ADMINISTRATIVESPECIALIST CL2 (Confidential)

ADMINISTRATIVESPECIALIST CL2 (Confidential)

UNIVERSITYOF MAINESYSTEM CLASSIFICATIONSPECIFICATIONS

ADMINISTRATIVESPECIALIST CL2 (Confidential)

CAREER LEVEL / DBM RATING / FLSA STATUS
CL2 / B22 / Non-Exempt
NATURE OF WORK / This classificationperforms avarietyof routinetonon-routineclericaland administrativesupport responsibilities andtasks.
CareerLevel2incumbentsperform tasksthat aremoderatelydiverse,requiringgeneral knowledgeof several areas.
TYPICAL CLASS RESPONSIBILITIES
(Theseresponsibilitiesarea representativesampleofessentialclass duties;positionassignmentsmayvary.)
1. / Composes,edits,andreviewsavarietyof standardand/orspecialized correspondence,reports, documents,applications,forms,violations,memos, and/orotherapplicablematerials.
2. / Providescomplexadministrativesupportwhichmayincludepreparinganddeliveringpresentations, maintainingdepartmentdata,preparinganddistributingdepartment documents;performsthe dutiesof assigned staff.
3. / Reviewsandcorrects avarietyof data,confidentialrecords, andinformationforthe department.
4. / Organizesand maintains files,includingcreatingandmaintainingconfidential department/employee/studentfiles; filesdocumentsalphabetically, numerically,or byotherprescribedmethods.
5. / Tracksa budget,monitorsexpenditures,and/or performsbasicbookkeeping,reportingand/or appropriatepayrolltasks.
6. / Prioritizesandassignsworktoassigned staff; monitorsthe performance ofassigned staff;trainsstaffon workmethods andprocedures.
7. / Performsother dutiesof asimilar natureor level.
LEVEL OF DECISIONS
Makes decisions regardinghowtheoperationsof aprocess arecarriedoutbyselectingamongestablished techniquesandpractices.Incumbentshaveachoice as tohowandwhen theoperations arecarriedout,but notas to whatoperations constitutetheprocess.
Incumbentsdeterminethesteps totaketocompleteassigned responsibilitiesandtasks.Incumbentsmay determinetheorderof thestepstobeperformed,andthetools necessarytocompletethesteps.Incumbents prioritizetasksonadailybasis basedonestablished deadlines.
DIRECTION RECEIVED / Incumbentsperformtasksfollowingdefined proceduresandstandards, thespecific stepsofmostroutinetasksaredefined.
DIRECTION PROVIDED / Incumbentsmaydelegate/coordinateworkassignmentsandsmallerprojects to student workers,temporaryemployees,and/orregular employees;Mayinstructothersin work methods andprocedures;Mayverifytheworkof others;May encourageteamwork andgroup efforts;May troubleshootproblems andissues ofa morecomplexnaturerequiringsignificant knowledgeof relevantpolicies, practicesandrules.
TYPICAL CAREER-LEVEL SPECIFIC RESPONSIBILITIES MAY INCLUDE:
Incumbentsassigned to CareerLevel2mayberesponsible for: Inadditionto the
CL1levelresponsibilities of
  • Collectinganddisseminatinga varietyofwrittenandverbal communications requiringknowledgeof relevantpolicies,proceduresandrulesforassigned area;providingexplanationsrequiringsome interpretationof policy tocommonquestions andrequests.
Establishingandimplementingfilingsystems.
Scanning, linkingandroutingdocuments.
Tracking expendituresandbudgets.
Maintainingdatabases.
Monitoringandmaintaininginventory.
Orderingsupplies.
Schedulingandpreparingformeetings/events.
Arrangingtravel.
Assistingwiththe developmentandapplicationofmulti-media.
Handlingconfidential information.
Runningdefined queries;makingbasicmodificationstoqueriesinaccordancewith requested information.
Reviewinghoursworked andtimeentryfor studentworkersand/ortemporaryemployees.
Compiling, sortingandsummarizingavarietyof routinedata;Usingavarietyof programs, prepares simplechartsandanalyses,includingbasicsummarystatistics.
Reviewingdataforaccuracyandcompleteness,includingsourcedata.
CL2levelresponsibilities of
Handlingverbal andwrittencommunicationsforabroadrangeof questions, issuesandrequestsin assigned areaof responsibility;preparingcustomizedmemos andrelatedcommunications for non- routineissues;identifyingneedsof various partiestodetermineappropriateresponse.
Planningandcoordinatingsimple projectsandevents.
Processingpurchaseorders andpostingaccountsforbilling.
Processingcash, checksandaccountsreceivable.
Receiving, providingandprocessingfinancial transactions for a broadrangeofaccountsandsources; ensuringappropriateprocessingof routineandnon-routinetransactions;identifyingbalancingerrors andprovidingappropriatefixes. Ensuringappropriatedocumentationisprovidedin accordancewith applicable accountingprocedures,grantrequirements, etc.
Coordinatingdepartment purchasingcardprogram.
Writingsimpleto moderatelycomplexqueriesusingwell definedtables;establishinglinksbetween commontables anddatabases;informationrequestsmayberoutineor non-routine.
Preparingreports.
Reviewinghoursworkedandtimeentryformultiple regular employees
Preparingpresentations.
Preparingcoursematerial.
Supportingstudent needs byrespondingtoquestions.
Assistingwith proctoring exams.
Representingdepartment tointernal/ external parties(e.g., at meetings,conferences, etc.).
Servingascontactforoutside vendors, agenciesand organizations.Updatingandmaintainingan assigned website.
Reviewing, interpreting, andexplainingpolicies/procedurestostudents/parents/otherstaff.
Assistingin developingpoliciesandprocedures toimprovebusinessprocesses.
Using properjudgmentandinitiativein handlingissues fromstudents,parents,faculty, staff andthe public.
Trainingstaff andstudentsonspecialized programs and/or work procedures.
Troubleshootingtechnological problemsandcoordinating with technical supportservices.
Assistingwithcoordinationof searches.
Trackingandreportingof re-appointments,tenure.
Researching, sortingandsummarizinga varietyof routineandsomenon-routine data andinformation; integratinginformationfrommultiple datasources, andapplyingbasicproblemsolvingas needed.
TRAINING EXPERIENCE / Incumbentsinthis class typicallyrequirean equivalentcombinationofeducationandexperience sufficient tosuccessfullyperform theresponsibilities of thejob, suchas thoselisted below.
Highschooldiploma orequivalent (G.E.D.)ANDsufficientexperience, including two years administrativesupportexperience.
LICENSING REQUIREMENTS
None
KNOWLEDGE REQUIREMENTS / Classification knowledge requirements:
  • Customer service principles;
  • Modern office procedures and equipment;
  • Recordkeeping principles;
  • Mathematical concepts;
  • English language, grammar, and punctuation;
  • Report preparation techniques;
  • Filing systems;
  • Basic budgeting principles;
  • Computers and related software applications.

