TITLE Administrative Specialist IV
CLASSIFICATION NUMBER 3675
IMMEDIATE SUPERVISOR Varies
MAJOR ADMINISTRATOR Varies
The Administrative Specialist IV applies a professional level of understanding of a body of knowledge to coordinate and administer complex programs or services. The Administrative Specialist IV utilizes an understanding of state, federal or local laws and regulations and/or University processes, programs, and policies to make complex decisions and to explain and interpret University policy. The Administrative Specialist IV functions independently without close supervision and exercises discretion and judgment in carrying out responsibilities. The nature of the work of the Administrative Specialist IV is characterized by the complexity of the decisions made, the impact and consequences of actions, and the high level of knowledge and judgment that must be exercised in performing job duties.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education/Experience: A high school diploma or the equivalent and five years of administrative support or secretarial experience or an equivalent combination of education and experience is required. Experience in maintaining, monitoring, and reconciling financial records and accounts is preferred.
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. The ability to train, assign work, and review the work of full- and part-time employees and student workers is required. The ability to maintain departmental financial records and accounts and prepare financial reports is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required. Skills related to the job responsibilities of the particular position are preferred.
Effort: Administrative support positions are primarily sedentary; however, some positions may require walking and/or standing for extended periods of time. Administrative support positions require extensive keyboarding. Administrative support positions occasionally require the ability to lift and carry materials and equipment weighing up to 25 pounds, to reach heights up to 8 feet by climbing ladders or stools, and to bend or kneel to reach materials or equipment stored on lower shelves or in lower cabinet/desk drawers.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Administers and coordinates complex programs or services by using a professional level of understanding of a body of knowledge to make reliable decisions and achieve desired out comes.
2. Provides authoritative information, reports, and recommendations by applying an in-depth understanding of the program or process, utilizing knowledge of applicable University programs, policies, and processes and/or federal and state laws and regulations affecting the program or process, using advanced computer application skills, and coordinating with others.
3. Works independently with limited supervision by gathering and organizing required information, maintaining required records, evaluating various approaches to completing projects, developing tools and utilizing available resources to achieve desired outcomes, exercising judgment to make decisions, and assuring effective communication with stakeholders.
4. Accomplishes objectives by coordinating with other areas of the University as needed and using advanced communication skills and an understanding of how to conduct business at the University.
5. Facilitates workflow and the efficient use of time and effort by establishing processes, guidelines, and rules related to the program or process in coordination with the supervisor.
6. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
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. Helps to ensure the overall success of the department by performing all other duties as assigned.
The Administrative Specialist IV is supervised by the designated supervisor and may supervise full-time and part-time employees and student workers.
OFFICE OF HUMAN RESOURCES
REVISED NOVEMBER 2016
JOB FAMILY 1
Factor 1: Educational/Experience Requirements of the Job
Level 6 - 900 Points: A combination of education and experience equivalent to a Level 6 as indicated by the Equivalencies Chart, when permitted by the Minimum Acceptable Qualifications.
Factor 2: Complexity and Technical Mastery
Level 5 - 580 Points: Advanced skill in oral and written communication, the ability to make basic mathematical calculations, the ability to understand and follow instructions, knowledge of moderately complex or other work procedures, the ability to work independently and coordinate a variety of activities and events, specific professional skills, and/or skills in managing a wide variety of complex processes are required.
Factor 3: Responsibility for the Work of Others
Level 5 - 180 Points: Supervision and training of moderate numbers of student and/or part-time or temporary workers may be required where the nature of supervision is largely confined to scheduling work, assigning tasks, and reviewing completed work. Supervision at this level may also involve directing the work assignments of a small number of permanent, full-time employees. Supervisory tasks include providing substantial input into the process of screening and hiring employees and providing performance information for other supervisors to use as part of the employee evaluation processes. Supervisory duties typically involve a small but significant portion of work day activities.
Factor 4: Guidelines
Level 4 - 370 Points: The work involves operating under general supervision expressed in terms of program goals and objectives, priorities, and deadlines. Supervision is given through statements of departmental, program, or project objectives and available resources. Administrative guidelines are relatively comprehensive, and incumbents need only to fill in gaps in interpretation and adapt established methods to perform recurring activities. In unforeseen situations the incumbent must interpret inadequate or incomplete guidelines, develop plans, and initiate new methods to complete assignments based on those interpretations. Assignments are normally related in function, but the work requires many different processes and methods applied to an established administrative or professional field. Problems are typically the result of unusual circumstances, variations in approach, and incomplete or conflicting data. The incumbent exercises judgment in interpreting the intent of guidelines, methods, and procedures, and determines the best process to achieve objectives.
Factor 5: Contacts
Level 5 - 345 Points: Interactions with others are somewhat unstructured. The purpose may be to influence or motivate others, to obtain information, or to control situations and resolve problems. Interactions may be with individuals or groups of coworkers, students, or the general public, and may be moderately unstructured, and may involve persons who hold differing goals and objectives. Individuals at this level often act as a liaison between groups with a focus on solving particular unstructured problems.
Factor 6: Work Impact
Level 4 - 475 Points: Work activities normally address conventional problems or situations with established methods to supply other employees with information, services, or products they use to perform their work. Work products or services facilitate the work of other employees and directly affects the ability of other employees to timely complete specific tasks or processes. Work activities may affect the quality of services provided to moderate numbers of employees, students, or the public, and the services, information, or products provided have significant effects on the welfare of the affected groups.
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.