ALAMO COMMUNITY COLLEGE DISTRICT JOB DESCRIPTION
Nonexempt
Job Title: ADMINISTRATIVE
SERVICES SPECIALIST (5003)
Completion Date: 04/01/2008
Policy Group: Nonexempt-Clerical/Maintenance/Technical
PRIMARY IMPACT:
Takes a leadership role in the provision of complex administrative, technical, or production services.
DUTIES:*
1. Serve as administrative support to a Department District Director, Assistant Director, or other Administrators as applicable. Act as liaison between the Director and other departments and executive leadership.
2. Prepare special reports using a variety of software to include Excel reports, graphics, and data management programs as applicable.
3. Explain Department procedures; review necessary documents; contracts; investigate and resolve complex problems within Department.
4. Research past and present departmental expenditures for the preparation of the departmental budget; track and project expenses for the current year for different accounts. Initiate transfers as needed.
5. Disseminate information orally and in writing regarding policies and procedures unique to Department assigned. Assist unit managers with confidential and sensitive matters. Assist with project management by diffusing volatile situations, gathering information, researching situation, and recommending solutions when appropriate.
6. Research and prepare a variety of documents to that may include monthly Board materials, research and planning materials, department spending trends, and regular updates regarding various projects’ status and associated written communication which may include webpage maintenance, contract directory and brochures as applicable.
7. Officially record large committee meetings in support of the Director's assignments. Schedule meetings, coordinate rooms and equipment, arrange travel accommodations, create related documents, and accurately record and transcribe information which is subject to audit, litigation, and historical archival.
8. May research, test, and recommend new technology for computer equipment and software acquisitions for departmental needs; provide technical support to co-workers.
9. Develop and maintain system for filing and retrieval of complex, audible, and legally mandated files, reports, corresponding data and agreements, professional service agreements and amendments, department and personnel files for all related units and historical files for future reference.
10. Assist with presentations and/or workshops to include the creation/preparation of associated documents, computer-generated overhead materials, room and equipment preparation, greeting of guests, and assisting in PowerPoint presentations.
11. Supervise temporary and student personnel to include hiring/terminating, delegating/reviewing of work, and counseling; provide guidance and training to new staff. Provide departmental orientation to new managers as needed.
For the Acquisitions Dept.
specifically:
· Collect and deposit funds generated by the sale of ACCD property resulting from sealed bids, the public sale of surplus items, and the district-wide recycling program; collect, secure, deposit, and retrieve bid bonds, performance bonds, or down payments from bid projects. Record and report deposits as required by district procedure.
· Design, layout, and edit departmental publications such as Buylines, Contract News, informational flyers, and deadline notices. Create/update the departmental Contract Directory and set up/maintain the web page. Create and oversee weekly bid announcements including payment of related expenses.
· Serve as backup to Real Estate Construction Specialist. This will include the processing and communication of real estate and capital projects construction matters.
·
Serve as Cashier for all
*Any one position may not include all of the duties listed, nor do the examples necessarily include all of the duties performed.
KNOWLEDGE/SKILLS/ABILITIES:
Extensive knowledge of ACCD policies and procedures pertinent to the Dept. assigned; related and pertinent Federal regulations, complex records management systems; business English and math; postal regulations.
Advanced skills in word processing, spreadsheets, and desktop publishing; diplomacy and sound judgment in difficult situations; research and investigation; stenography; 70 wpm typing; oral and written communication; attention to details. Supervisory, organizational, and budget management skills.
Ability to research/project expenditures; work independently and work
effectively with employees, administrators, and the general public.
Demonstrated ability to maintain confidentiality and prioritize work
JOB EMPOWERMENT
The employee follows existing procedures to which he/she can make some changes to solve problems. Progress or results of work is periodically checked and prior approval is required before changing standard work procedures.
LEADERSHIP OF PEOPLE
The job is accountable for either (or a combination of):
· The technical leadership of a team.
· Project leadership for an employee group.
VERBAL COMMUNICATION SKILLS
Discussing unique or non-recurring issues with others which may involve converting specialized terms into everyday language to ensure understanding.
WRITTEN COMMUNICATION SKILLS
Compose/develop reports, articles, presentations, or other material which communicate ideas or concepts related to complex or controversial issues.
PROBLEM ANALYSIS
The employee typically has to deal with issues or problems that often require assessment and reasoning before coming up with an approach or solution. The search for solutions may be accomplished quickly, but usually requires assessment and analysis of various alternatives based on standards or approaches defined by management or the appropriate professional/technical discipline.
MINIMUM AND PREFERRED EDUCATION
Minimum: An Associate's degree or equivalent
Preferred: A Bachelor's degree.
Specifically, the position requires an Associate's degree in any job related area or equivalent full-time progressive specialized administrative experience may be substituted for education on a year for year basis up to a maximum of two years.
MINIMUM AND PREFERRED EXPERIENCE
Minimum: Four years
Preferred: Five to eight years
Specifically, this position requires a minimum of four years of
administrative support experience in a fast paced environment in addition to
any experience used to satisfy the education requirement above. Experience in a
public institution is highly desirable.
Incumbent signature: _________________________
Date: _______________
Supervisor signature: _________________________
Date: _______________