Administrative Specialist II

Please see Special Instructions for more details.
The hiring committee will determine if interviews will be conducted in person at the College or via Zoom.
Travel expenses are not reimbursed by the College.
If a second-level interview is required, second-level travel reimbursement is only available for eligible candidates.
HR will notify those who are eligible when second-level interviews are scheduled.
Posting Details Position Information Position Title Administrative Specialist II Department Human Resource Services (Dept) Location San Marcos Full or Part Time Full-Time Category Classified Hours per week 40 Number of Months 12 month Work Schedule Monday – Friday; 7:30 am – 4:30 pm Grade 23 Salary/Wage $5,267.
39 Salary/Wage Frequency Monthly Benefits In addition to a competitive compensation structure, Palomar College also offers an extremely generous benefits package.
Insurance fully paid for employees and their eligible dependents: four medical plans, dental HMO, and the vision plan (additional plans are available that require employee buy up/monthly contribution) Vacation, sick leave and 25 paid holidays $80,000 employee term life/accident insurance policy (additional buy up options available) Employee long-term care insurance Employee Assistance Plan (EAP) – Free counseling, financial, legal, personal and professional development resources Additional buy up options available for other voluntary insurance benefits Enrollment in CalPERS (California Public Employees Retirement System) The estimated maximum value of this employer-paid benefits package is approximately $41,360 annually.
Primary Function Performs routine to complex administrative support and office management functions in an assigned department or grant- funded program; creates and maintains department or program-specific tracking systems, reports, records and files required for work processes; assists in budget development and tracking; assists in personnel actions; independently oversees special projects or administrative processes; may oversee the work of student workers and provides lead-level guidance to lower-level support staff.
Minimum Qualifications To be eligible for this position, you must meet and provide evidence of the following minimum qualifications: Experience: Four years of clerical or secretarial experience.
Note: For work experience, a “year” is defined as equivalent to 40 hours per week for 12 months.
AND Education: Equivalent to completion of the twelfth grade.
Transcripts must be included to receive credit for education and/or to substitute education in lieu of experience (i.
e.
Bachelor’s degree = 4 years of experience).
Click here for Guidelines for Equivalency for Classified Positions.
Only coursework completed at, and degrees awarded by, accredited institutions recognized by the U.
S.
Department of Education will be considered as satisfying the minimum qualifications.
Coursework and degrees that are completed outside of the United States are required to have transcripts evaluated (evaluation to U.
S.
equivalency and a course by course analysis) by an appropriate U.
S.
credentials evaluation service.
For a list of credentials evaluation agencies accepted by Palomar College, visit the National Association of Credentials Evaluation Services (NACES) website at https://www.
naces.
org/index, or the Association of International Credential Evaluators, Inc.
(AICE) website at https://aice-eval.
org/.
Diversity, Equity, Inclusion, Accessibility and Antiracism (DEIAA) Statement Palomar College serves over 30,000 students from a variety of backgrounds and we are proud to be a Hispanic Serving Institution.
Our student body is rich in its diversity.
Click here to see a quick overview of our student demographics on our recent Student Fact Sheet.
Palomar College is committed to diversity, equity, inclusion, accessibility and antiracism (DEIAA).
We are dedicated to empowering students to succeed and are guided by our core values; some of which are the following: Access – We make education possible for everyone.
Diversity, Equity, and Inclusion – We recognize and respect diversity, seek to foster a culture of inclusion and belonging, and strive to address inequities.
All positions require cultural competency which includes the sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, sex, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff.
Preferred Qualifications Clerical and secretarial experience involving frequent public or student contact.
Completion of college-level coursework.
Experience with and/or ability to assist visitors with information, forms preparation and accuracy, log messages, and schedule meetings.
Computer competency that includes data input, maintaining reports/database information/digital files, website maintenance, and document scanning.
Experience with accurately preparing and maintaining confidential files and other information.
Licenses and/or Certificates N/A Supervision Received and Exercised Supervision Received From:An Assigned Administrator or Supervisor Duties and Responsibilities Essential Functions: Essential responsibilities and duties may include, but are not limited to, the following: 1.
Provides clerical and administrative support to an assigned administrator or supervisor; using standard office software, composes and/or types memoranda, correspondence, reports, agreements, contracts, presentations, spreadsheets, forms and other documents, often of a sensitive and confidential nature; proofreads and checks typed and other materials for accuracy, completeness and compliance with District standards, policies and procedures; ensures materials, reports and documents for signature are accurate and complete; responds independently to phone calls, correspondence and email inquiries regarding a variety of department or program matters.
2.
Organizes, maintains and updates standard and confidential, specialized and technical files, documents and records including work order tracking, facilities scheduling, student financial records, financial aid, work study, employment actions, timesheets, insurance, and regulatory and program-related reports; performs basic research; develops, tracks, analyzes and reports administrative processes, metrics and documents; creates and maintains electronic and physical filing systems.
3.
Inputs data and prepares and processes purchase requisitions, purchase orders and check requests; verifies the accuracy of receipts and invoices including validating invoices against contract terms, routing for signatures and compiling complex and detailed documentation; processes, scans and routes invoices for payment; prepares and processes expense-related forms including travel requests and reimbursements, petty cash and expense reports; reconciles credit card statements; responds to questions regarding departmental accounting policies and procedures and the status of specific vendor payments; monitors and tracks purchase cards as necessary.
4.
