administrative specialist

Position Information:
This is an Open Competitive recruitment to create an eligibility list for current and future vacancies. Incumbents in this classification are expected to work eight (8) hours a day, five (5) days a week, and twelve (12) months a year. Candidates must submit proof of all required documents to be considered for the examination process.

GENERAL PURPOSE

Under general supervision, performs a variety of difficult, responsible, and specialized administrative and office support functions; creates and maintains specialized reports, records, and files required in connection with department or office work processes; interacts with District administrators, staff, faculty, and parents on technical matters; and performs related duties as assigned.

DISTINGUISHING CHARACTERISTICS

Incumbents in this classification perform a variety of difficult and specialized administrative support functions that require a thorough knowledge of the terminology, procedures, and practices for their functional areas, with a significant degree of independence and accountability for results. Incumbents may also provide secretarial services to managers and/or supervisors and train and provide work direction to lower level clerical employees.

• The Administrative Specialist classification is distinguished from the Administrative Assistant classification in that incumbents in the former class have responsibility for greater diversity of difficult and specialized assignments and entails one or more of the following: work that requires more extensive knowledge of the department's technical functions, including terminology, policies, practices, and procedures and their application in completing, monitoring, and managing the unit's work processes; sophisticated mastery of computer software to design, set up, and produce such complex documents as spreadsheets and databases involving data interpretation and manipulation; greater contact and direct response to staff, faculty, administrators and parents on issues that go beyond referral of the customer or providing responses to relatively routine, standard questions; greater accountability for independently producing technical work products and results; and greater responsibility for managing resources to meet deadlines and complete assignments.

• The Administrative Specialist classification is further distinguished from the Executive Assistant classification in that incumbents in the latter class provide difficult, sensitive, and confidential secretarial and office support to a director-level department head.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

• Performs difficult technical and administrative work in support of a department's functions and processes; plans, organizes, and coordinates activities to assist program administrators; performing technical and administrative tasks of equivalent difficulty with similar independence; conceptualizes, designs, and creates complex and sophisticated graphic layouts, forms, formats, letterheads, announcements, logos, presentations, and other documents.
• Performs department liaison functions; communicates with various groups to provide detailed information of department and program policies and procedures; receives calls and skillfully handles inquiries regarding department functions and responsibilities; researches and responds to requests; organizes and assists with activities, special projects, meetings and workshops; coordinates field trip reservations; develops processes for assigning and completing complaint procedures; coordinates recruitment job fairs and in-services.
• Creates, develops, maintains, and updates specialized and custom forms, databases, logs, files, records, and reports to support technical work processes in areas of assigned responsibility; designs, develops, and maintains spreadsheets requiring data interpretation and manipulation; assembles, types, and maintains bid specification packages; schedules division work orders, performs preliminary assessments of work order requirements, and records detailed information on work performed and associated costs.
• Researches and compiles data for specialized reports and special projects; ensures data accuracy; assists in preparing curriculum products and board agendas.
• Organizes, maintains, and updates confidential subject, project, and specialized technical files, documents, and records; creates, maintains, and updates filing systems; copies, compiles, and distributes contracts, reports, documents, and other materials.
• Maintains department and staff budget information and monitors against expenditures; prepares reports; notifies schools or staff when they have exceeded their budget.
• Attends and makes arrangements for a variety of meetings as required; organizes materials and workshops; makes arrangements for conferences, including coordinating and scheduling reservations for meeting rooms and office equipment.
• Performs office administrative functions for department managers, supervisors, and staff; answers, screens and directs telephone calls and takes messages; greets and directs visitors; prepares and maintains calendars; administers the department's online calendar; types, formats, edits, revises, proofreads, and prints reports, correspondence, agreements, contracts, board items, and other specialized and technical materials ranging from routine to complex; types from rough notes, drafts, dictation, modified standard formats, and brief oral instructions; designs and creates customized forms and charts; reviews documents for accuracy, completeness, and compliance with District requirements; enters information in databases; opens, screens, and distributes mail and correspondence.
• Maintains staff attendance reports and records; computes fees for accurate payments and sends to appropriate departments for