Sr. Administrative Specialist Workforce and Employment Services

Position Title Sr. Administrative Specialist Workforce and Employment Services

PIN 841000

Classification Summary Incumbents provide general administrative services requiring a broad knowledge of the assigned department/division. Responsibilities may include coordinating the daily activities of department administrative support staff; providing accurate information during high-impact and risk situations; monitoring budgets, accounts, billings, and/or expenditures; preparing financial and/or statistical reports; preparing meeting agendas and taking official meeting minutes for distribution and documentation; planning and coordinating events; independently preparing materials for supervisor's meetings; determining priority items for supervisor; and reading and responding to supervisor's voicemail and e-mail. Incumbents may supervise student workers and/or part-time staff. The Senior Administrative Specialist is distinguished from the Administrative Specialist in that the former may coordinate activities of lower level administrative support staff; performs more complicated administrative support, such as coordinating events; and/or manages/maintains specific information systems. Minimum Education and/or Training and Experience High School Diploma or equivalent (G.E.D.), and three years clerical or administrative experience; or Associate's degree and two years of experience providing administrative services; or Bachelor's degree and one year of experience in providing administrative or related services Preferred Education and/or Training and Experience Licensing Requirements None Essential Job Function These are the job duties that are required of the position. Classification Duties 1. Assist with department programs and projects; work may involve scheduling and coordinating appointments, classes, meetings; sending documents; and assisting with departmental operations as needed. (B2) 2. Assist with the planning, coordinating, and implementing of events. (B2) 3. Prepare, edit, proofread, sort, process, maintain, and/or distribute correspondence, reports, rosters, forms, files, booklets, time sheets, packets, personnel paperwork, work orders, or other documents; work may involve researching and compiling information; performing basic quantitative and qualitative data analysis; and utilizing and updating department systems or databases (B2) 4. Prepare, track, sort, review, process, and/or reconcile various records, invoices, requisitions, bills, check requests, deposits, accounts, reimbursements, travel requests and vouchers, applications, or forms. (B2) 5. Perform office duties to include monitoring inventory; ensuring adequate availability of supplies and materials; ordering supplies; sorting and distributing mail; and maintaining and updating departmental websites. (B2) 6. Coordinate assignments and schedules of part-time and temporary staff; work may involve prioritizing and assigning work, and monitoring performance. (B2) 7. Coordinate with internal and/or external personnel, departments, and agencies to communicate information, respond to requests, serve as a liaison, provide assistance, and facilitate departmental operations. (B2) 8. Perform other related duties of a comparable level/type as assigned.

Position Duties Systems Oversight:

Expert use of Banner including course building and registration, MOJobs course updates, and room scheduling software.

Compliance & Outcomes:

Assist with collection of employment data; pull data for outcome reporting.

Application Oversight:

Process applications in MyOneFlow (MOF) and assist with Missouri One Start documentation. Standard operating procedures: Document, update, and maintain a comprehensive SOP manual for all office processes.

Financial Processing:

Prepare Orders for Payment, General Requisitions, and third-party invoices; manage student payments and cashier deposits.

Procurement Lead:

Oversee the purchase of books, supplies, and departmental materials, prepare procurement reports monthly.

Grant/State Funding Support:

Assist with training entry and reimbursement for state-integrated programs (Missouri One Start).

Travel/PD Planning:

Register, reserve accommodations, and prepare documents for professional development/ conferences.

External Collaboration:

Work with external entities on program planning and registration.

Event Leadership:

Primary coordinator for the "Career Closet"; manage all event registrations and attendee communications.

Administrative Processes:

Process background checks, drug screening, and FCSR checks; send certificates to program completers.

Website Management:

Perform regular website updates to ensure program information is current.

Public Face:

Serve as the "first line of response" for all inquiries via email, phone, and walk-ins.

Instructional Support:

Act as the primary liaison for instructors regarding rosters, books, and classroom setup. Multistate Employer Employees of Jefferson College must reside in Missouri or Illinois. Multistate Employer Position Knowledge/Skills Knowledge Customer service principles Skills Using a computer and related software applications; Providing customer service; Planning events and activities; Filing; Processing information utilizing established procedures; Keyboarding; Using office equipment; Maintaining records and files; Communication, interpersonal skills as applied to interaction with subordinates, coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to give and receive work direction. Machines, Tools, Equipment and Software Office equipment (computer, copier, fax, scanner) Microsoft Office Suite/ Google Suite Ellucian Banner, My One Flow, Room reservation software Physical Factors Physical Effort

Physical Effort Medium Work:

Exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects. Posting Information Division Workforce & Employment Services (DIV) Department Academic Affairs Reports To Director of Workforce & Employment Services Wage/Salary $18.25 per hour Status Full-time If Part-time, hours per week If Non-exempt, work days If Non-exempt, work hours Posting Detail Information Posting Number S00674P Desired Start Date 07/01/2026 Open Date 05/06/2026 Close Date Special Instructions Summary This position is open until filled. Review of applications will begin on May 14. Quicklink for Internal Posting /postings/5742 EEO Statement It is the policy of Jefferson College that no person shall, on the basis of age, ancestry, color, creed, disability, genetic information, marital status, national origin, race, religion, sex, gender identity or expression, sexual orientation, or veteran status, be subject to discrimination in employment or in admission to any educational program or activity of the College. In compliance with Federal Rules and Regulations, Jefferson College has adopted a procedure for resolving complaints of discrimination. The procedure is available to any Jefferson College student, employee, or applicant who feels that he or she has been discriminated against in employment, student programs, or student activities.