"Advanced Administrative Assistant"

Job Description

Responsibilities

DESCRIPTION:
Provides an extremely broad range of advanced clerical, secretarial, and administrative support duties for department head or similar position. Exercises considerable initiative, judgment, and discretion.

ESSENTIAL FUNCTIONS:

1. Performs duties of an administrative assistant nature and participates directly in the work of the supervisor, secures details of specialized information, coordinating office work, and providing information regarding the services and operation of the department/area
2. Composes and prepares routine and non-routine correspondence, classroom materials, and other documents defined by supervisor
3. Assembles data and prepares reports on a routine or non-routine basis
4. Assists supervisor with confidential matters
5. Takes independent action to locate information and to resolve issues/problems related to department/area activities
6. Acts as a responsible liaison between supervisor and other employees or other departments/areas; provides information and makes some administrative decisions
7. Establishes and maintains filing systems for both confidential and non-confidential materials
8. Exercises judgment and discretion in choosing whether to address non-routine problems alone or seek guidance and support from supervisor
9. Receives and screens incoming calls and places outgoing calls for supervisor
10. Receives, screens, and prioritizes supervisor's mail
11. Maintains calendar and uses judgment in scheduling appointments and meetings for supervisor
12. Coordinates meeting and travel arrangements, reserves meeting rooms, and prepares meeting materials
13. Maintains control on action documents and follows up to ensure timely reply and action
14. Monitors department budget and coordinates related activities as required
15. Ensures office equipment is in working order, and aids staff in use of computers and related software
16. May involve some duties of a supervisory nature
17. Provides general secretarial and clerical support for the department
18. Completes other position and site specific functions as required

REQUIRED QUALIFICATIONS:

1. Graduation from an accredited high school or possession of an acceptable equivalency diploma.
2. Extensive years of experience in managing complex office environment, approximately 3 to 5 years.
3. Excellent skills in Microsoft office application software and internet research abilities.

DESIRED QUALIFICATIONS:

1. Associate degree in Office Management or similar curriculum.

KNOWLEDGE, SKILLS, AND ABILITIES:

1. Knowledge of complex secretarial or staff assistant procedures using continuous performance of complex or specialized admin support tasks
2. Knowledge of professional techniques and terminology to provide staff assistance to professionals involves the highest problem solving skills and decision making at the assistant level.
3. Knowledge of Microsoft Office products including Word, Excel, and PowerPoint
4. Ability to utilize advanced software applications such as PeopleSoft
5. Excellent interpersonal, oral, and written communication skills
6. Ability to use sound judgment in decision making and exercise appropriate discretion/confidentiality
7. Ability to use appropriate technology to organize, synthesize, and communicate data
8. Clear understanding and commitment to diversity, equity and cultural competence

WORK ENVIRONMENT AND SPECIAL CONSIDERATIONS:

1. Works in an office environment.

This description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any job-related instructions and to perform any other job-related duties requested by their supervisor

Conditions of Employment

Finalists and individuals recommended for employment at Seminole State College must reside in the State of Florida at the time of hire and may be subject to background investigations and fingerprinting in compliance with Florida Statute 1001.64; and Seminole State College Policy 1.020; 2.020. Criminal background checks and fingerprinting will be conducted for all new employees, and for rehired employees who have had a break in service for one year or more. The Office of Human Resources will determine which background checks shall be conducted for each position, based upon its review of job descriptions and the responsibilities of the position. These include, but are not limited to, positions that have access to money, master keys, security-sensitive areas and confidential information; positions that have the capability to create, delete, and alter records; and positions that are responsible for the care and instruction of children. The College will conduct various types of background checks which may include, but are not limited to: criminal background, credit check, driver's license check, previous employment and references.

How To Apply

Applicants must complete the entire online application and include work history even if attaching a resume.

REQUIRED DOCUMENTS (To ensure full consideration all of the following documents must be attached to the application prior to the closing date):
• Resume
• Cover Letter
• Letters of recommendation are strongly encouraged.

TO ATTACH ADDITIONAL DOCUMENTS:
• From the Seminole State College Home page, scroll to the bottom and click on Employment
• Under For Job Seekers, click on Complete or Review an Existing Application
• Select either Sign In with existing username and password or New User to create an account
• Click on My Job Applications to view applied jobs, resumes and attachments
• Click on the + under My Cover Letters and Attachments to attach documents.

This position is eligible for Veterans preference. To claim Veteran's Preference, a copy of your DD-214 form, Certificate of Release or Discharge from Active Duty must be uploaded and attached to your application.

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