Administrative Specialist

Job Vacancy Announcement

Position Information

Position Title

Administrative Specialist

Position Type

Staff

Department

Equity, Culture and Talent

FLSA

Non-Exempt

Union/Non Union

Non Union

Full Time or Part Time

Full Time

Grade

8

Salary Range

Hiring Salary Range

$40,619 - $44,681 / annually

Fixed Term/Tenure Track (Faculty Only)

Regular or Temporary

Regular

Job Description Summary

Under minimum supervision, performs advanced level administrative/clerical activities to assist the chief diversity officer in facilitating the administrative procedures relating to the programs and services offered to the community. The administrative specialist performs a wide variety of assignments involving general clerical support and administrative functions of the office, which do not require the attention of or cannot be handled by the chief diversity officer. The administrative specialist spends considerably greater portion of their time performing administrative duties rather than clerical/secretarial support.

Minimum Qualifications

EDUCATION AND EXPERIENCE
Required

• High School Diploma and three to four years of related experience or required course work/certification and or specialized training. Combination of relevant higher education and experience will be considered.

Preferred

• Associate degree preferred.

KNOWLEDGE, SKILLS AND ABILITIES

• Considerable knowledge of office equipment and machines, including personal computers.
• Computer experience required with Windows and other Microsoft Office products (Word, Access, Excel, and PowerPoint);
• Considerable knowledge of correct English usage and office practices.
• Ability to maintain complex office records and to prepare reports from such records;
• Ability to exercise independent judgment in accordance with established policies and practices; ability to communicate orally;
• skilled in use of computers;
• Some supervisory skills; knowledge of office equipment; ability to interact with public;
• Ability to deal tactfully and courteously with the public and with fellow employees. Skill in transcribing and taking minutes for routine meetings.

Criteria

CRITERIA : The following criteria, which are not the sole criteria used in the final hiring decision, will be used to review the applications of those persons who meet the stated minimum qualifications and to select those qualified applicants who will be interviewed. Other information and observations made during the interview process may be considered in the selection process. A Resume/CV and cover letter are required with the application. Please ensure that your documents address the criteria listed below for this position.

ESSENTIAL TASKS

• Coordinates the administrative and clerical functions of the office including determining proper work flow, setting priorities, establishing filing and record-keeping systems, etc.
• Receives and responds to complaints, concerns and inquiries, etc. by disseminating information of both a routine and confidential nature requiring discretionary judgment and thorough knowledge of office policies, procedures, activities, etc. or referring issues and concerns to appropriate party for resolution and following up to ensure satisfactory results.
• Prepares complex forms, listings, informational and statistical reports, documents, etc. by determining required data, gathering, receiving and compiling data from several sources; comparing information to verify accuracy and formatting data appropriately.
• Assists in preparing and monitoring office’s budget by compiling budgetary information from divisions or work units, drafting budget, entering information into proper account and generating reports for supervisor’s review. Prepares purchase requisitions.
• Participates on a variety of committees to discuss issues of mutual concern and/or to represent the chief diversity officer. May take notes of agreements and plans made by supervisor and arranges for implementation by appropriate personnel.
• Tracks and monitors office supply inventory and arranges for replenishment of items as necessary.
• Performs general clerical/administrative support functions. Composes and/or types letters, forms, memoranda, and reports from abbreviated notes, tapes, and records; transcribes and/or takes minutes of routine meetings; copies materials; maintains filing system; sorts and distributes mail.
• Performs related work as required.

Job Requirements

PHYSICAL REQUIREMENTS
Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact as normally defined by the ability to see, read, talk, hear, handle or feel objects and controls. Physical capability to effectively use and operate various items of office related equipment, such as, but not limited to a, personal computer, calculator, copier, and fax machine. No significant climbing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, and repetitive motions.

OTHER REQUIREMENTS

• Must be able to work Monday thru Friday, 8:30 a.m. – 4:30 p.m.
• Ability to communicate effectively in spoken and written standard English.
• As required by the 1986 Immigration Act, be prepared to present acceptable documentation showing your identity and that you are a U.S. citizen or an alien who is authorized to work.
• A background investigation will be conducted prior to the offer of employment. A signed authorization for the release of personal information will be required if selected for an interview.

Is Background Check Required?

Yes

Is the incumbent responsible for working with minor children or directly engaging with minor children on campus?

No

Posting Detail Information

Posting Number

PGCC187011/12

Open Date

12/10/2022

Close Date

Open Until Filled

Yes

Background Check Statement

Prince George’s Community College is committed to providing a safe campus community. PGCC conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, education verification, and when appropriate, a financial (credit) report or driving history check.

Special Instructions to Applicants

Effective August 8, 2022, Prince George’s Community College’s current vaccine mandate expired for students, faculty, and staff. Select exceptions may apply. Face coverings will be voluntary campus-wide, including in classrooms and instructional spaces. Although the College will no longer require new employees and students to be vaccinated as a condition of employment or instruction based on current public health conditions, COVID -19 vaccines and boosters are strongly recommended.

Application Status ; you will receive an email acknowledging receipt of your application, upon which time no further communication occurs unless selected for an interview or the position is filled. If recommended for hire, communication is immediately sent to your references listed on your application. Also, you will receive an email notification from HireRight requesting you to submit authorization to complete a background investigation.
Posting Specific Questions

Required fields are indicated with an asterisk (*).

1. * Do you have three to four years of related experience or required course work/certification and/or specialized skills/training, or a combination of relevant higher education and experience?
   • Yes
   • No
2. * Please be advised that as required by the 1986 Immigration Act, candidates must be prepared to present acceptable documentation showing identity and that you are a U.S. Citizen or an alien who is authorized to work. It is the college's policy that PGCC does not provide sponsorship for prospective employees. Are you seeking sponsorship?
   • Yes
   • No
3. * Which of the following best describes your level of completed education? (Education details must be included in your application.)
   • Master's Degree or above from an accredited college/university
   • Bachelor's Degree from an accredited college/university
   • Associate's Degree from an accredited college/university
   • One to two years of college credit (30 credit hours is equivalent to one year)
   • Less than 30 credits from an accredited college/university
   • High School Diploma or GED
   • None of the above
4. * How did you hear about this employment opportunity?
   • HERC
   • HigherEd Jobs
   • Hispanic Outlook
   • Indeed
   • Personal Referral
   • PGCC Website
   • Social Media (LinkedIn, Twitter, Facebook)
   • The Chronicle of Higher Ed
   • The Washington Post
   • Other: Please indicate below
   • Educause
5. How did you hear about this employment opportunity? If you selected 'Other' please indicate source:
   
   (Open Ended Question)
   
   

Applicant Documents
Required Documents

1. Resume
2. Cover Letter

Optional Documents

1. Letter of Recommendation 1
2. Other