ADMINISTRATIVE SUPPORT SPECIALIST
An Administrative Support Specialist is responsible for providing office support with emphasis on (a) composition, editing and production typing; including the preparation of charts, brochures, instructional materials, flip charts, flyers, newsletters, correspondence and reports from general instructions or rough drafts and/or (b) assisting with budget recommendations and justifications, monitors budget expenditures, participating in long-range planning for department; and/or (c) may lead the work of assigned positions, may represent a division/department chair or supervisor in delegated duties or routine matters; informs students of admissions, registration and other College policies and procedures; performs the full range of office support duties including typing, data entry, filing, phone and front desk reception, bookkeeping, processing forms and maintaining supplies; may assist an Administrative Specialist or Administrative Coordinator with specific tasks; may provide ongoing computer technology support, does related work as required. Responsible for providing a variety of services which relieve a supervisor of administrative details. Work may require advanced knowledge of office machines and procedures, skill in composition and editing, typing at least 60 words per minute, attention to detail and good organizational skills. Work requires well-developed verbal skills and interpersonal skills to give and receive information and to coordinate with other staff, students and the public. Physical strength and agility may be required to transport materials and supplies. Operates microcomputers and other office equipment.
(The Administrative Support Specialist is distinguished from the Office Support Specialist by a greater percent of assigned duties which require either (a) composition, editing and production typing and/or (b) developing budget recommendations and justification, monitoring budget expenditures, and/or (c) leading the work of assigned positions or representing the Division/Department Chair or supervisor. (The Administrative Support Specialist is distinguished from the Administrative Specialist by less responsibility in a majority of assigned duties, including developing budget recommendations and justifications, soliciting bids on large capital outlay expenditures, and assisting in the analysis of data, setting priorities for expenditures, scheduling and handling confidential personnel matters.)
Examples of Work:
Compiles, composes and/or edits and produces reports, charts, instructional materials and correspondence; performs production typing of materials; prepares reports on department activities.
Develops program promotional materials, media ads, brochures, flyers and public service announcements within established College guidelines, prepares displays, brochures, flyers, and other materials using desktop publishing software; prepares handouts and presents materials on the department or program; makes presentations to students, civic and community groups; represents the supervisor, as required. Reviews and proofreads course schedules, course descriptions, instructional modules and syllabi to ensure current and correct content; advises faculty or department head of needed revisions. Reviews, revises or recommends changes in operating procedures to improve office efficiency or effectiveness; maintains tickler system. Informs students of registration procedures, faculty hours, class holds and fee refunds, ensures required forms are completed and processed; keeps students advised of changes. Assists supervisor with budget recommendations and justification with 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.
Provides administrative support for staff of the department; processes personnel action forms; prepares job descriptions; job postings requests and help wanted advertisements for vacant positions in consultation with Divison/Department chair or supervisor and Human Resources, as appropriate to the position; maintains confidential files.
Performs purchasing functions for the department within established College or departmental guidelines; researches availability and prices of items used by department; assists in developing bid proposals for larger items and with the screening of bid proposals.
Assists in the analysis, monitoring and maintenance of budgets and grants for the department; prepares basic financial reports such as a balance sheet or income statements; reviews budget expenditure reports and brings major variances to the attention of the department head or supervisor; uses a microcomputer or manual methods to post expenditures to spreadsheets or journal to track department costs.
Performs other office support related duties including answering phones, taking messages, filing, copying, ordering and maintaining supplies and forms, preparing bulk mailing, distributing mail and providing general information to staff, students and the public; schedules facilities, meetings or training events and makes appointments for staff and students; plans, schedules and makes logistical arrangements for staff training and in-service programs; makes travel arrangements for staff and processes mileage and travel reimbursements; attends meetings relating to program duties; prepares and distributes meeting agendas and minutes.
Knowledge, Skills and Abilities:
Knowledge of office procedures, with emphasis on organizing workflow and word-processing and administrative procedures including planning, budgeting, personnel, and report preparation; knowledge of College/departmental policies and procedures and ability to apply them appropriately to daily operation; knowledge of and ability to operate office equipment including microcomputer, copier, typewriter, calculator and printer; knowledge of and ability to use word-processing, desktop publishing, graphics, spreadsheet and database software; skill in arithmetic computations; skill in composition, grammar, spelling and editing; knowledge of and ability to appropriately apply College and department policies and procedures; ability to type accurately and rapidly; ability to interact with students, staff and the public in a pleasant, tactful and courteous manner; ability to generate various reports, lists and operating information; ability to maintain bookkeeping records; ability to have patience; ability to work under pressure and with interruptions; ability to communicate effectively orally and in writing; ability to work effectively with individuals of varied backgrounds; ability to manage time effectively; ability to learn job duties quickly; ability to prioritize tasks and take initiative; ability to maintain a high level of confidentiality; ability to pay attention to detail, ability to communicate College and departmental/program policies to students, staff and the public; ability to work independently; ability to manage and monitor a project; ability to organize and delegate tasks to assigned positions; ability to set up and maintain departmental filing systems; ability to transport boxes of materials or supplies weighing up to 25 pounds; ability to drive as required by the position; ability to work safely.
Reports to and works under the general supervision of a Division/Department chair or other supervisor. An Administrative Specialist or Administrative Coordinator may provide daily supervision. Work is performed independently according to College and department policies. The supervisor is available to consult on problems and policy decisions. Work is reviewed for the quantity and quality of work provided to the department.
This position may train, assign work, provide priorities and check the work of student assistants, volunteers and hourly employees. This position may be involved with hiring process and orienting staff to procedures.
High school graduation or equivalent is required. Two years of general office experience performing the full range of office support duties is required. Positions in this class may require a minimum typing speed of 60 words per minute. Some positions may require public contact experience, a current Oregon driver's license or special skills such as legal or medical terminology or other special certificates.
Equivalent combination of training and experience will be considered qualifying.