POSITION IDENTIFICATION
TITLE Administrative Specialist II
CLASSIFICATION NUMBER 3625
GRADE 12
CLASSIFICATION Nonexempt
IMMEDIATE SUPERVISOR Varies
MAJOR ADMINISTRATOR Varies
GENERAL FUNCTION
The Administrative Specialist II works in depth with programs, processes, or services that are provided by the department, in contrast to Administrative Assistants who provide administrative support services to a supervisor or for the department as a whole. The Administrative Specialist II may provide customer service requiring in depth knowledge and understanding of programs, processes, or services, administer varied or related processes, and/or provide specialized information related to programs, processes, or services provided by the department. Administrative Specialists II perform a wide variety of services and may function as clinic assistants, process and maintain records of clinical experience placements, support specified classes and training programs, process applications for admission to various programs, registrations, and course enrollments, provide support services for academic programs and events, human resource programs and processes, and academic records processes, prepare materials and arrange events, consultations, or interviews, coordinate the maintenance and use of University assets, issue permits, process parking tickets and appeals, etc.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education/Experience: A high school diploma or the equivalent and three 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. 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 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.
Effort: Administrative support positions are primarily sedentary. Administrative support positions require extensive keyboarding.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Supports the programs and services provided by the department by performing varied or related processes such as creating and maintaining databases and websites, extracting desired information from databases or websites, and monitoring, facilitating, and enforcing compliance with established criteria, guidelines and standards, etc.
2. Provides customer service by providing specialized information to students, fellow employees, and the public about programs, policies, services, and/or processes provided by the department.
3. May administer a process by determining the appropriate procedures to utilize, assuring completion of steps or sub-processes, monitoring compliance to standards or criteria, and providing desired output or results.
4. May maintain complex or large filing systems by filing and supervising filing, monitoring compliance with procedures, organizing the contents of files, and planning purging and storage schedules.
5. May coordinate and bill for services provided by a clinic or department by arranging appointments, creating and maintaining required records, coding procedures, processes, services, or output, and billing for services provided.
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.
SUPERVISION
The Administrative Specialist II is supervised by the designated supervisor and may supervise full-time, part-time, and student workers.
OFFICE OF HUMAN RESOURCES
REVISED JANUARY 2017
