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Administrative & Staff Job Classifications

Class Specification Title:  Support Specialist

Series:  General Administrative Support - General Support

Levels in series:  1 | 2 | 3 | 4

BAND

GRADE

SUBGRADE

FLSA STATUS:

B

2

2

Non-exempt


CLASS SUMMARY

The Support Specialist is the third level in a four level General Administrative Support - General Support series. Incumbents are responsible for performing a variety of advanced level office support assignments of high complexity requiring greater independent judgment. Work is usually performed with limited supervision. The Support Specialist is distinguished from the Support Technician by the increased level of responsibility, greater independence, problem solving skills and judgment required. The Support Specialist is distinguished from the Support Coordinator position that is responsible for making decisions for the functions and processes for which it is accountable and is required to have broad knowledge of operations within the work unit.

TYPICAL CLASS ESSENTIAL DUTIES

These duties are a representative sample; position assignments may vary.

  1. Provides advanced office support to management administrative staff and may assist faculty to include: providing customer service; answering, screening and directing phone calls; reviewing and responding to emails; maintaining  calendar; preparing, drafting, and proofing reports, letters, invoices and requisitions, forms and spreadsheets; coordinating travel arrangements; coordinating meetings and taking minutes; ordering and maintaining supplies. Daily 35%
  2. Maintains confidential records, files, creates and maintains spreadsheets, and compiles data- entry into databases and reporting. Daily 25%
  3. Compiles various administrative reports. Weekly 15%
  4. May serve as a lead to other support staff and temporary staff to include assigning and monitoring work and providing direction. Weekly 10%
  5. Functions as a liaison to officials, dignitaries, community members and students on behalf of the College.  Arranges for accommodations, assists in planning and coordinating their activities and serves as the College representative. Monthly 5%
  6. Assisting in the planning of the annual budget by monitoring expenditures and estimating future operational costs. Monthly 5%
  7. Participates in special projects with staff as directed. Monthly 5%
  8. Performs other duties of a similar nature or level. As Required.

POSITION SPECIFIC RESPONSIBILITIES MIGHT INCLUDE:

Incumbents assigned to work control systems:

  • Participates in the coordination of the automated management system for the plant operations and maintenance area and administrative services and facilities.
  • Coordinates work order management among district shops and campus trades.

Incumbents assigned to small business development:

  • Assesses new and current client requests for small business development information, assistance, and training services.
  • Prepares and submits initial assessment report of client interests and needs.
  • Coordinates the design, prints, proofs, and distributes office publications.

Incumbent assigned to Faculty Resources:

  • Delivers, sets-up and picks up AV equipment for classrooms; provides brief orientation to faculty regarding AV equipment.
  • Supports faculty with special requests.
  • Assists staff with computer software.
  • Maintains and distributes mailbox keys.
  • Inputs textbook adoptions; compiles and maintains book order records and deskcopy orders and inventory. 

Incumbents assigned to Master Scheduling:

  • Develops master schedules for an assigned campus.
  • Coordinates classroom availability to meet the needs of instructional staff and students.
  • Creates, maintains, monitors, revises, and updates the master schedule for all division courses.
  • Coordinates with Department Chairs on the development and deadlines for the division master schedule.
  • Interacts with other Campus Master Schedule Specialists to ensure the printed class catalog is accurate and the online schedule of classes is consistent with other divisions and campuses.
  • Interprets College policies and procedures pertaining to the master schedule development process.
  • Maintains multiple rooms book(s) based on availability; post cancellation or changes made to rooms, times and days sets deadlines for schedule.
  • Reports discrepancies to the dean(s) and corrects as needed with approval.
  • Provides reports on enrollment for campus decision-making in enrollment management.
  • Loads and prepares adjunct faculty contracts using workflow process software; checks load sheets for accuracy and requests overload contract for full time faculty; ensures all contracts have been issued, received and accepted before first day of class.
  • Provides notice of cancellation of classes; also informs Faculty Certifications of cancellation of Contracts in final approval status.
  • Coordinates classroom availability; provides room utilization and other reports when requested for facilities, security etc.

Training and Experience (positions in this class typically require):  
High School Diploma, or General Equivalency Degree, supplemented by related course work, and three years progressively responsible related experience or two years at the Support Technician, or equivalent level; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

Licensing/Certification Requirements for some positions in this class may require:
None required.

Knowledge of (position requirements at entry):

  • Applicable computer programs and equipment;
  • Record keeping principles;
  • Office procedures;
  • Database entry principles;
  • Customer service principles;
  • Inventory and supply maintenance principles;
  • Basic math principles;
  • Mailing distribution methods;
  • Leadership principles;
  • Basic budget principles;
  • Complex work cycles and varied work procedures.

Skills in (position requirements at entry):

  • Using computers and software application programs;
  • Preparing  intermediate  reports;
  • Organizing work and balancing multiple priorities;
  • Analyzing and responding to sensitive situations;
  • Maintaining various confidential records;
  • Providing direction to staff, student aides and temporary employees; Assigning and monitoring work;
  • Monitoring department budget and forecasting future costs;
  • Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. 

Physical Requirements:

Positions in this class typically require: talking, hearing, seeing, repetitive motions and fine finger movements – using the fingers to manipulate/handle objects such as typing, sorting papers, activating buttons, sorting/separating small parts.

Sedentary Work: Exerting up to 20 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

NOTE:  The above job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department.

Classification History:
Draft prepared by Fox Lawson & Associates LLC (DJG/LM)
Date: 03/01
Updated by Pima Community College : 06/04 11/2014