Administrative Specialist - PT

Position Details

Position Information

Position Title
Administrative Specialist - PT

PIN
441000

Classification Summary

Incumbents perform non-routine, complex clerical functions requiring the application of department and organizational policies and procedures. Responsibilities may include explaining organizational or departmental policies and procedures to students, faculty, and other staff; prioritizing tasks; scheduling appointments, classes, and/or activities; attending meetings and taking notes; desktop publishing; preparing, reviewing, revising and distributing documents and correspondence; creating purchase orders; and performing basic quantitative and qualitative reviews of data. Incumbents may provide direction to student workers and/or part-time staff and may occasionally perform some of the duties of the higher levels.

The Administrative Specialist is distinguished from the Clerical Associate in that the former performs more complicated administrative duties such as preparing specialized reports, scheduling appointments, and leading the work of student workers; requires broad knowledge of applicable regulations/policies; assists with event/training planning and implementation; and performs some data review work.

Minimum Education and/or Training and Experience

High School Diploma or equivalent (G.E.D.), and one year of clerical or administrative experience.

Preferred Education and/or Training and Experience

Knowledge of the Clery Act is preferred.

Licensing Requirements

None

Essential Job Function

These are the job duties that are required of the position.

Classification Duties

1. Assist with department programs and projects; work may involve scheduling and coordinating appointments, classes, meetings; sending documents; and assisting with departmental operations as needed. (B2)
2. Prepare, edit, proofread, sort, process, maintain, and/or distribute correspondence, reports, rosters, forms, files, booklets, time sheets, packets, personnel paperwork, work orders, or other documents; work may involve researching and compiling information; performing basic quantitative and qualitative data analysis; and utilizing and updating department systems or databases (B2)
3. Prepare, track, sort, review, process, and/or reconcile various records, invoices, requisitions, bills, check requests, deposits, accounts, reimbursements, travel requests and vouchers, applications, or forms. (B2)
4. Perform office duties to include monitoring inventory; ensuring adequate availability of supplies and materials; ordering supplies; sorting and distributing mail; and maintaining and updating departmental websites. (B2)
5. Coordinate assignments of and schedules part-time and temporary staff; work may involve prioritizing and assigning work, and monitoring performance. (B2)
6. Coordinate with internal and/or external personnel, departments, and agencies to communicate information, respond to requests, serve as a liaison, provide assistance, and facilitate departmental operations. (B2)
7. Perform other related duties of a comparable level/type as assigned.

Position Duties

1. Serve as the primary point of contact for visitors and general inquiries at the Police Department front desk; assess and route non-emergency calls to appropriate personnel to ensure effective departmental communication and support.
2. Assist with departmental programs and reporting projects, including coordinating, compiling, and timely submitting the Annual Security Report (ASR); duties include tracking required statistics, coordinating contributions from campus departments and law enforcement partners, and supporting compliance with Clery Act requirements.
3. Collect, track, and maintain departmental records and incident data to support institutional compliance with the Clery Act; ensure timely incident classification and proper documentation in accordance with federal reporting standards.
4. Monitor federal guidelines related to the Clery Act and assist with the preparation of timely warnings and emergency notifications; ensure communications meet legal definitions and documentation requirements; and promptly advise the Chief of Police of any changes to regulatory requirements.
5. Prepare and process departmental forms, purchase requisitions, and invoice records; track expenditures and assist with routine record reconciliation in support of police operations.
6. Maintain office operations by performing data entry, document creation, filing, inventory monitoring, and supply ordering; support the administrative needs of the Chief of Police, Police Supervisor, and Officers as required.
7. Provide oversight of front desk operations by coordinating temporary or student staff coverage as needed during absences or peak periods; assist with assigning and monitoring basic task completion to support departmental workflow.

Multistate Employer

Employees of Jefferson College must reside in Missouri or Illinois.

Multistate Employer

Position Knowledge/Skills

Knowledge

Customer service principles;
Computers and related software applications;
Recordkeeping principles;
Keyboarding techniques;
Filing principles and practices;
Modern office procedures, methods, and equipment.

Skills

Using a computer and related software applications;
Providing customer service;
Filing;
Processing information utilizing established procedures;
Keyboarding;
Using office equipment;
Maintaining records and files;
Communication, interpersonal skills as applied to interaction with subordinates, coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to give and receive work direction.

Machines, Tools, Equipment and Software

Ellucian Banner
Nolij Imaging Software
AdvisorTrac
ID Maker Software
Switchboard Software
VA Once Software

Physical Factors

Physical Effort

Physical Effort
Medium Work: Exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.

Posting Information

Division
Campus Police (DIV)

Department
Finance & Administration

Reports To
Chief of Police & Director of Emergency Management

Wage/Salary
$17.12 per hour through June 30. Effective July 1, hourly wage is $17.25

Status
Part-time

If Part-time, hours per week
25 hours per week - not to exceed 29.5 hours.

If Non-exempt, work days
Mon-Fri during the academic year. Mon-Thurs during the summer

If Non-exempt, work hours
9:00 AM - 2:00 PM

Posting Detail Information

Posting Number
S00628P

Desired Start Date
06/30/2025

Open Date
06/02/2025

Close Date

Special Instructions Summary

This position is open until filled. Review of applications will begin on June 9.

Quicklink for Internal Posting

EEO Statement

It is the policy of Jefferson College that no person shall, on the basis of age, ancestry, color, creed, disability, genetic information, marital status, national origin, race, religion, sex, gender identity or expression, sexual orientation, or veteran status, be subject to discrimination in employment or in admission to any educational program or activity of the College. In compliance with Federal Rules and Regulations, Jefferson College has adopted a procedure for resolving complaints of discrimination. The procedure is available to any Jefferson College student, employee, or applicant who feels that he or she has been discriminated against in employment, student programs, or student activities.