Summary: Performs administrative and secretarial duties with considerable latitude for exercising judgment and discretion which includes providing administrative, academic, or operational assistance in problem solving, completing projects, and day-to-day operations of the department.
Duties and Responsibilities:
Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings.
Screens phone calls and visitors and provides information not requiring professional staff attention; refers students and/or visitors to appropriate persons or department when necessary.
Date stamps all incoming correspondence, sorts and forwards mail within the department.
Composes letters, write specifications, and prepares reports.
Prepares check requisitions, purchase order requisitions, budget amendments, travel requests, property disposition, and various other forms.
Sets up and maintains office files, correspondence and related reports.
Processes personnel and payroll documents; maintains department records and related reports as required.
Takes and transcribes dictation as required; types memos, letters, reports, and minutes of meeting as required.
Maintains administrative records regarding budgets and other financial transactions and relieves department of administrative details.
Assists with preparation of annual budget and related reports; monitors and coordinates expenditure of budgeted funds.
Monitors and orders departmental materials and supplies.
Maintains departmental budget, requisitions, supplies and equipment.
Arranges reservations for travel and living accommodations; prepares materials and makes arrangements for meetings and special functions and makes necessary arrangements for meals, refreshments and facilities.
Assists in developing brochures, instructional materials, programs and other printed materials as required; orders and renews departmental subscriptions and publications.
Supervises other clerical personnel if required.
Compiles information, prepares regular or special reports on departmental activities, maintains departmental records and provides necessary documents for staff members use.
Serves as a liaison with faculty and administrative personnel to communicate directives or to provide information.
Operates office equipment such as computer, fax machine, photocopying machine, and typewriter.
Responsible for knowing and conforming to all safety practices and regulations that apply to this specific area and position. Unsafe conditions should be reported to the immediate supervisor and to the Pensacola State College Police Department/Public Safety.
Performs other duties as assigned.
Ability to read and comprehend simple instructions, short correspondence, and memos.
Ability to write simple correspondence.
Ability to effectively present information in one-on-one and small group situations to customers and other employees at the college.
Ability to prioritize work, meet deadlines, attention to detail, and follow-through on assignments with minimal supervision.
Ability to exercise initiative in maintaining professional contacts within the college for the purpose of expediting department work.
Advanced computer skills to include multitasking in an electronic environment.
Ability to work effectively in a diverse community and meet the needs of diverse student populations.
Must be able to travel in-district and occasionally out of district.
Ability to sit at a desk and view a display screen for extended periods of time.
Ability to demonstrate professional and discretionary communication skills via electronic, verbal, written, and face-to-face interactions.
Must provide excellent customer service through the use of appropriate written and verbal communication including, but not limited to, using the telephone, email, voicemail, and written correspondence.
Minimum Qualifications: Graduation from high school or GED equivalency, four years secretarial experience, and demonstrated computer skills, including proficiency with Microsoft Office Suite in a networked office setting, and internet navigation. College course work may be substituted on a year for year basis for the required experience. Successful results of a criminal background check are required.
Pursuant to College policy, it is an employment eligibility requirement for an applicant to meet the requirements of § 435.04(2), Florida Statutes, related to background investigations. Any person failing to meet the requirements of the statute will be deemed not qualified to hold employment in this position. A Florida Department of Law Enforcement (FDLE) approved background check will be conducted on every successful candidate as a condition of employment, and any person who fails to disclose any adverse information contained in the background investigation at the time of submitting the employment application will be disqualified from employment.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee must occasionally lift and/or move up to 25 pounds.
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
The benefits package provided by the College includes major medical insurance, life insurance and Florida retirement contributions. Other benefits offered include participation in the wellness program, tuition waivers, educational opportunities, and paid sick leave.
Supplemental life, dental, vision, and disability insurance are available at group rates.
Pensacola State College does not discriminate against any person on the basis of race, ethnicity, national origin, color, gender/sex, age, religion, marital status, pregnancy, disability, sexual orientation, or genetic information in its educational programs, activities or employment. For inquiries regarding Title IX and the College’s nondiscrimination policies, contact the Executive Director of Institutional Equity and Student Conduct at (850) 484-1759, Pensacola State College, 1000 College Boulevard, Pensacola, Florida 32504.
When inquiring or applying for positions at Pensacola State College, please also reference AcademicCareers.com
Applicants with dual-career considerations can find university jobs such as professor jobs, dean jobs, chair / department head jobs, and other faculty jobs and employment opportunities at Pensacola State College and at other institutions of higher education in the region on www.AcademicCareers.com