Administrative Specialist

ADMINISTRATIVE SPECIALIST
#1040

General Characteristics:

An Administrative Specialist is responsible for providing a variety of services which relieve a supervisor of administrative details; develops budget recommendations and justification, monitors budget expenditures, orients students and staff to department and College policies and procedures, assists with handling sensitive staff' and or student information and forms; participates in long-range planning for department; prepares required reports; plans and carries out special projects which require analysis, evaluation and interpretation; coordinates the daily workflow in the office; may lead the work of assigned bargaining unit positions;. may select and coordinate the installation and maintenance of microcomputer hardware, software and local area networks (LANs); may serve as "system administrator' for a LAN and train staff in the use of computers, software and peripherals, develops, tests, revises and documents computer reports to meet users needs; performs office support duties as needed; may represent a department chair or supervisor in delegated duties or routine matters, may provide ongoing computer technology support; does related work as required. An Administrative Specialist works under the general supervision of a supervisor, communicates policies or procedures to staff and has input into planning and policy development. Work requires considerable analytical skill and the ability to plan and coordinate tasks to completion. Physical strength and agility may be required to transport boxes of materials and supplies. Operates microcomputers and other office equipment.

The Administrative Specialist is distinguished from the Administrative Support Specialist by having greater responsibility (50% or greater) in a majority of assigned duties including composition, budget, lead responsibility, and relieving the supervisor of selected duties. The Administrative Specialist is distinguished from the Department Coordinator by providing lead supervision to less than four bargaining unit positions, having an on-site manager or lead instructor available to provide direction and having less of a lead role. in department planning and operation.)

Examples of Work:

Develops budget recommendations and justification for a supervisor; analyzes and interprets budget and financial data; maintains department program budget records; verifies expenditures and codes to appropriate account; recommends and processes transfer of funds between budget categories; requests or initiates journal entries to correct or adjust charges against accounts; develops and monitors budgets for grants.

Maintains system for monitoring department projects and/or grant activities and timeliness Composes and edits correspondence, memoranda, manuals, brochures, reports and handouts.

Gathers information, compiles data, calculates descriptive statistics and prepares required reports of department or program activities; prepares annual state or federal reports; plans and carries out special projects for a supervisor

Provides administrative support for staff of the department; processes personnel action forms; prepares job descriptions; job posting requests and help wanted advertisements for vacant positions in consultation with chair and Human Resources, as appropriate to the position; compiles and screens applications for positions; sets up interview schedule and participates in interview panels; sets up and maintains confidential files.

Orients new staff and students on department and College policies, procedures and office practices; directs the daily workflow in the office; trains and leads the work of assigned positions; reviews, revises or recommends changes in operating policies and procedures to streamline office operations and improve efficiency; determines computer equipment needs, researches availability, develops bid specifications, obtains price quotes and coordinates installation of computer hardware and software including, L.A.N.S; troubleshoots problems with computer hardware and software; trains. staff on use of computer software and hardware. Works closely with database users to define needs for billings information, evaluation data or specialized reports; analyzes system needs and plans custom computer reports, generates reports using database or reporting software, tests database program, writes documentation for database applications; serves as system administrator and provides ongoing service and support for a LAN, ensures that data is backed up periodically. Performs purchasing functions for the department within established College or departmental guidelines; coordinates textbook requests and processes book orders; researches availability and prices of items used by department; assists in' developing bid proposals for larger items and with the screening of bid process. Coordinates and compiles the College term schedule and works with other departments on production and distribution of schedule; monitors and coordinates the evaluation and approval of curriculum changes by internal committees and the Department of Education; determines room scheduling for classes, monitors all changes in curriculum, updates computerized transcript evaluation; directs all schedule changes made on the automated scheduling system, notifies departments of changes.

Performs a variety of administrative support tasks related to the primary mission of the department/program; reviews and proofs course descriptions and syllabi to ensure current content is complete and -spelling and grammar are correct; advises faculty or supervisor of needed revisions; assists with department/program marketing effort; prepares press releases and designs ads; tracks program participants to ensure program requirements are met; recommends classes, workshops, training sessions and community service programs to offer, based upon community needs; develops and recommends changes to class schedules for both credit and noncredit offerings; screens resumes of instructional staff.

Knowledge, Skills and Abilities:

Knowledge of administrative procedures including planning, budgeting, personnel, data analysis and report preparation; knowledge of College/departmental policies and procedures and the ability to apply them appropriately to daily operations; knowledge of English composition, spelling and grammar; knowledge of and skill in the operation and support of office equipment including microcomputers and peripheral devices, FAX, calculator, audiovisual equipment, test scanning machine and typewriter; knowledge of and skill in the use of word-processing, desktop publishing, spreadsheet and database software; knowledge of bookkeeping procedures; knowledge of and skill in the use of appropriate database applications as required by the position; knowledge of computer copyright laws; knowledge of sources of microcomputer hardware, software, network software and supplies, knowledge of computer technology principles and capabilities; ability. to develop special reports to support user needs; ability to write documentation for database applications as required by the position; ability to understand and follow instructions in the form of program documentation and technical manuals; ability to convey and exchange technical information with programmers, hardware/software technical experts and users; ability to learn to serve as system administrator for local area. networks; ability to analyze computer errors and troubleshoot problems; ability to learn to support microcomputer network operating systems, hardware and software as required by the position; ability to evaluate and make revisions to enhance operating efficiency and effectiveness; ability to perform analysis to generate required reports, knowledge of and skill in maintaining automated office records systems; ability to conduct research, gather and organize information and prepare reports; ability to develop budget recommendations for a supervisor; ability to maintain budget and fiscal records and to produce cost projections and other fiscal or grant reports, ability to accurately clarify, interpret, apply and explain College and department policies and procedures to students and the public; ability to interact with students, staff and the public in a pleasant, tactful and courteous manner; ability to plan work assignments and set priorities, ability to organize and delegate tasks to assigned positions; ability to work independently or as a team member; ability to work under pressure and meet deadlines; ability to communicate effectively orally and in writing; ability to establish and maintain effective working relationships with supervisor, other department personnel, students and the public; ability to bend, stoop and work in confined spaces; ability to transport supplies and equipment weighing up to 25 pounds; ability to drive as required by the position; ability to work safely.

Supervision:

Reports to and works under the general supervision of a department chair or other supervisor. Work is performed independently according to College and department policies, State and federal rules or regulations and a knowledge of budgeting procedures, personnel practices, information analysis and report preparation. The supervisor is available to consult on problems and policy decisions. Work is reviewed for the quality of services provided to the department.

This position may have responsibility to plan work, assign tasks, provide priorities, train assigned staff and be available to answer questions or troubleshoot problems on a daily basis. This position may have substantial input into hiring decisions and performance evaluations.

Minimum Qualifications:

Two years of post-secondary education in office management or a related field is required. Two years of general office experience performing the full range of office support duties, including extensive public contact, is required. Some positions may require special job-related computer experience. Some positions may require that the employee be bondable or be able to obtain a current Oregon Approved Food Handlers Card, first aid/CPR card and/or Oregon driver's license or other special certificates.

Equivalent combination of training and experience will be considered qualifying.