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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 clerical 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 that is responsible for making decisions for the functions and processes for which it is accountable, work leadership and supervisory responsibilities 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. Providing clerical and secretarial support to management/administrative staff to include: providing customer service; answering, screening and directing phone calls; reviewing and responding to emails; maintaining and updating web calendar; preparing, drafting, and proofing reports, letters, work orders, personnel action forms and spreadsheets; coordinating travel arrangements; attending meetings and taking minutes. Daily 35%
  2. Maintaining confidential records, files, and interpretation of data for entry into databases requiring compilation of information. Daily 25%
  3. May serve as a lead to staff to include assigning and monitoring work and providing direction. Weekly 10%
  4. Researching, analyzing, and preparing various administrative and fiscal reports. Weekly 10%
  5. Functioning as a liaison to officials, dignitaries, community members and students on behalf of the College.  Arranging for accommodations, planning and coordinating their activities and serving 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. Compiling reports or studies where analysis or technical data is required. Monthly 5%
  8. Participating in special projects with staff as directed. Monthly 5%
  9. Performing other duties of a similar nature or level. As Required

POSITION SPECIFIC RESPONSIBILITIES MIGHT INCLUDE:

Incumbents assigned to work control systems will be responsible for:

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

Incumbents assigned to small business development will be responsible for:

  • Assessing new and current client requests for small business development information, assistance, and training services;
  • Preparing and submitting initial assessment report of client interests and needs;
  • Coordinating the design, printing, proofing, and distribution of office publications.

Incumbents assigned to master scheduling will be responsible for:

  • Developing master schedules for an assigned campus;
  • Coordinating classroom availability to meet the needs of instructional staff and students.

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 Requirements (positions in this class typically require):

None required.

Knowledge (position requirements at entry):

Knowledge of:

  • Applicable computer programs and equipment;
  • Record keeping principles;
  • Modern office procedures;
  • Database management principles;
  • Customer service principles;
  • Inventory maintenance principles;
  • Basic math;
  • Mailing and distribution methods;
  • Leadership principles;
  • Training principles;
  • Basic accounting principles;
  • Complex work cycles and varied work procedures.

Skills (position requirements at entry):

Skill in:

  • Using computers and software application programs;
  • Preparing a variety of reports;
  • Organizing work and balancing multiple priorities;
  • Maintaining various databases;
  • Analyzing and responding to sensitive situations;
  • Maintaining various confidential records;
  • Providing customer service;
  • 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. sufficient to exchange or convey information and to receive work direction.

Physical Requirements:

Positions in this class typically require: reaching, fingering, grasping, talking, hearing, seeing and repetitive motions.

Sedentary Work: Exerting up to 10 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