Job Description
Job Description
PURPOSE AND SCOPE:
The Administrative Specialist III, under limited supervision, has oversight of administrative functions in a large/significant area. Provides a high level of clerical, analytical, administrative, and operational support. Responsible for the performance and coordination of support functions such as scheduling, process maintenance, communications, workflows, supplies, information processing and staff support.
Position will perform functions that require an awareness of LSC's policies and procedures.
ESSENTIAL JOB FUNCTIONS:
Organizes and coordinates general office operations, including but not limited to supervising, training and coordinating the workload of clerical staff, ensuring adequate office coverage, overseeing efficient workflows, maintaining departmental schedules and calendars, and assisting staff with basic daily functions as needed
Troubleshoot questions, inquiries, and complaints and directs them to the appropriate person
Coordinates a variety of meetings and maintains scheduling of office conference room for campus
Produces a variety of detailed reports and documents, including but not limited to performing research, typing, coordinating, proof reading, printing, and compiling
Coordinates the maintenance of general office equipment with internal departments (OTS) and/or external vendors
Assists with training and oversight of new employees within assigned area
Tracks and maintains inventory of supplies. Manages the process of purchasing supplies and services and prepares all appropriate documentation, following LSC purchasing guidelines. Confirms receipt of all goods and services.
Assists with departmental budget preparation and maintenance. May track expenditures on a monthly basis and completes budget analyses throughout the year, in addition to expense projections, trend reports, and ad hoc reports as required for leadership
Accurately enters and submits expense reports as needed
Responds to routine correspondence on own initiative, or drafts response for manager's review on correspondence that requires Manager's signature
Plans and coordinates a variety of meetings, events, trainings, etc., including but not limited to venue reservations, space assignment, handouts and meal arrangements
Responsible for other reasonable, related duties as assigned
KNOWLEDGE, SKILLS AND ABILITIES:
Able to make decisions in the absence of Management according to departmental procedure
Excellent attention to detail
Strong leadership skills
Strong oral, verbal and interpersonal communication skills
Strong problem-solving skills
Excellent customer service skills
Ability to use and learn a variety of software products
Ability to effectively and efficiently work on multiple projects
Ability to document and track expenses
PHYSICAL ABILITIES:
The work is sedentary. Typically, the employee sits comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items, such as papers, books, or small parts; or driving an automobile. No special physical demands are required to perform the work.
WORK SCHEDULE AND CONDITIONS:
Equipment used includes, PC workstation running on a LAN in a Microsoft Windows environment, calculator, phone and other general office equipment
Interface with internal and external contacts as needed to carry out the functions of the position
Work is performed in a climate-controlled office with minimal exposure to safety hazards
REQUIRED QUALIFICATIONS:
High school diploma or GED and at least 3 years of experience, or an equivalent combination of experience and education
PREFERRED QUALIFICATIONS:
Associate degree or higher