Posting Details
To create a Posting first complete the information on this screen then click the Next button or select the page in the left hand navigation menu. Proceed through all sections completing all necessary information. To submit the Posting to Human Resources you must go to the Summary page by clicking on the Next button until you reach the Posting Summary Page or select Summary from the left navigation menu. Once a summary page appears hover your mouse over the orange Action button for a list of possible approval step options.
Posting Details
Posting Number CM-312-2025
Posting Title Administrative Specialist IV Restricted Funds
Position Title Adminstrative Specialist IV
Division Student Services
Department Counseling
FTE 100
Term monthyear 12 MonthsYear
Primary Work Schedule Monday-Friday 8am-430pm
Shift Differential Shift differential eligibility based on the current collective bargaining agreement.
Health & Welfare Mt. San Antonio College offers a competitive and excellent benefits package providing medical dental and vision benefits to eligible employees and their dependents. Lifetime supplemental medical benefits are also available for eligible retirees. The College contributes an annual premium up to the family coverage amount equivalent to Kaiser Permanente 15 office visit medical DeltaCare HMO dental VSP vision and life insurance plans for eligible employees. The District participates in the Public Employees Retirement System PERS State Teachers Retirement System STRS retirement programs and National Benefit Services.Note The District does not cover Medicare expenses. Please visit the Mt. San Antonio College Benefits Website for further information. Salary and Health & Welfare Benefits are subject to change based on the Collective Bargaining Agreement or Meet-and-Confer agreements depending on job classification.
Annual Salary Step Range 73922.16-94345.32
Position Recruitment Details
Open Date 03092026
Initial Screening Date 03252026
Open Until Filled Yes
District Rights We reserve the right to re-open re-advertise delay or cancel filling this position. This recruitment may be used to fill future vacancies.
Application Procedure
Application Requirements
First Review of Applications Complete application packets will be accepted until the position is filled however applications submitted by 1159 p.m. PT on the above listed Initial Screening Date are assured consideration.Applicants must submit all of the following materials online unless otherwise noted at Mt. SAC Employment Website to be considered for this position
A Mt. San Antonio College online application.
A cover letter describing how the applicant meets the required education and experience.
A detailed résumé that summarizes educational preparation and professional experience for the position.
If applicable all candidates including current or former employees of the college are required to show evidence of the awardedconferred degree from the issuing collegeuniversity and this evidence must be submitted with the online application to demonstrate that the required educational qualifications are met. Unofficial transcripts or a copy of the diploma are acceptable at the time of application. Official transcripts will be requested if an offer of employment is made.
Optional - Three letters of recommendation that reflect relevant experience do not use social media or professional networks as a means to provide letters of recommendation. Confidential letters of recommendation are not allowed for this position.
Special Note to Applicants To be guaranteed consideration it is the applicants responsibility to ensure that all required materials are received before the initial screening date and time indicated on the job posting. Incomplete application packets will not be considered. All application materials will become College Property will not be returned and will not be copied. Please visit the Mt. SAC Employment Website to complete and submit your application for this position. A confirmation number will be assigned when your application packet indicates the supplemental questions have been answered and a document has been attached to each required link. Assistance with the online application process is available through Human Resources at 1100 N. Grand Avenue Walnut CA 91789-1399. Human Resources telephone 909274-4225. Human Resources e-mail employmentmtsac.edu. Do Not include photographs or personal information e.g. DOB place of birth etc. on your application or supporting documents.
Long Distance Travel for Interviews If you are selected to participate in an interview and attendance will require you to travel in excess of 150 miles from your residence please contact the Human Resources Technician listed on the interview invitation to discuss accommodation andor travel reimbursement.
Foreign Transcripts
Foreign Transcripts Transcripts issued outside the United States require a course-by-course analysis with an equivalency statement from a certified transcript evaluation service verifying the degree equivalency to that of an accredited institution within the USA. This report must be attached with the application and submitted by the filing deadline.
Selection Procedure A committee will evaluate applications considering the breadth and depth of relevant education training experience skills knowledge and abilities. The screening committee reserves the right to limit the number of interviews granted. Meeting the minimum qualifications for a position does not assure the applicant of an interview.Interviews may include a writing sample committee presentation andor performance test. The start date will follow Board approval and live scan clearance receipt.
Position Description
Position Description Position Overview
Definition Under general supervision performs a variety of advanced administrative support duties that requires a significant level of knowledge of the assigned division its services policies procedures and operational details.
Supervision Received and Exercised Receives general supervision from managerial personnel or similar high level administrator. Exercises technical and functional direction over and provides training to student or hourly workers and to less experienced support staff as assigned.
