5. Coordinate with internal and/or external personnel, departments, and agencies to communicate information, respond to requests, serve as a liaison, provide assistance, and facilitate departmental operations. (B2)

6. Perform other related duties of a comparable level/type as assigned.

Position Duties

* Serve as the primary point of contact for visitors and general inquiries at the Police Department front desk; assess and route non-emergency calls to appropriate personnel to ensure effective departmental communication and support.

* Assist with departmental programs and reporting projects, including coordinating, compiling, and timely submitting the Annual Security Report (ASR); duties include tracking required statistics, coordinating contributions from campus departments and law enforcement partners, and supporting compliance with Clery Act requirements.

* Collect, track, and maintain departmental records and incident data to support institutional compliance with the Clery Act; ensure timely incident classification and proper documentation in accordance with federal reporting standards.

* Monitor federal guidelines related to the Clery Act and assist with the preparation of timely warnings and emergency notifications; ensure communications meet legal definitions and documentation requirements; and promptly advise the Chief of Police of any changes to regulatory requirements.

* Prepare and process departmental forms, purchase requisitions, and invoice records; track expenditures and assist with routine record reconciliation in support of police operations.

* Maintain office operations by performing data entry, document creation, filing, inventory monitoring, and supply ordering; support the administrative needs of the Chief of Police, Police Supervisor, and Officers as required.

* Provide oversight of front desk operations by coordinating temporary or student staff coverage as needed during absences or peak periods; assist with assigning and monitoring basic task completion to support departmental workflow.

* Provide assistance with coverage at the Cashiers Office in the Student Center, as needed weekly.

Multistate Employer

Employees of Jefferson College must reside in Missouri or Illinois.

Multistate Employer No

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