Assists in budget tracking and forecasting; calculates budget usage and fund percentages; tracks multiple funding sources; maintains separate budget and expense tracking programs based on funding sources; runs general budget reports through spreadsheets and financial systems and calculates budgets based on fiscal cycles of the District and funding sources; may process budgetary adjustments and transfers when warranted.
5.
Participates in the record retention process and validates that records are retained in compliance with District and program policies and procedures; provides documentation in response to Public Records Act requests as needed; attends and serves as the recording secretary for assigned boards; makes all meeting arrangements, including preparation and posting of agendas and notices; prepares and distributes agendas and supporting documents to appropriate parties; takes and transcribes meeting minutes; prepares and distributes decision letters.
6.
Schedules appointments and makes meeting and event arrangements; assists with setup and cleanup for various meetings and events; contacts vendors for food orders, supplies and audio-visual equipment; handles other meeting logistics.
Marginal Functions: 1.
Provides backup for other department or program administrative support staff.
2.
Compiles, calculates costs and invoices event or program participants; coordinates invoices and collection activities with Fiscal Services.
3.
Maintains and updates department or program website.
4.
Maintains and orders office supplies, materials and equipment.
5.
Contacts the Palomar College Police Department or Custodial Services staff as needed.
6.
May provide guidance and direction in the work of lower-level staff and student workers, including participating in scheduling, assigning and reviewing work of other employees for completeness, accuracy and conformance with College standards.
7.
Performs related duties and responsibilities as required.
Knowledge, Skills, Abilities Knowledge of: 1.
Office administration practices and procedures.
2.
Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation.
3.
Principles, practices, concepts and techniques used in customer service, public relations and community outreach.
4.
Functions, rules, policies and procedures applicable to assigned areas of responsibility.
5.
Basic research methods and data analysis techniques.
6.
Provisions of the California Public Records Act and the Ralph M.
Brown Act.
7.
Federal, state and local laws, regulations and court decisions governing area of assignment.
8.
General accounting systems and associated systems, practices and procedures for processing accounting information and interpreting input and output data.
9.
Modern office practices, procedures and equipment including computers and applicable software programs.
10.
Basic practices and procedures of public administration for budgeting, purchasing and recordkeeping.
Skill in: 1.
Assigning and inspecting the work of student workers and lower-level staff.
2.
Composing clear, concise and comprehensive analyses, correspondence, reports, studies, agreements, presentations and other written materials.
3.
Reaching sound decisions in accordance with policies and procedures relative to assigned area of responsibility.
4.
Making calculations and tabulations and accurately processing and reviewing fiscal and related documents.
5.
Assisting in preparing and monitoring a program or department budget.
6.
Tracking statistical information utilizing complex spreadsheets and databases.
7.
Communicating clearly and effectively, both orally and in writing.
8.
Preparing clear, concise and accurate reports, documents, data entries, and other written materials.
9.
Operating a computer, enterprise software, spreadsheet and word processing software and other standard office equipment.
10.
Organizing and maintaining specialized files.
11.
Maintaining confidentiality of student files and records.
12.
Maintaining sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students, faculty, and staff.
13.
Exercising tact and diplomacy in dealing with sensitive, complex and confidential student issues and situations.
14.
Establishing and maintaining effective working relationships with those encountered in the course of work.
Working Conditions Environmental Conditions: The employee works under typical office conditions, and the noise level is usually quiet to moderate.
Physical Conditions: Essential and marginal functions may require physical fitness requirements necessary to perform the job functions with or without accommodation, such as the ability to ability to sit for prolonged periods; near visual acuity for reading computer screens, reports and schedules; and repetitive use of hands for extensive use of keyboards.
Terms of Employment Full-time, 40 hours per week, 12 months per year.
For All Positions: The person selected for hire will be required to complete the following pre-employment requirements: live scan/fingerprinting, official transcript(s), and TB risk assessment.
Other pre-employment requirements may be required depending on the position (i.
e.
certifications or licenses; see applicable job posting section for details).
Successful completion of all pre-employment requirements is mandatory to be eligible for employment.
These requirements are in accordance with the following Administrative Procedures and Board Policies: AP 7120, AP 7125, AP 7126, AP 7127, AP 7330, BP 7330, AP 7336, AP 7337, and BP 7335.
Posting Detail Information Open Date 03/25/2024 Close Date 04/08/2024 Open Until Filled No Posting Number P0888P Additional Application Information The hiring committee will determine if interviews will be conducted in person at the College or via Zoom.
Travel expenses are not reimbursed by the College.
If a second-level interview is required, second-level travel reimbursement is only available for eligible candidates.
HR will notify those who are eligible when second-level interviews are scheduled.
Supplemental Questions Required fields are indicated with an asterisk (*).
* What organizational efforts have you participated in that focus on fostering a culture of antiracism? (Open Ended Question) * How did you hear about this employment opportunity? ACCCA.
org CalJOBS CCC Registry ChronicleVitae.
com (Chronicle of Higher Education) Colleague/Friend/Relative CraigsList EdJoin HigherEdJobs.
com Human Resources at Palomar College Indeed.
com Job Fair Other Source Palomar College website San Diego LGBT Job Board (https://www.
gsdba.
org/pages/Jobs) If other source, please specify.
(Open Ended Question) Applicant Documents Required Documents Cover Letter Resume/CV Optional Documents Supplemental Materials Transcript 1