Administrative Specialist - Human Resources

Position: Administrative Specialist 3 - Human Resources (25 hours/week)
Summary of Position

The class works under direction with a low level of intervention on the part of the supervisor and requires expert knowledge of bookkeeping/accounting, business, public administration, and/or administrative policies and procedures, and/or clerical functions and office and/or program policies and procedures. Performs routine and non-routine administrative tasks; independently provides explanation, orally and/or in writing, of services or activities of assigned area, including formulating interpretation of policies and procedures as they would apply in each situation.

Makes recommendations regarding program activities and develops new procedures related to established program policy.

Incumbents autonomously facilitate administration and office automation, perform a variety of business and/or fiscal functions for the assigned area, autonomously perform non-routine administrative tasks, and/or relieve the supervisor of routine and/or administrative duties, and/or provide general secretarial assistance through routine administrative tasks, and/or provide secretarial assistance requiring training in technical terminology, and/or supervise student office support staff. Non-routine administrative tasks include, but are not limited to, independently formulating decisions and/or judgements involving non-legal interpretation of policies and procedures as they would apply to any given situation to resolve problems, prepare correspondence and/or reports, or to carry out other assignments.

Typically reports to academic and/or non-academic administrative officer level positions.

Position Information

Essential Functions and Responsibilities :
Provides support for administrators and other divisional leadership positions across University Affairs.

70% - Coordinates and/or performs a variety of fiscal and/or business activities and support functions; assists in overall management of business office or plans; maintains ledgers; clarifies and handles billing and/or payment discrepancies; coordinates collections processes and procedures; maintains cash operations.

Develops or participates in establishing and reviewing policies and procedures; evaluates and improves upon existing operations, systems, services, and/or procedures; develops and proposes updates. Prepares statistical reports, charts, and presentations; interacts with stakeholders to determine needed improvements and resolutions; makes change management recommendations.

Ensures operational issues are identified, tracked, reported, and resolved in a timely manner; serves as a liaison to business units and customers to communicate current business functions and implementation of new business processes and procedures.

Assists in operational planning; represents unit or division on inter-divisional task forces or committees. Works collaboratively and independently to achieve initiatives, projects, goals, policies, and procedures. Coordinates and manages assigned projects to completion.

Makes independent decisions regarding scheduling, distribution of calls, and/or emails. Creates and implements schedules, agendas, and/or itineraries.

Provides training and/or cross-training for staff.

Assists in the development of filing systems; audits and ensures compliance of files and other documentation. Coordinates use and storage of data.

Autonomously performs non-routine administrative tasks including, but not limited to, independently formulating decisions and/or judgements involving non-legal interpretation of policies and procedures as they would apply to each situation to resolve problems, prepare correspondence and/or reports, or to carry out other assignments.

Further facilitates business functions of administrator's office; plays a key role in office automation by performing business functions at the request of, or in the absence of, the supervisor's direct and/or indirect behest; duties may include, but are not limited to: responds to correspondence; researches and prepares data for budget inclusion; assists in writing budget justification; monitors spending and maintains fiscal records;

monitors budgets and independently makes transfers as needed; reviews and summarizes fiscal, operational and/or personnel reports; performs personnel functions such as screening job applicants and/or participating in interviews; communicates decisions, directives and/or assignments; participates on committees; organizes conferences.

Acts as a lead worker for lower-level personnel.

20% - Screens files and records for problems; researches and resolves problems, including those involving interpretation or judgment of applicability of policies and procedures.

Performs support functions particular to the academic and/or business unit; processes various types of academic overrides with direction; processes and compiles new hire paperwork and/or information for employee records for the part-time faculty and other employment groups as needed.

Relieves supervisor of routine administrative…