"Administrative Specialist I - (2 Vacancies) (Restricted/Categorical Funding)"

Job Details

Administrative Specialist I - (2 Vacancies) (Restricted/Categorical Funding)

Position Number: CM-045-2022

Department:

Job Category:

Time (Percent Time): 100%

Term (months/year): 12 months/year

Current Work Schedule (days, hours): Vacancy 1: M-Th 8am - 5pm & F 8am - 4:30pm Vacancy 2: M-Th 10am - 7pm & F 8am - 4:30pm

Salary Range: A-69

Salary: Steps 1 - 6: $4,247 - $5,420

Shift Differential: Shift differential eligibility based on the current collective bargaining agreement.

Open Date: 09/07/2022

Initial Screening Date: 09/28/2022

Open Until Filled: Yes

Application Procedure: Complete application packets will be accepted until the position is filled; however, applications submitted by 11:59 p.m. (PT) on the listed Initial Screening Date are assured consideration. Applicants must submit all of the following materials online, unless otherwise noted, at Mt.SAC Employment Website to be considered for this position: 1. A Mt. San Antonio College online application. 2. A cover letter describing how the applicant meets the required education and experience. 3. A detailed résumé that summarizes educational preparation and professional experience for the position. 4. If applicable, College and/or university transcripts showing the awarded/conferred degree are required and must be submitted with the online application by all applicants, including current or former employees of the college, to demonstrate that the required educational qualifications are met. Unofficial transcripts are acceptable at the time of application; however, copies of diplomas are not accepted in lieu of transcripts. 5. Optional – Three letters of recommendation that reflect relevant experience (do not use social media or professional networks as a means to provide letters of recommendation). Confidential letters of recommendation are not allowed for this position.

Health & Welfare: Mt. San Antonio College offers a competitive and excellent benefits package to eligible employees providing medical, dental, and vision benefits for eligible employees and their dependents. Lifetime medical benefits are also available for eligible retirees. The College contributes an annual premium up to the family coverage amount for Kaiser Permanente $15 office visit medical, DeltaCare HMO dental, VSP vision and life insurance plans for eligible employees. The District participates in the Public Employees’ Retirement System (PERS), State Teachers’ Retirement System (STRS) retirement programs, and National Benefit Services. *Note: Salary and Health & Welfare Benefits are subject to change. Please visit the Mt. San Antonio College Benefits Website for further information.

Basic Function/Overview: THIS POSITION IS FUNDED USING RESTRICTED/CATEGORICAL FUNDS. DEFINITION: Under general supervision, performs a variety of entry level administrative support duties that requires knowledge of the assigned division/department and/or program support duties according to standard procedures on behalf of the designated managerial personnel. SUPERVISION RECEIVED & EXERCISED: Receives general supervision from assigned supervisory or managerial personnel. Exercises technical and functional direction over and provides training to student or hourly workers, as assigned. CLASS CHARACTERISTICS: The Administrative Specialist I classification is the first level in the Administrative Specialist series which is comprised of four (4) levels. Positions in the series are distinguished by reporting and working relationships, level of independence, supervision received and exercised, decision making, judgment, and minimum qualifications for employment consideration. The Administrative Specialist I level typically performs entry-level administrative and clerical activities such as customer service at the front counter and over the phone; provides assistance to clientele with program requirements, policies, and procedures; document preparation and completion; file and records maintenance; data entry; screening visitors and mail, and directing questions to the appropriate staff; working with an entry-level degree of independent judgment, tact, and initiative within clearly defined work procedures and standards. Incumbents in the Administrative Specialist I level report to managerial personnel initially under more direct supervision. The work requires basic decision making under established guidelines. This class is distinguished from Administrative Specialist II in that the latter performs a broader range and journey level office support and administrative duties.

Essential Duties/Major Responsibilities: (Not specified in detail in the text)

Other Duties: (Not specified in detail in the text)

Knowledge Of: 1. Modern office clerical support practices and procedures, including the use of standard office and computer equipment. 2. Computer applications related to the work, including word processing, database, scanning, and spreadsheet applications. 3. Applicable policies and procedures related to the program/department to which assigned. 4. Basic business arithmetic and statistical techniques. 5. Record keeping principles and procedures. 6. Alphabetical and numerical filing methods. 7. English usage, spelling, vocabulary, grammar, and punctuation. 8. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, students, and College staff, including individuals of various ages, disabilities, various socio-economic and ethnic groups.

Skills and Abilities: 1. Perform standard office clerical support work with accuracy and sufficient speed. 2. Learn and understand the organization and operation of the assigned program and/or department, the College and outside agencies as necessary to assume assigned responsibilities. 3. Learn, correctly interpret, and apply the policies and procedures of the function to which assigned. 4. Respond to and effectively prioritize multiple phone calls and other requests for service. 5. Understand and carry out oral and written directions. 6. Make basic accurate arithmetic computations. 7. Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work. 8. Establish and maintain a variety of filing, record-keeping, and tracking systems. 9. File materials alphabetically, chronologically, and numerically. 10. Use discretion in processing and filing confidential student files and other records. 11. Organize and prioritize a variety of multiple tasks in an effective and timely manner. 12. Operate and maintain modern office equipment, including computer equipment and specialized software applications programs. 13. Understand and follow oral and written instructions. 14. Use English effectively to communicate in person, over the telephone, and in writing. 15. Understand scope of authority in making independent decisions. 16. Learns and applies emerging technologies and, as necessary, to perform duties in an efficient, organized, and timely manner. 17. Review situations accurately and determine appropriate course of action using judgment according to established policies and procedures. 18. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Minimum Qualifications/Education & Experience: (Not specified in detail in the text)

Equivalencies: Any combination of training and experience which would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications is listed in the Minimum Qualifications section.

Preferred Qualifications: (Not specified)

License(s) & Other Requirements: (Not specified)

Examination Requirements: (Not specified)

Working Environment: Incumbents work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Incumbents may interact with staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

Physical Demands: Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone; may be required to operate a motor vehicle to visit various College and meeting sites. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Incumbents in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Incumbents must possess the ability to lift, carry, push, and pull materials and objects weighing up to 20 pounds.

Hazards: (Not specified)

Conditions of Employment: The person holding this position is required to be present on Mt. San Antonio College’s campus to perform all essential duties and responsibilities. Official offers of employment are made by Mt. San Antonio College Human Resources and are made contingent upon Board approval. It is also required that a final offer of employment will only be made after the candidate has successfully been live-scanned and clearance for employment is authorized by Human Resources. Costs for live-scan services shall be borne by the candidate. Notice to all prospective employees – The person holding this position is considered a ‘mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Administrative Procedure 3518, titled Child Abuse Reporting, as a condition of employment. As required by the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Mt. San Antonio Community College Annual Security Report is available here: Mt. SAC Annual Security Report. The person holding this position is considered a ‘Responsible Employee’ under Title IX of the Educational Amendments Act of 1972 and is required to report to the College’s Title IX Coordinator all relevant details reported to him or her about an incident of alleged sexual misconduct including sexual harassment, sexual assault, dating and domestic violence and stalking.