Administrative Specialist III (Restricted Funds)

Administrative Specialist III (Restricted Funds)To be guaranteed consideration, it is the applicant's responsibility to ensure that all required materials are received before the initial screening date and time indicated on the job posting. Incomplete application packets will not be considered. All application materials will become College Property, will not be returned, and will not be copied. Please visit the Mt. SAC Employment Website to complete and submit your application for this position. A confirmation number will be assigned when your application packet indicates the supplemental questions have been answered and a document has been attached to each required link. Assistance with the online application process is available through Human Resources at 1100 N. Grand Avenue, Walnut, CA . Human Resources telephone #: . Human Resources e-mail: Not include photographs or personal information (e.g. DOB, place of birth, etc.) on your application or supporting documents.Long Distance Travel for Interviews: If you are selected to participate in an interview and attendance will require you to travel in excess of 150 miles from your residence, please contact the Human Resources Technician listed on the interview invitation to discuss accommodation and/or travel reimbursement.Foreign Transcripts: Transcripts issued outside the United States require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the filing deadline.Selection Procedure: A committee will evaluate applications, considering the breadth and depth of relevant education, training, experience, skills, knowledge, and abilities. The screening committee reserves the right to limit the number of interviews granted. Meeting the minimum qualifications for a position does not assure the applicant of an interview. Interviews may include a writing sample, committee presentation, and/or performance test. The start date will follow Board approval and live scan clearance receipt.Position DescriptionPosition Overview - EOPS, CARE, and CalWORKs provide comprehensive support services to help students facing educational and economic barriers achieve their academic, career, and personal goals. EOPS provides enhanced academic and support services to eligible students; CARE provides additional support to eligible single-parent EOPS students; and CalWORKs provides educational and supportive services to students receiving public assistance. The Administrative Specialist III provides high-level administrative coordination and scheduling support for the EOPS/CARE and CalWORKs programs. A primary responsibility of the position is managing and coordinating complex schedules for program managers, five full-time counselors, approximately ten adjunct counselors, and staff to support effective program operations and student services. The position also coordinates a wide range of administrative functions, including requisitions, timekeeping, timecards, absence reports, records, documentation, and other day-to-day departmental processes.QualificationsKnowledge of - 1. Principles and practices of supporting a diverse, equitable, inclusive, socially just, anti-racist, and accessible academic and work environment. 2. Practices and methods of general office administration, including the use of standard office equipment. 3. Principles and practices of providing technical and functional direction and training to assigned staff. 4. Computer applications related to the work, including word processing, database, and spreadsheet applications. 5. Applicable federal, state, and local laws, codes, regulations, and policies, technical processes, and procedures related to the department to which assigned. 6. Principles and procedures of financial record keeping and reporting, basic accounts payable, and purchasing. Including business arithmetic, financial, and statistical techniques. 7. Principles and practices of data collection and report preparation. 8. Business letter writing and the standard format for reports and correspondence. 9. Record keeping principles and procedures. 10. Modern office practices, methods, and computer equipment. 11. Alphabetical and numerical filing methods. 12. 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, socio-economic, and ethnic groups.Skills and Abilities - 1. Advocate for and communicate the College's vision and commitment to creating a diverse, equitable, inclusive, socially just, anti-racist, and accessible academic and work environment. 2. Participate in addressing gaps in diversity, equity, inclusion, social justice, anti-racism, and accessibility in the recruitment and retention of staff. 3. Participate in providing resources and support towards the goal of a diverse, equitable, inclusive, socially just, anti-racist, and accessible academic and work environment. 4. Maintain confidentiality and be discreet in handling and processing confidential information and data. 5. Interpret, apply, and explain applicable federal, state, and local laws, rules, regulations, policies, and timelines, as well as complex administrative and departmental policies and procedures. 6. Perform responsible administrative support work with accuracy, speed, and general supervision. 7. Provide varied and responsible office administrative work requiring the use of tact and discretion. 8. Plan, schedule, assign, and oversee activities of assigned personnel. 9. Inspect the work of others and maintain established quality control standards. 10. Train others in proper and safe work procedures. 11. Identify and implement effective course of action to complete assigned work. 12. Understand the organization and operation of the College and of outside agencies as necessary to assume assigned responsibilities. 13. Compose correspondence and reports independently or from brief instructions. 14. Understand and carry out complex oral and written directions. 15. Research, analyze, and summarize data and prepare accurate and logical written reports. 16. Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work. 17. Establish and maintain a variety of filing, record-keeping, and tracking systems. 18. Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines. 19. Operate modern office equipment, including computer equipment and specialized software applications programs. 20. Use English effectively to communicate in person, over the telephone, and in writing. 21. Understand scope of authority in making independent decisions. 22. Learns and applies emerging technologies and, as necessary, to perform duties in an efficient, organized, and timely manner. 23. Review situations accurately and determine appropriate course of action using judgment according to established policies and procedures. 24. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.Education and Experience - 1. Equivalent to the completion of the twelfth (12th) grade supplemented by college-level coursework; and 2. Five (5) years of varied administrative support experience preferably involving interaction with the public or 3. Two (2) years of experience equivalent to Administrative Specialist II.Pay Grade Eligibility - N/ADesirable Qualifications - 1. An Associate's degree from a regionally accredited college is preferred. 2.

Experience working with policies and procedures relating to diversity, equity, inclusion, social justice, anti-racism, and accessibility preferably in a minority serving institution such as Hispanic Serving Institution (HSI) and Asian American and Native American Pacific Islander-Serving Institution (AANAPISI); OR 3.

Experience with participation in programs relating to diversity, equity, inclusion, social justice, anti-racism, and accessibility preferably in a minority serving institution such as Hispanic Serving Institution (HSI) and Asian American and Native American Pacific Islander-Serving Institution (AANAPISI). 4. Demonstrated experience coordinating complex schedules, calendars, appointments, and coverage for multiple managers, counselors, and staff. 5.

Experience using Navigate360 and Smartsheet for scheduling, tracking, reporting, and administrative coordination. 6.

Experience performing administrative functions such as processing requisitions, timecards, absence reports, purchasing requests, and maintaining accurate records. 7.

Experience providing high-level administrative support in a community college, higher education, student services, or similarly fast-paced environment, with strong organizational, communication, and customer service skills.Licenses and Certificates - The incumbent may periodically be required to travel to a variety of locations. If operating a vehicle, employees must have the ability to secure and maintain a valid California driver's license.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.Working EnvironmentWorking Conditions Environmental Elements - 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; to operate a motor vehicle to visit various College and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person