Office Specialist - Core Academics(2024-25)

Below is specific information for you to consider about this position.

Job Title: Office Specialist - Core Academics(2024-25)  and Requisition ID number: 102507

Close Date:  No established closing date;  open until filled

Organizational Unit:  Core Academics (10000101) 

Site:  Davis Center (0001) 

FTE:  1.0FTE;40hrs@45 Weeks; this is based on full-time equivalency with 1.0 being full time

Union:  AFSCME(29) 

Functional Area:  Clerical 

Resume and Cover Letter are mandatory to apply for any position.

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SUMMARY

Under general supervision, performs experienced office support and technical specialist functions for the counseling department; maintains and researches computer databases, files and records; provides information and assistance to MPS staff and clients, using knowledge of the operations and policies of the work group and the MPS.

 

ESSENTIAL FUNCTIONS -- Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills.  This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and duties performed by incumbents of this class. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following:

 

• Performs administrative support duties and technical specialist functions for assigned work group within scope of authority and training, and in compliance with MPS policies and quality standards; duties may vary according to job assignment.
• Assists work group with MPS administrative support functions and data entry; explains MPS rules, policies and procedures; works independently, and makes appropriate decisions based on experience.
• Exercises initiative in performing technical assignments and resolving problems; applies judgment and knowledge of the operations of the work group to resolve problems and make work process decisions; refers matters requiring policy interpretation to supervisor for resolution.
• Maintains computer database and files; enters data; researches electronic and paper files, records, and documents; reviews and updates statistical information, reports and technical documents; collects and compiles statistical data; develops and creates technical and operational reports.
• Processes documents, technical records and applications; checks documents for validity and accuracy of information; resolves technical issues within scope of authority; reports discrepancies.
• Accesses MPS files, and locates information for clients, staff, local agencies and others as authorized.
• Completes and coordinates special projects, program assignments, and research functions.
• Prepares, compiles and distributes correspondence, information packets and other communications.
• Prepares meeting agendas, attends meetings, and records summary notes of the proceedings.
• Provides customer service, information and assistance to MPS staff, visitors and others having business with MPS; responds to requests for information within the scope of authority.
• Performs bookkeeping and accounting functions; collects special fees and payments; maintains accounts for budget, payroll, timekeeping, purchasing, transportation, enrollment, attendance, registration, records requests, and special program functions.
• Orders, receives and distributes supplies and equipment.
• Cross-trains in technical/office support duties; assists with training and cross-training of MPS staff.
• Demonstrates courteous and cooperative behavior when interacting with students, clients, visitors, and MPS staff; acts in a manner that promotes a harmonious and effective workplace environment
• Enthusiastically promotes the Superintendent’s goals and priorities in compliance with all policies and procedures.
• Maintains absolute confidentiality of work-related issues, records and MPS information.
• Other duties or tasks may be assigned on an as-needed basis.

 

CLASS DESIGNATION

• Program Assistant: only applicable for those in a previously held Program Assistant position.