Administrative Support Specialist I

2 weeks ago

Taft, California, United States Taft College Full time
POSITION SUMMARY

Under general oversight, the Administrative Support Specialist I offers dedicated clerical and secretarial assistance to a designated department head. This role includes direct engagement with various stakeholders, including faculty, staff, students, and the public, while executing additional responsibilities as needed.


ROLE CHARACTERISTICS

Individuals in this position are responsible for executing specialized and routine administrative tasks for a department supervisor, adhering to established protocols and guidelines.


KEY RESPONSIBILITIES

The following duties exemplify the responsibilities typically assigned to this role, though other related tasks may also be performed:

  • Provide comprehensive administrative support to the Counseling Department and associated programs.
  • Assist students in navigating the matriculation process, including orientation and referrals to appropriate services.
  • Effectively communicate with students to assess their needs and facilitate appointments with the correct personnel.
  • Deliver professional information and assistance regarding student services through various communication channels.
  • Oversee daily front desk operations, ensuring accurate information dissemination to students and staff.
  • Coordinate schedules and training for staff and student workers.
  • Support the Dean of Student Services in collecting and compiling relevant program data and statistics.
  • Prepare materials for departmental presentations and training sessions.
  • Operate various office equipment and ensure all systems are functioning properly.
  • Manage office supplies and maintain equipment in collaboration with relevant departments.
  • Assist in budget maintenance and fiscal record-keeping for the department.
  • Provide confidential administrative support to the Dean of Student Services.
  • Perform specialized clerical tasks, including data entry and record management.
  • Attend meetings as required, providing administrative support such as note-taking and minute preparation.

QUALIFICATIONS

Applicants must meet one of the following criteria:

  • High school diploma or equivalent with four years of clerical experience utilizing modern office technology.
  • Associate Degree or equivalent with two years of clerical experience using relevant software.

DESIRABLE ATTRIBUTES

Proficiency in both English and Spanish is preferred. Experience in public education and familiarity with relevant software systems is advantageous.


SKILLS AND ABILITIES

Successful candidates will demonstrate:

  • Strong communication skills and the ability to interact positively with diverse populations.
  • Organizational skills and the capacity to prioritize tasks effectively.
  • Accurate record-keeping and data management capabilities.
  • Proficiency in Microsoft Office applications and other relevant software.
  • The ability to work independently and manage time-sensitive tasks.

WORK ENVIRONMENT

This position typically requires a 40-hour work week in a busy office setting, primarily indoors, with potential for occasional overtime.


PHYSICAL DEMANDS

Requirements include:

  • Vision to read documents and computer screens.
  • Ability to communicate effectively in person and via telephone.
  • Manual dexterity for operating office equipment.
  • Capability to sit for extended periods and lift up to 20 pounds.

COMPENSATION AND BENEFITS

The salary range for this position is competitive, and it includes eligibility for a comprehensive benefits package, including medical, dental, and vision coverage.

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