TITLE Administrative Specialist I
CLASSIFICATION NUMBER 3600
IMMEDIATE SUPERVISOR Varies
MAJOR ADMINISTRATOR Varies
The Administrative Specialist I assists with programs, processes, or services that are provided by the department. The Administrative Specialist I generally does not serve as an administrative assistant to a supervisor nor provide general administrative support services for the department. The Administrative Specialist I performs clerical support duties as determined by the supervisor and generally works with a limited number of less complex processes. The Administrative Specialist I may provide reception services and customer service, provide information about the department’s programs, processes, or services, set appointments for departmental staff who provide various services, update websites and databases, prepare packets of materials for seminars, meetings, or events, prepare, process mass mailings of materials, and/or maintain paper and electronic files.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education/Experience: A high school diploma or the equivalent and two years of general office experience or an equivalent combination of education and general office experience is required.
Skills: Keyboarding skills are required. A working knowledge of word processing and spreadsheet applications is required. A working knowledge of or the ability to learn and use database applications, the web content management system, the administrative business system or enterprise resource planning system, and other systems or applications that may be used within the University or department is required. The ability to operate and troubleshoot electronic office equipment, computers, and peripherals, maintain moderately complex filing systems and records, and make mathematical calculations is required. Effective verbal and written communication skills are required. Must be able to train, assign work, and review the work of student workers. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.
Effort: Administrative support positions are primarily sedentary. Administrative support positions require extensive keyboarding.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Supports the department by providing clerical services in support of a program, process, or service offered by the department.
2. Provides customer service by answering telephone calls, greeting visitors to the department, providing information about services offered by the department, and/or sending information to those requesting information.
3. Helps to assure that information is current by updating and maintaining websites and databases.
4. Assures that materials needed for services provided by the department are available by preparing packets of information for use in mailings, meetings, training sessions, events, etc., maintaining supplies of materials used in packets, and purchasing supplies as needed.
5. Assists students, fellow employees, clients, customers, etc. by scheduling appointments with those providing service within the department.
6. Works with departmental processes, programs, and services by creating correspondence as needed, preparing and processing mass mailings, maintaining inventories, filing correspondence, reports, and information, researching required information, placing orders, etc.
7. Remains competent and current by attending professional development courses, software training classes, and attending training and/or courses as directed by the supervisor.
8. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
9. Helps to ensure the overall success of the department by performing all other duties as assigned.
The Administrative Specialist I is supervised by the designated supervisor, may be assigned work by Administrative Specialists or Assistants II and III, and may supervise student workers.
OFFICE OF HUMAN RESOURCES
REVISED SEPTEMBER 2014
JOB FAMILY 1
Factor 1: Educational/Experience Requirements of the Job
Level 3 - 360 Points: A combination of education and experience equivalent to a Level 3 as indicated by the Equivalencies Chart, when permitted by the Minimum Acceptable Qualifications.
Factor 2: Complexity and Technical Mastery
Level 2 - 130 Points: Skill in oral and written communication, the ability to make basic mathematical calculations, the ability to understand and follow instructions, knowledge of office or other work procedures, and the ability to work independently are required.
Factor 3: Responsibility for the Work of Others
Level 2 - 30 Points: Occasional responsibility to direct the work of one or more student workers and/or temporary part-time workers. The requirement to supervise others is not a regular job duty, but may occur on an intermittent or irregular basis. The nature of the required supervision is largely confined to assigning work or tasks to others and does not include a full range of supervisory responsibilities.
Factor 4: Guidelines
Level 2 - 130 Points: The work generally involves sequential steps and methods explained by the supervisor and/or described by specific guidelines such as standard operating procedures, handbooks, and/or reference manuals exist. Tasks are relatively clear-cut and involve related steps, processes, and methods. The employee may be required to recognize differences in a variety of situations, but those differences are normally clear and require the selection of standard processes to resolve. The number and similarity of guidelines and work situations requires the employee to use judgment in locating and selecting the most appropriate guidelines, references, and procedures for application and in making minor deviations to adapt guidelines in specific cases. Situations to which the existing guidelines cannot be applied or proposed deviations from the guidelines are referred to a supervisor.
Factor 5: Contacts
Level 3 - 105 Points: The purpose of contacts is to advise or counsel students or the general public, or to plan or coordinate work efforts with other employees who are working toward common goals and where relationships are generally cooperative. Contacts are moderately structured and routine.
Factor 6: Work Impact
Level 2 - 175 Points: Work activities normally address conventional problems or situations with established methods to supply other employees, students, or the general public with information, services, or products. Work directly affects the quality of services provided to other employees, students, or the public but on a person-by-person basis. The services, information, or products provided have significant effects on the welfare of the individual recipients of the work outcomes.
Factor 7: Physical Effort and Work Environment
Level 1 - 25 Points: The work environment consists of exposure to physical conditions typical of a normal office environment. Most of the job is performed while sitting, although the work may require occasional standing or walking and/or the lifting and carrying of small objects.