Class Characteristics The Administrative Specialist IV classification is the fourth level in the Administrative Specialist series which is comprised of four 4 levels. Positions in the series are distinguished by reporting and working relationships level of independence supervision received and exercised decision making judgment and minimum qualifications for employment consideration. The Administrative Specialist IV level typically performs a wide variety of advanced administrative tasks to relieve division head of routine matters. Incumbents at this level are capable of performing advanced and complex administrative support duties with little or no supervision including coordinating and administering complex budgetary functions providing overall division office coordination and management and assisting in division-related projects and programs. Incumbents at this level are required to be fully trained in all procedures related to the assigned division of responsibility working with an advanced degree of independent judgment tact and initiative. This class is distinguished from other Administrative Specialist classifications in that it may be specifically assigned to a division head and performs a greater number and variety of advanced and complex functions with an advanced degree of independent judgement. This class is distinguished from the Executive Assistant series in that the latter is responsible for providing administrative support to a Vice President or Senior Executive.
Examples of Essential FunctionsIllustrative Only
Provides administrative support to managerial personnel or similar high level administrator by assisting with duties of an advanced complex and sensitive nature with little or no supervision represents the division at meetings as assigned manages and coordinates multiple calendars schedules meetings makes travel arrangements and handles sensitive materials acts as a liaison between the managerial personnel and other staff or the public coordinating resolutions to issues problems and complaints as appropriate.
Coordinates and manages the workflow of the office follows up on behalf of the administrator checks-in with managers staff and faculty regarding completion of tasks and scheduling and overseeing the work of student workers performs a variety of other highly complex and difficult responsibilities.
Coordinates and participates in the preparation of the division budget including gathering and analyzing data related to expenditures and projected charges monitors budget expenditures and revenues initiates division purchases for office supplies and other items as assigned authorizes payment of invoices processes division requisitions and appropriation transfers assists in the development of contracts develops special statistical reports regarding budgetary information.
Works with Fiscal Services to coordinate financial and accounting related duties including reconciling purchasing orders tracking vendor and invoice information bid requests price quotes purchase and expenditure requests prints and reviews invoices for accuracy follows up with vendors.
Schedules andor coordinates meetings seminars conferences and training sessions for division staff acts as meeting secretary including preparing agendas and informational packets setting up meeting and training rooms and taking and transcribing minutes for assigned boards and commissions prepares complex divisional agenda items and packets for Board of Trustees meetings.
Plans and coordinates divisional or campus-wide events functions and meetings including for the Presidents Office Board of Trustees meetings commencement and other ceremonies various other periodic committee and employee training sessions.
Assists or administers assigned division projects processes andor programs as assigned by the managerial personnel provides assistance to division staff in various research and division-related projects participates in developing and implementing division or campus-wide policies and procedures.
Assists in coordinating the evaluation process i.e. schedules and tracks evaluation meetings monitors and tracks submission of evaluation materials for faculty and staff as assigned.
May provide administrative assistance to College governance committees including maintaining detailed and accurate records compiling agendas communicating directly with committee members compiling back-up documentation for agenda items and maintaining detailed tracking of governance processes and actions.
Composes types edits and proofreads a variety of complex documents including forms memos statistical and analytical reports organization charts program plans and correspondence for division staff from rough draft dictation equipment handwritten copy verbal instructions or from other material using a computer inputs and retrieves data and text using a computer terminal checks draft documents for punctuation spelling and grammar makes or suggests corrections to drafts.
Processes and prepares a variety of documents materials and records according to established procedures and practices such as divisional documents payroll records and monitoring payroll and expenditures for grant compliance. Calculates inputs and tracks faculty loads and lecture hour equivalency ensures accuracy of the divisions class schedules submits faculty attendance reports monthly.
Provides information to the public to ensure an understanding of division and College policies contracts and procedures listens to questions and responds to inquiries and complaints and explains procedures requiring a significant level of independent judgment discretion and interpretation coordinates or resolves problems of a complex nature when appropriate.
Designs and implements complex file index tracking and record keeping systems researches andor gathers records data and written information regarding divisional programs and processes to prepare complex reports and provide follow-up information to customer and staff inquiries.
May provide support to or serve in assisting the division head or President in the Executive Assistants absence.
Promotes an environment of belonging as it relates to diversity equity inclusion social justice anti-racism and accessibility.
Provides quality customer service when interacting with the public vendors students and College staff including individuals from minoritized groups.
Supports and abides by federal state local policies and Board Policies and Administrative Procedures.
Participates on committees task forces and special assignments including but not limited to Screening and Selection Committees and mandated trainings as required.
Prepares and delivers oral presentations related to assigned areas as required.
Performs other related or lower classification duties as assigned.
Qualifications
Qualifications Knowledge of
Principles and practices of supporting a diverse equitable inclusive socially just anti-racist and accessible academic and work environment.
Practices and methods of general office administration including the use of standard office equipment.
