Adminstrative Specialist IV

Posting

Number : CM-262-2025

Posting

Title :

Adminstrative Specialist

IV

Position

Title :

Adminstrative Specialist

IV

Division : Student

Services

Department : ACCESS

FTE : 1.00

Term

(month / year) : 12

Months / Year

Primary Work

Schedule : Monday-Friday

8am-5pm

Shift

Differential : : Shift differential

eligibility based on the current collective bargaining

agreement.

Health &

Welfare : :

Mt. San Antonio College

offers a competitive and excellent benefits package providing

medical, dental, and vision benefits to eligible

employees and their dependents. Lifetime

supplemental medical benefits are also available for eligible

retirees.

The

College contributes an annual premium up to the family coverage

amount equivalent to 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 : The District

does not cover Medicare expenses. Please visit the

Mt. San Antonio College Benefits

Website for further information. Salary and Health

& Welfare Benefits are subject to change based on the

Collective Bargaining Agreement or Meet-and-Confer agreements

depending on job classification. Annual Salary Step

Range : $71,769.12 -

$90,690.12

Open

Date : 09 / 24 / 2025

Initial

Screening

Date : 09 / 24 / 2025

Open

Until

Filled : Yes

District

Rights :

We reserve the right to re-open,

re-advertise, delay, or cancel filling this position. This

recruitment may be used to fill future

vacancies.

Application

Requirements : First Review of

Applications : Complete application packets will be

accepted until the position is filled; however,

applications submitted by 11 : 59 p.m. (PT) on the

above 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, all candidates,

including current or former employees of the college, are required

to show evidence of the awarded / conferred degree from the issuing

college / university, and this evidence must be submitted with the

online application to demonstrate that the required educational

qualifications are met. Unofficial transcripts or a copy of the

diploma are acceptable at the time of application. Official

transcripts will be requested if an offer of employment is

made.

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.

Special Note to

Applicants :

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.

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 91789-1399. Human Resources

telephone # : (909)274-4225. Human Resources e-mail :

employment@mtsac.edu .

Do

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 : : 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.

Definition : Under

general supervision, performs a variety of advanced administrative

support duties that requires a significant level of knowledge of

the assigned division, its services policies, procedures, and

operational details.

Supervision Received

and Exercised :

Receives general supervision

from managerial personnel or similar high level administrator.

Exercises technical and functional direction over and provides

training to student or hourly workers and to less experienced

support staff, as assigned.

Class

Characteristics : The Administrative

Specialist IV classification is the fourth 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 IV level

typically performs a wide variety of advanced administrative tasks

to relieve division head of routine matters. Incumbents at this

level are capable of performing advanced and complex administrative

support duties with little or no supervision, including

coordinating and administering complex budgetary functions,

providing overall division office coordination and management, and

assisting in division-related projects and programs. Incumbents at

this level are required to be fully trained in all procedures

related to the assigned division of responsibility, working with an

advanced degree of independent judgment, tact, and initiative. This

class is distinguished from other Administrative Specialist

classifications in that it may be specifically assigned to a

division head and performs a greater number and variety of advanced

and complex functions with an advanced degree of independent

judgement. This class is distinguished from the Executive Assistant

series in that the latter is responsible for providing

administrative support to a Vice President or Senior

Executive.

Examples of Essential

Functions(Illustrative Only) :

1. Provides

administrative support to managerial personnel or similar high

level administrator by assisting with duties of an advanced,

represents the division at meetings as assigned; manages and

coordinates multiple calendars, schedules meetings, makes travel

arrangements, and handles sensitive materials; acts as a liaison

between the managerial personnel and other staff or the public,

coordinating resolutions to issues, problems, and complaints as

appropriate.

2. Coordinates and manages the workflow of

the office, follows up on behalf of the administrator, checks-in

with managers, staff, and faculty regarding completion of tasks,

and scheduling and overseeing the work of student workers; performs

a variety of other highly complex and difficult

responsibilities.

3. Coordinates and participates in the

preparation of the division budget, including gathering and

monitors budget expenditures and revenues; initiates division

authorizes payment of invoices; processes division requisitions and

develops special statistical reports regarding budgetary

information.

4. Works with Fiscal Services to coordinate

financial and accounting related duties, including reconciling

purchasing orders, tracking vendor and invoice information, bid

requests, price quotes, purchase and expenditure requests; prints

and reviews invoices for accuracy; follows up with

vendors.

5. Schedules and / or coordinates meetings,

acts as meeting secretary including preparing agendas and

informational packets, setting up meeting and training rooms, and

taking and transcribing minutes for assigned boards and

commissions; prepares complex divisional agenda items and packets

for Board of Trustees meetings.

6. Plans and coordinates

divisional or campus-wide events, functions, and meetings,

including for the President’s Office, Board of Trustees meetings,

commencement and other ceremonies, various other periodic

committee, and employee training sessions.

7. Assists or

administers assigned division projects, processes, and / or programs

as assigned by the managerial personnel; provides assistance to

participates in developing and implementing division or campus-wide

policies and procedures.

8. Assists in coordinating the

monitors and tracks submission of evaluation materials for faculty

and staff as assigned.

9. May provide administrative

assistance to College governance committees, including maintaining

detailed and accurate records, compiling agendas, communicating

directly with committee members, compiling back-up documentation

for agenda items, and maintaining detailed tracking of governance

processes and actions.

10. Composes, types, edits, and

proofreads a variety of complex documents, including forms, memos,

statistical and analytical reports, organization charts, program

plans, and correspondence for division staff from rough draft,

dictation equipment, handwritten copy, verbal instructions, or from

other material using a computer; inputs and retrieves data and text

using a computer terminal; checks draft documents for punctuation,

spelling, and grammar; makes or suggests corrections to

drafts.

