Sr. Administrative Specialist

Position Details Position Information Position Title Sr. Administrative Specialist PIN 440000 Classification Summary This class is the fifth level in the Administrative Support series. Incumbents provide general administrative services requiring a broad knowledge of the assigned department/division. Responsibilities may include coordinating the daily activities of department administrative support staff; providing accurate information during high-impact and risk situations; monitoring budgets, accounts, billings, and/or expenditures; preparing financial and/or statistical reports; preparing meeting agendas and taking official meeting minutes for distribution and documentation; planning and coordinating events; independently preparing materials for supervisor's meetings; determining priority items for supervisor; and reading and responding to supervisor's voicemail and e-mail. Incumbents may supervise student workers and/or part-time staff. The Senior Administrative Specialist is distinguished from the Administrative Specialist in that the former may coordinate activities of lower level administrative support staff; performs more complicated administrative support, such as coordinating events; and/or manages/maintains specific information systems. Minimum Education and/or Training and Experience High School Diploma or equivalent (G.E.D.), and three years clerical or administrative experience; or Associate's degree and two years' experience providing administrative services. Preferred Education and/or Training and Experience Licensing Requirements None Essential Job Function These are the job duties that are required of the position. Classification Duties 1. 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) 2. Assist with the planning, coordinating, and implementing of events. (B2) 3. 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) 4. 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) 5. 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) 6. Coordinate assignments and schedules of part-time and temporary staff; work may involve prioritizing and assigning work, and monitoring performance. (B2) 7. 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) 8. Perform other related duties of a comparable level/type as assigned. Position Duties Multistate Employer Employees of Jefferson College must reside in Missouri or Illinois. Multistate Employer Position Knowledge/Skills Knowledge Customer service principles; Skills Using a computer and related software applications; Providing customer service; Planning events and activities; 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 Office equipment (computer, copier, fax, scanner) Microsoft Office Suite Google Applications Two-way radio 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 Buildings & Grounds (DIV) Department Finance & Administration Reports To Interim Director of Facilities Management Wage/Salary $18.11 per hour Status Full-time If Part-time, hours per week If Non-exempt, work days If Non-exempt, work hours Posting Detail Information Posting Number S00589P Desired Start Date 11/18/2024 Open Date 10/29/2024 Close Date Special Instructions Summary The position is open until filled. Review of candidates will begin on November 6. Quicklink for Internal Posting https://jeffco.peopleadmin.com/postings/4938 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.