Principles and practices of providing technical and functional direction and training to assigned staff.
Computer applications related to the work including word processing database and spreadsheet applications.
Applicable federal state and local laws codes regulations and policies technical processes and procedures related to the division to which assigned.
Principles and procedures of financial record keeping and reporting basic accounts payable and purchasing. Including business arithmetic financial and statistical techniques.
Principles and practices of data collection and report preparation.
Business letter writing and the standard format for reports and correspondence.
Record keeping principles and procedures.
Modern office practices methods and computer equipment.
Alphabetical and numerical filing methods.
Techniques for providing a high level of customer service by effectively dealing with the public vendors students and College staff including individuals of various ages disabilities socio-economic and ethnic groups.
Skills and Abilities
Advocate for and communicate the Colleges vision and commitment to creating a diverse equitable inclusive socially just anti-racist and accessible academic and work environment.
Participate in addressing gaps in diversity equity inclusion social justice anti-racism and accessibility in the recruitment and retention of staff.
Participate in providing resources and support towards the goal of a diverse equitable inclusive socially just anti-racist and accessible academic and work environment.
Maintain confidentiality and be discreet in handling and processing confidential information and data.
Interpret apply and explain applicable federal state and local laws rules regulations policies and timelines as well as complex administrative and divisional policies and procedures.
Perform responsible administrative support work with accuracy speed and general supervision.
Provide varied and responsible office administrative work requiring the use of tact and discretion.
Plan schedule assign and oversee activities of assigned personnel.
Inspect the work of others and maintain established quality control standards.
Train others in proper and safe work procedures.
Identify and implement effective course of action to complete assigned work.
Understand the organization and operation of the College and of outside agencies as necessary to assume assigned responsibilities.
Compose correspondence and reports independently or from brief instructions.
Understand and carry out complex oral and written directions.
Research analyze and summarize data and prepare accurate and logical written reports.
Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
Establish and maintain a variety of filing record-keeping and tracking systems.
Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner organize own work set priorities and meet critical time deadlines.
Operate and maintain modern office equipment including computer equipment and specialized software applications programs.
Use English effectively to communicate in person over the telephone and in writing.
Understand scope of authority in making independent decisions.
Learns and applies emerging technologies and as necessary to perform duties in an efficient organized and timely manner.
Review situations accurately and determine appropriate course of action using judgment according to established policies and procedures.
Establish maintain and foster positive and effective working relationships with those contacted in the course of work.
Education and Experience
Equivalent to an Associates degree from a regionally accredited college with major coursework in business or public administration public policy or a related field and
Three 3 years of varied administrative support experience preferably involving public contact or
Two 2 years of experience equivalent to Administrative Specialist III at the College.
Pay Grade Eligibility
Desirable Qualifications
Experience working with policies and procedures relating to diversity equity inclusion social justice anti-racism and accessibility preferably in a minority serving institution such as Hispanic Serving Institution HSI and Asian American and Native American Pacific Islander-Serving Institution AANAPISI OR
Experience with participation in programs relating to diversity equity inclusion social justice anti-racism and accessibility preferably in a minority serving institution such as Hispanic Serving Institution HSI and Asian American and Native American Pacific Islander-Serving Institution AANAPISI.
Licenses and Certificates The incumbent may periodically be required to travel to a variety of locations. If operating a vehicle employees must have the ability to secure and maintain a valid California drivers license.
Equivalencies Any combination of training and experience which would provide the required knowledge skills and abilities is qualifying. A typical way to obtain the required qualifications is listed in the Minimum Qualifications section.
Working Environment
Working Conditions Environmental Elements Incumbents work in an office environment with moderate noise levels controlled temperature conditions and no direct exposure to hazardous physical substances. Incumbents may interact with staff andor public and private representatives in interpreting and enforcing divisional policies and procedures.
Physical Demands Must possess mobility to work in a standard office setting and use standard office equipment including a computer to operate a motor vehicle to visit various College and meeting sites vision to read printed materials and a computer screen and hearing and speech to communicate in person before groups and over the telephone. This is primarily a sedentary office classification although standing in and walking between work areas may be required. Finger dexterity is needed to access enter and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Incumbents in this classification occasionally bend stoop kneel reach push and pull drawers open and closed to retrieve and file information. Incumbents must possess the ability to lift carry push and pull materials and objects weighing up to 20 pounds.
Mt. SAC Employment Information
Mt. SAC Employment Information Conditions of Employment The person holding this position is required to be present on Mt. San Antonio Colleges campus to perform all essential duties and responsibilities.Official offers of employment are made by Mt. San Antonio College Human Resources and are made contingent upon Board approval. It is also required that a final offer of employment will only be made after the candidate has successfully been live-scanned and clearance for employment is authorized by Human Resources. Costs for live-scan services shall be borne by the candidate.
