Sr. Administrative Specialist

Position Details Position Information Position Title Sr.
Administrative Specialist PIN 281000 Classification Summary 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.
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 Prepare and organize annual compliance documents, including Annual Performance Review.
Compile and prepare all auditable files on an annual basis, and provide input for student eligibility and program assessment.
Maintain databases and assist in information gathering for institutional and Federal reports.
Perform annual audit of participant files to ensure grant compliance.
Compile recruitment reports and perform participant outreach.
Organize and execute recruitment events.
Coordinate all aspects of special events.
Ensure participant eligibility and assist in the decision-making process of participant program admission.
Be trained in and perform CliftonStrengths assessment for program participants.
Multistate Employer Employees of Jefferson College must reside in Missouri or Illinois.
Multistate Employer Position Knowledge/Skills Knowledge Customer service principles; Computers and related software applications; Recordkeeping principles; Keyboarding techniques; Filing principles and practices; Modern office procedures, methods, and equipment Skills Using a computer and related software applications; Providing customer service; 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 Copy Machine/Fax/Scanner Phone system Microsoft Office Suite Label Maker Document shredder Ellucian Banner JAWS database system ZoomText Natural Reader Kurzweil 3000 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 Student Support (DIV) Department Student Services Reports To Director of Student Support Services Wage/Salary $18.
00 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 SF00519 Desired Start Date 05/20/2024 Open Date 04/15/2024 Close Date Special Instructions Summary For priority consideration, submit application materials by April 28.
Position open until filled.
Quicklink for Internal Posting https://jeffco.
peopleadmin.
com/postings/4346 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.