Administrative Specialist - Jefferson College : Job Details

Position Title Administrative Specialist PIN 838000 Classification Summary

This class is the fourth level in the Administrative Support series. 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.

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, including extensive working knowledge of Microsoft Office Suite and Google.

Preferred Education and/or Training and Experience

Experience working with people from diverse backgrounds, especially disabilities.

Licensing Requirements

None

Essential Job Function

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

Classification Duties

* 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)

* Prepare, edit, proofread, sort, process, maintain, and/or distribute correspondence, reports, rosters, forms, files, booklets, timesheets, 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)

* 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)

* 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)

* Coordinate assignments of and schedules part-time and temporary staff; work may involve prioritizing and assigning work, and monitoring performance. (B2)

* 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)

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

Position Duties

* Assist in the maintaining of ARO records following FERPA and ADA regulations and guidelines.

* In the absence of the ARO Assistive Technology Specialist be able to perform the following tasks: assist students and faculty in the ARO Assistive Technology Service Center, assign the ARO Canvas page, submit requests for textbooks in alternative format, assign Kurzweil and/or AI notetaking apps. as requested, and process and submit the ASL interpreter bills and invoices

Multistate Employer

Employees of Jefferson College must reside in Missouri or Illinois.

Multistate Employer

Position Knowledge/Skills

Knowledge

Customer service principles;

Computers and related software applications;

Recordkeeping principles;

Keyboarding techniques;

Filing principles and practices;

Modern office procedures, methods, and equipment.

Skills

Using a computer and related software applications;

Providing customer service;

Filing;

Processing information utilizing established procedures;

Keyboarding;

Using office equipment;

Maintaining records and files;

Communication, interpersonal skills as applied to interaction with subordinates, coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to give and receive work direction.

Machines, Tools, Equipment and Software

Copy Machine/Fax/Scanner

Phone system

Microsoft Office Suite

Google

Label Maker

Document shredder

Ellucian Banner

JAWS database system

ZoomText

Natural Reader

Kurzweil 3000

Physical Factors

Physical Effort

Physical Effort Medium Work: Exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.

Posting Information

Division Academic Services (DIV) Department Academic Affairs Reports To Accessibility Resource Office Coordinator Wage/Salary $17.12 per hour Status Full-time If Part-time, hours per week If Non-exempt, work days Monday-Friday with occasional attendance of college related evening and weekend events. If Non-exempt, work hours 8am - 4:30pm

Posting Detail Information

Posting Number S00590P Desired Start Date 11/25/2024 Open Date 10/30/2024 Close Date Special Instructions Summary

The position is open until filled. Review of applications will begin on November 7.

Quicklink for Internal Posting EEO Statement

It is the policy of Jefferson College that no person shall, on the basis of age, ancestry, color, creed, disability, genetic information, marital status, national origin, race, religion, sex, gender identity or expression, sexual orientation, or veteran status, be subject to discrimination in employment or in admission to any educational program or activity of the College. In compliance with Federal Rules and Regulations, Jefferson College has adopted a procedure for resolving complaints of discrimination. The procedure is available to any Jefferson College student, employee, or applicant who feels that he or she has been discriminated against in employment, student programs, or student activities.

Diversity Statement

Jefferson College is a community leader dedicated to supporting and promoting diversity through opportunities and experiences that foster a culture of respect, inclusiveness, and understanding for everyone in the campus community to engage in a diverse world.