Office Specialist

About the Role

Under general supervision, performs routine to complex administrative support for counselors, professionals, or managers, requiring the application of detailed department or program-specific knowledge.

Responsibilities

• Provides day-to-day lead work guidance and direction to other lower-level clerical support staff and student aides; assigns, schedules, and monitors work for completeness, accuracy, and conformance with District, department, and legal/regulatory requirements and standards; provides information, instruction, and training on work procedures and technical, legal, and regulatory requirements.
• Oversees and performs front counter and program/department operational duties; coordinates and assigns front-desk coverage or delivery of program services; answers, screens, and refers telephone calls and visitors; resolves escalated questions and concerns from students, faculty, staff, vendors, and the public regarding assigned department, program, and services.
• Schedules and cancels appointments and testing; sets up, maintains, and posts department and staff calendars and room reservation calendars for internal and external groups and events; makes meeting and event arrangements including booking travel, developing event logistical plans, and approving vendors and participants; makes committee and department meeting arrangements including the preparation and distribution of agendas and supporting documents; takes and transcribes meeting minutes; may track completion of action items.
• Maintains a variety of standard office and specialized records and files; creates and maintains spreadsheets and databases to track students, files, projects, activities, and services; extracts data and reports from multiple data sources and reconciles data entries and reports including those of other employees and departments; tracks and maintains federal, state, and District-required data and student outcomes and prepares for submission or reporting.
• Creates, submits, and tracks requisitions; prepares travel and conference expense forms; routes forms for signature; calculates budget usage and fund percentages; tracks multiple funding sources; may participate in grant administration functions including collecting basic program data and generating performance reports.
• Coordinates full- and part-time staff and faculty payroll processes at a department level including auditing time logs; reconciles timesheets and absence slips; computes and categorizes pay according to departmental/program billing accounts; ensures accurate usage of funding codes and calculates departmental/program billing.
• Drafts, formats, types, proofreads, edits, and prints correspondence, forms, reports, schedules, rosters, statistical and technical documents including reports, manuals, and other documents and materials ranging from routine to complex; creates forms, charts, tables, and spreadsheets involving difficult coding, data extraction, and manipulation; reviews documents for clerical accuracy, completeness, and compliance with College and department requirements; prepares standardized contracts and rental agreements for signature and approval; routes documents for signature.
• Answers student or customer questions regarding policies, procedures, programs, and services including clarification of program enrollment requirements and department processes and procedures; verifies student participation for program funding or reimbursement; sends reports and correspondence to students or customers; responds to questions and complaints over the phone or at a public counter.
• Receives and inputs a variety of student or customer information into computer systems; researches information in computer systems; provides initial screening, assists with the preparation of forms and documentation; verifies accuracy of information with third parties; tracks students in College services and programs.
• Demonstrates sensitivity to and understanding of historically minoritized groups and participates in professional development activities to increase cultural competency to enhance equity-minded practices within the District.
• Provides backup for other departments or division office administrative support staff.
• Interacts with other departments and with state and federal programs on behalf of the department/program or a student.
• Orders and replenishes an inventory of office materials and supplies.
• Performs related duties as assigned.

Requirements

• Office practices, procedures, and equipment including computers and applicable software programs.
• Methods, practices, procedures, and requirements for drafting a wide variety of documents, reports, presentations, contracts, regulations, and other policies.
• Department services, program goals, objectives, policies, procedures, and practices.
• Customer service practices and telephone etiquette.
• District student recordkeeping practices and procedures for processing student information and interpreting input and output data.
• District payroll and general accounting systems operations, practices, and procedures.
• Practices and techniques of sound business communication; correct English usage, including spelling, grammar, and punctuation.
• College and District organization, rules, policies, and procedures applicable to departmental and division operations.