SKILL REQUIREMENTS / Classification skill requirement:
  • Providing exemplary customer service;
  • Maintaining records and files;
  • Preparing meeting agendas and minutes;
  • Preparing unique and specialized documents;
  • Preparingreports;
  • UsingEnglish, grammar,punctuation,andspellingeffectively;
  • Monitoringabudget;
  • Usingcomputersandrelated softwareapplications;
  • Maintaining confidentiality;
  • Managingmultipletasks,prioritizingandassigning work;
  • Communication, interpersonal skills asapplied tointeractionwith coworkers,supervisor,the general public,etc.sufficienttoexchangeor conveyinformationandtogiveandreceivework direction.

PHYSICAL REQUIREMENTS / Positionsin this class typicallyrequire:reaching, standing, walking, fingering, grasping, feeling, talking, hearing, seeingandrepetitive motions.
SedentaryWork:Exertingupto10poundsof forceoccasionallyand/or a negligibleamountof force frequentlyorconstantlytolift,carry, push, pullor otherwisemoveobjects. Sitting mostofthe time. Walkingandstandingare required onlyoccasionally.

The aboveclassificationspecificationsareintended to representonlythe key areas of responsibilities;specificposition assignmentswillvarydependingonthe business needs of thedepartmentas determinedbytheUniversity.

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