Administrative Specialist III

Administrative Specialist III

Position Number : CM-256-2024

Division : $ATSDiv

Department : Adult Basic Education

FTE : 100

Term (month / year) : 12 Months / Year

Annual Salary Step Range : $66,940.08 - $85,434.12

Initial Screening Date : 08 / 04 / 2025

Open Until Filled : Yes

Position Description

Position Overview : Definition :

Under general supervision, performs a variety of intermediate administrative support duties that requires a significant level of knowledge of the assigned department, its services, policies, procedures, and operational details.

Supervision Received and Exercised :

Receives general supervision from managerial personnel. Exercises technical and functional direction over and provides training to student or hourly workers, and to less experienced administrative support staff, as assigned.

Class Characteristics :

The Administrative Specialist III classification is the third 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 III level typically performs a wide variety of journey level administrative tasks to relieve department head of routine matters. Incumbents at this level are capable of performing intermediate administrative support duties, including assisting with budgets, providing department office coordination, and assisting in department-related projects and programs. Incumbents at this level are required to be fully trained in all procedures related to the assigned department of responsibility, working with an intermediate degree of independent judgment, tact, and initiative. This class is distinguished from the Administrative Specialist IV in that the latter acts in a higher-level capacity providing an advanced level of professional assistance to a division head.

Examples of Essential Functions(Illustrative Only) :

1. Performs journey level duties of a supportive and sensitive nature; represents the department at meetings as assigned; coordinates multiple calendars, schedules meetings, makes travel arrangements, and handles sensitive materials; acts as a liaison between the department head and other staff or the public, assists resolving issues, problems, and complaints as appropriate.

2. Assists with the preparation of the department budget, including gathering and analyzing data related to expenditures and projected charges; monitors budget expenditures and revenues; initiates department purchases for office supplies and other items as assigned; authorizes payment of invoices; processes department requisitions and appropriation transfers; assists in the development of contracts; develops special statistical reports regarding budgetary information.

3. Assists with program or department budget tracking and reconciliation systems; resolves discrepancies; processes department requisitions and appropriation transfers; follows up with vendors; prints and reviews invoices for accuracy.

4. Performs other financial and accounting related duties, including reconciling purchasing orders, tracking vendor and invoice information, assisting with bid requests, price quotes, purchase and expenditure requests, and purchase orders.

5. Schedules and / or coordinates meetings, seminars, conferences, and training sessions for department staff; 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 departmental agenda items and packets for Board of Trustee meetings.

6. Assists with planning and coordinating of departmental or campus-wide events, functions, meetings, and various other periodic committee, and employee training sessions.

7. Assists assigned department projects, processes, and / or programs as assigned by managerial personnel; provides assistance to department staff in various research and department-related projects; participates in developing and implementing department or campus-wide policies and procedures.

8. Composes, types, edits, and proofreads a variety of complex documents, including forms, memos, statistical and analytical reports, organization charts, program plans, and correspondence for department 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.

9. Processes and prepares a variety of documents, materials, and records according to established procedures and practices, such as departmental documents, payroll records and monitoring payroll and expenditures for grant compliance. Calculates, inputs, and tracks faculty loads and lecture hour equivalency; ensures accuracy of the department’s class schedules; submits faculty attendance reports monthly.

10. Provides information to the public to ensure an understanding of department and College policies and procedures; listens to questions and responds to staff inquiries and complaints, and explains procedures requiring a significant level of independent judgment, discretion, and interpretation; refers to the appropriate department source; resolves problems of a complex nature when appropriate.

11. Designs and implements complex file, index, tracking, and record keeping systems; researches and / or gathers records, data, and written information regarding departmental programs and processes to prepare complex reports and provide follow-up information to customer and staff inquiries.

12. May provide support to or serve in assisting the department head or President in the Executive Assistant’s absence.

13. Promotes an environment of belonging as it relates to diversity, equity, inclusion, social justice, anti-racism, and accessibility.

14. Provides quality customer service when interacting with the public, vendors, students, and College staff, including individuals from minoritized groups.

15. Supports and abides by federal, state, local policies, and Board Policies and Administrative Procedures.

16. Participates on committees, task forces, and special assignments, including, but not limited to Screening and Selection Committees and mandated trainings as required.

17. Prepares and delivers oral presentations related to assigned areas as required.

18. Performs other related or lower classification duties as assigned.

Qualifications

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 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.

Desirable 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).

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.

To apply, visit https : / / hrjobs.mtsac.edu / postings / 13649

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

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.

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