Notice to all prospective employees The person holding this position is considered a 'mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Administrative Procedure 3518 titled Child Abuse Reporting as a condition of employment. As required by the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act the Mt. San Antonio Community College Annual Security Report is available here Mt. SAC Annual Security Report.The person holding this position is considered a 'Responsible Employee under Title IX of the Educational Amendments Act of 1972 and is required to report to the Colleges Title IX Coordinator all relevant details reported to him or her about an incident of alleged sexual misconduct including sexual harassment sexual assault dating and domestic violence and stalking.
Mission Vision and Equity Statement
Our Mission The mission of Mt. San Antonio College is to support all students in achieving their educational goals in an environment of academic excellence. Specifically the College is committed to providing quality education services and workforce training so that students become productive members of a diverse sustainable global society. The College pledges to prepare students for lifelong learning through the mastery of basic skills the achievement of associate degrees and certificates and the completion of career and transfer pathways. The College will carry out this commitment by providing an engaging and supportive teaching and learning environment for students of diverse origins experiences needs abilities and goals. The College is dedicated to serving our community through improving economic achievement advancing civic engagement enhancing personal well-being promoting critical thinking and enriching aesthetic and cultural experiences.
Our Vision Mt. San Antonio College strives to be regarded as one of the premier community colleges in the nation. We will be viewed as a leader in community college teaching programs and services. As a premier community college we will provide access to quality educational programs and services focusing on student success within a climate of integrity and respect. We will earn this reputation by consistently exceeding the expectations of our students our staff and our community.Mt. San Antonio College Mission and Goals
Equal Employment Opportunity Policy The College is an equal opportunity employer. The policy of the College is to encourage applications from ethnic and racial minorities women persons with disabilities and Vietnam-era veterans. No person shall be denied employment because of race religious creed color national origin ancestry physical disability mental disability medical condition marital status sex gender age sexual orientation or the perception that a person has one or more of these characteristics.
Demographics We recruit and retain quality employees who are reflective of our students and the community we serve in addition to providing all personnel with equity and diversity training.The District is a proud ChicanxLatinx and Hispanic-Serving Institution Asian American and Native American Pacific Islander-Serving Institution and Minority Serving Institution serving over 74655 students based on the 2023-2024 academic year.
The student population is as follows by Ethnicity - 58.53 Latinx 9.30 White 20.85 Asian 2.83 Filipino 0.23 Pacific Islander 3.64 BlackAfrican American 0.27 American Indian 2.30 two or more races and 2.05 unknown by Gender- 54.96 Female 43.11 Male 0.66 Non-Binary 1.27 unspecified and by Age - 47.71 ages 19 or younger 19.37 ages 20-24 8.53 ages 25-29 5.51 ages 30-34 3.90 ages 35-39 5.16 ages 40-49 9.79 ages 50 and older.
The current employee population is as follows by Ethnicity - 38 Latinx 19 White 15 Asian 4 BlackAfrican American 2 Native Hawaiian or Other Pacific Islander 1 Two or More Races 19 unknown by Gender - 54.59 Female 43.64 Male 1.77 unspecified and by Age - 3.57 under 20 years 27.38 ages 20-29 21.81 ages 30-39 20.87 ages 40-49 26.35 ages 50 and older.
Conflict of Interest Mt. San Antonio College employees and the Board of Trustees members shall not engage in any employment or activity that is inconsistent with incompatible with or in conflict with Mt. San Antonio Colleges Administrative Procedures AP 2710 Conflict of Interest AP 2712 Conflict of Interest Codes.
InquiriesContact Human Resources 1100 N. Grand Avenue Walnut CA 91789-1399 Phone 909 274-4225 E-mail employmentmtsac.edu
Applicant Documents
Required Documents ResumeCurriculum Vitae Cover Letter Transcripts to Meet Required Qualifications
Optional Documents Letter of Recommendation 1 Letter of Recommendation 2 Letter of Recommendation 3 Transcripts - Continued Other Document 1
Posting Specific Questions
Required fields are indicated with an asterisk .
What does it mean for you to have a commitment to diversity How have you demonstrated that commitment How would you see yourself demonstrating it here Open Ended Question
What does equity mean to you How would you enact your definition of equity in this position Open Ended Question
Incomplete application packets will not be considered. Stating see resume" on your application will be considered an incomplete response. I understand this statement
Evidence of minimum qualifications must be established in the online application form. Supporting documents such as cover letter resume etc. will not be used for the purpose of determining minimum qualifications. I understand this statement
Employees must be California residents on their date of hire and for the duration of their employment with Mt. SAC. I understand and agree to abide by this statement
The District does not provide sponsorship for authorization to work in the United States. Work authorization should be established at the time of application submission. I understand this statement