11. Processes and prepares a variety of documents,

materials, and records according to established procedures and

practices, such as divisional documents payroll records and

monitoring payroll and expenditures for grant compliance.

Calculates, inputs, and tracks faculty loads and lecture hour

submits faculty attendance reports monthly.

12. Provides

information to the public to ensure an understanding of division

and College policies, contracts, and procedures; listens to

questions and responds to inquiries and complaints, and explains

procedures requiring a significant level of independent judgment,

discretion, and interpretation; coordinates or resolves problems of

a complex nature when appropriate.

13. Designs and

implements complex file, index, tracking, and record keeping

systems; researches and / or gathers records, data, and written

information regarding divisional programs and processes to prepare

complex reports and provide follow-up information to customer and

staff inquiries.

14. May provide support to or serve in

assisting the division head or President in the Executive

Assistant’s absence.

15. Promotes an environment of

belonging as it relates to diversity, equity, inclusion, social

justice, anti-racism, and accessibility.

16. Provides

quality customer service when interacting with the public, vendors,

students, and College staff, including individuals from minoritized

groups.

17. Supports and abides by federal, state, local

policies, and Board Policies and Administrative

Procedures.

18. Participates on committees, task forces,

and special assignments, including, but not limited to Screening

and Selection Committees and mandated trainings as

required.

19. Prepares and delivers oral presentations

related to assigned areas as required.

20. Performs other

related or lower classification duties as

assigned.

Knowledge

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 division 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 divisional 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 and maintain 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 an Associate’s

degree from a regionally accredited college with major coursework

in business or public administration, public policy, or a related

field; and

2. Three (3) years of varied administrative

support experience preferably involving public contact; or

3. Two (2) years of experience equivalent to

Administrative Specialist III at the

College.

Desirable

Qualifications :

1. 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

2. 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).

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.

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 divisional

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,

before groups, and over the telephone. This is primarily a

sedentary office classification although standing in 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.

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.

Mission, Vision, and Equity

Statement : Our

Mission : The mission of Mt. San Antonio College is

to support all students in achieving their educational goals in an

environment of academic excellence. Specifically, the College is

committed to providing quality education, services, and workforce

training so that students become productive members of a diverse,

sustainable, global society. The College pledges to prepare

students for lifelong learning through the mastery of basic skills,

the achievement of associate degrees and certificates, and the

completion of career and transfer pathways. The College will carry

out this commitment by providing an engaging and supportive

teaching and learning environment for students of diverse origins,

experiences, needs, abilities, and goals. The College is dedicated

to serving our community through improving economic achievement,

advancing civic engagement, enhancing personal well-being,

promoting critical thinking, and enriching aesthetic and cultural

experiences.

Our

Vision : Mt. San Antonio College strives to be

regarded as one of the premier community colleges in the nation. We

will be viewed as a leader in community college teaching, programs,

and services. As a premier community college, we will provide

access to quality educational programs and services, focusing on

student success within a climate of integrity and respect. We will

earn this reputation by consistently exceeding the expectations of

our students, our staff, and our

community.

Mt. San Antonio College

Mission and Goals

Equal

Employment Opportunity Policy :

The College

is an equal opportunity employer. The policy of the College is to

encourage applications from ethnic and racial minorities, women,

persons with disabilities, and Vietnam-era veterans. No person

shall be denied employment because of race, religious creed, color,

national origin, ancestry, physical disability, mental disability,

medical condition, marital status, sex (gender), age, sexual

orientation, or the perception that a person has one or more of

these

characteristics.

Demographics : We

recruit and retain quality employees who are reflective of our

students and the community we serve, in addition to providing all

personnel with equity and diversity

training.

The District is a proud

Chicanx / Latinx, and Hispanic-Serving Institution, Asian American

and Native American Pacific Islander-Serving Institution, and

Minority Serving Institution, serving over 74,655

students based on the 2023-2024 academic

year.

The student

population is as

follows : by

Ethnicity – 58.53% Latinx, 9.30% White, 20.85%

Asian, 2.83% Filipino, 0.23% Pacific Islander, 3.64% Black / African

American, 0.27% American Indian, 2.30% two or more races and 2.05%

unknown;

by

Gender – 54.96% Female, 43.11% Male, 0.66%

Non-Binary, 1.27%

unspecified;

and by

Age – 47.71% ages 19 or younger, 19.37% ages 20-24,

8.53% ages 25-29, 5.51% ages 30-34, 3.90% ages 35-39, 5.16% ages

40-49, 9.79% ages 50 and older.

The

current employee population is as

follows : by

Ethnicity – 38% Latinx, 19% White, 15% Asian, 4%

Black / African American, 2% Native Hawaiian or Other Pacific

Islander, 1% Two or More Races, 19%

unknown;

by Gender

– 54.59% Female, 43.64% Male, 1.77%

unspecified;

and by

Age – 3.57% under 20 years, 27.38% ages 20-29,

21.81% ages 30-39, 20.87% ages 40-49, 26.35% ages 50 and

older.

Conflict of

Interest :

Mt. San Antonio College employees

and the Board of Trustees members shall not engage in any

employment or activity that is inconsistent with, incompatible

with, or in conflict with Mt. San Antonio College’s Administrative

Procedures (AP 2710 Conflict of Interest, AP 2712 Conflict of

Interest

Codes).

Inquiries / Contact :

Human

Resources

1100 N. Grand Avenue, Walnut, CA 91789-1399

Phone : (909) 274-4225

E-mail : employment@mtsac.edu