Administrative Assistant II, Early College and Student Engagement

Salary: $15.87 - $18.32 Hourly

Location : Lakeland

Job Type: Full-Time

Job Number: 202400440

Division: Academic Affairs & Workforce Education

Department: Academic Affairs

Opening Date: 12/04/2024

Closing Date: 1/6/2025 8:00 AM Eastern

Description

Job Description:

This position provides mid-level administrative and clerical support to a college administrator. This position requires a wide variety of administrative and staff support services to the organizational unit. The work is generally diversified requiring judgment to apply broader aspects of established policies, practices and procedures.

Examples of Duties

Essential Functions/Duties

• Assists in the daily operation of a busy office or department by answering phones, processing correspondence, assisting students, faculty, and staff, filing, and processing incoming and providing general office administrative support. Assists callers to successfully resolve their requests.
• Maintains department office files and records, updates manuals and policy books. Orders office supplies, if required.
• Uses computer -based software such as MS Word, Excel, etc., and in some cases, department-specific software for internal and external correspondence.
• Maintains busy appointment calendar and schedules appointments as needed.
• Maintains confidential records and ensures confidentiality in the office.
• Prepares forms, travel authorizations and other related standard operating procedure forms, and enters disbursement requests and purchase requisitions in the college enterprise system. (ER)
• Manages Staff and Program Development (SPD) office coordination and SPD budget records, updates & sends spreadsheets to appropriate parties and prepares quarterly reports. Disseminates SPD information/forms to college personnel as needed and assists staff with completing forms.
• Assists with division budget records, prepares budget amendments, assists in budget preparation, and processes invoices. Access accounting system online.
• Assists with input into the Strategic Planning System, and other departmental planning documents or software as needed.
• Assists in establishing rapport and open lines of communication with administrative personnel, senior management and other faculty and staff.
• Devises action plans to complete tasks relative to other department personnel, resolves routine questions and problems, and refers more complex issues to higher levels.
• Assists in preparing required state reporting and reports required by other government entities and accreditation agencies.
• Processes contracts and RPAs for all staff and other personnel paperwork, as assigned.
• Ensures smooth departmental operations, tracking staff attendance and time sheet timeliness. Coordinates Team meetings and works with Team members to process College paperwork. Prepares agendas and attends group and committee meetings to take minutes.
• Performs other appropriate duties as assigned by the supervisor and/or other divisional staff members.
  
  

Typical Qualifications

Required Skills

• The ability to establish an effective rapport with staff and faculty including senior leadership.
• Excellent organizational skills, with special attention to detail.
• Excellent oral and written communications skills.
• Ability to work well with others.
• Intermediate experience with word processing, spreadsheets, and databases.
• Excellent human relations skills.
• Ability to maintain confidential information.
  
  

Working Conditions/Additional Information

• Must have the ability to work proficiently in a busy, multi-office work area.
• Must be flexible and able to adapt well to changes.
  
  

Salary and Benefits Information

• This position is level C15
  
  

We offer an excellent employer-paid benefits package including the following: Medical, Dental, Life, Long-Term Disability, Vacation (except faculty), Holiday and Sick Leave, Retirement (if eligible) and college fee waivers. Other employee-paid, voluntary benefits (vision, short-term disability, etc.) are also available.

Required Education

• A high school diploma or equivalent is required.
  
  

Required Experience

Three or more years of administrative and clerical support experience is required, preferably in support of a mid-level or senior leadership position.

Please Note: This position will not start until February 2025.

Supplemental Information

Submissions that do not include all parts of the following required information will not be considered:

• a resume.
• an electronic job application (all sections MUST be completed).
  
  

Important Information

• If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended, or deemed ineligible depending upon the date of your retirement.
• Polk State College participates in E-Verify. Candidates must provide documentation of eligibility to work in the United States. Polk State College does not provide visa sponsorship.
• To request Veteran's Preference, please be sure to upload all necessary documents (DD-214, etc.) to your application.
• Polk State College is a drug-free workplace.
• Polk State College is committed to working with and providing reasonable accommodation to applicants and employees with disabilities. Reasonable accommodation is considered on a case-by-case basis.
• Reference checks, successful completion of a background check, and third-party Education Verification for all stated degrees will be required prior to employment.
• Polk State College does NOT provide relocation assistance for this position.
  
  

Equal Opportunity Statement

Polk State College Does Not Discriminate On The Basis Of Race, Color, National Origin, Ethnicity, Sex, Age, Religion, Sexual Orientation, Gender Transition, Marital Status, Genetic Information, Disability, Or Pregnancy In Its Programs, Activities, Or Employment. The Following Person Has Been Designated To Handle Inquiries Regarding The Non-discrimination Policies

Chief of Institutional Compliance & Engagement

Title IX Coordinator

999 Avenue H, NE

Winter Haven, FL 33881

WAD 215A

863.297.1000, ext. 5378

We encourage applicants to provide feedback of their experience or request help at Careers@polk.edu

We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave.

To learn more details, visit our benefits page.

01

Do you have a High School diploma or GED?

• Yes
• No
  
  

02

How many years of professional administrative and clerical support experience do you have?

• No experience
• Less than 1 year of experience
• 1 year but less than 2 years of experience
• 2 years but less than 3 years experience
• 3 years but less than 5 years experience
• More than 5 years experience
  
  

Required Question