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 clerical or administrative experience. Must be familiar with Microsoft Office Suite. Excellent attention to detail and proofreading skills, organizational skills, and communication skills required.
Preferred Education and/or Training and Experience:
Licensing Requirements: None
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, 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)
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.
Assist with events, meetings, special projects, campus tours, and fundraising campaigns for the College and Foundation. (B2)
Coordinate meeting schedules, prepare agendas and materials, take meeting minutes, and manage materials distribution for the Foundation Board and committees, and College committees. (B2)
Generate printed and online correspondence and announcements, marketing material, invitations, brochures, donor devices and forms, event and departmental web pages, social media announcements, and annual fund material. (B2)
Compose and disseminate confidential correspondences, including donation acknowledgements and other items. (B2)
Gather, organize, and utilize data for the purpose of generating reports and presentations. (B2)
Follow established best practices and protocols to manage and update donor database. (B2)
Process and file accounts receivable and accounts payable; make deposits and deposit reports.
Perform administrative duties, such as answering calls, responding to and appropriately forwarding emails and inquiries, managing mail, and basic office support tasks, including placing orders, making copies, filing, and maintaining general office organization and cleanliness.
Knowledge: Customer service principles; Accounting principles; Basic functions of Development services; Modern office procedures, methods, and equipment; Basic filing and recordkeeping principles; Basic mathematical concepts; Records management practices; Travel planning practices; Applicable Federal, State, and Local laws, rules, and regulations; English language, grammar, and punctuation; Confidentiality and ethical practices.
Skills: Using computers and related software applications; Performing routine mathematical calculations; Providing customer service; Working with a budget; Performing multiple tasks simultaneously; Using modern office equipment; Reading and interpreting documents; Analyzing data and comparing various sources of information; Processing and maintaining a variety of records; Preparing a variety of reports and other related written correspondence and materials; Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.
Wage/Salary: $17.00 per hour Status: Full time If Part-time, hours per week: If Non-exempt, work days: Posting Number: SF00485
Special Instructions Summary: Position is open until filled. Complete applications submitted by September 11, 2023, will receive priority consideration. Applications received after September 11 will be reviewed and considered as needed.
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.
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Jefferson College is a student-centered comprehensive community college, committed to providing an accessible, quality college experience as it strives to meet the diverse needs of the students and the community. Superior teaching and services foster a supportive learning environment, which promotes intellectual, social, and personal growth. A strong general education curriculum, college transfer and technical programs, personal enrichment courses, and on-campus experiences prepare students to succeed in their careers, further their education, and prosper in a diverse world. Jefferson College’s ongoing assessment of students, programs, and services assures that it is a responsive and progressive community college.