Job Description:
Position Number:
HR0708.00000
Position Title:
Administrative Assistant
Job Type:
Staff
FT/PT:
Part-Time
Employee Class Description:
C3-Staff PT (ed. support)
General Position Description:
Responsible for providing advanced and complex clerical, secretarial, and general support to management. Exercises initiative, independent judgment and discretion in carrying out assignments.
Grade:
2022
Exemption Status:
Non-Exempt
Posting Number:
S2811P
Location(s):
Winter Park, FL 32789 - Winter Park Campus
Proposed Work Schedule (Please note hours subject to change based on business needs):
25 hours between 8AM and 5PM, Monday - Friday
Number of Vacancies:
1
Posting Start Date:
09/25/2024
Posting End Date:
10/09/2024
Open Until Filled:
No
Quicklink for Posting:
https://valenciacollege.peopleadmin.com/postings/36959
Salary Range:
$16.72 per hour
Description of Job Function:
1. Supports management in clerical activities and administrative decisions. Performs office management functions and coordination. Acts as liaison between management and staff in the department.
Description of Job Function:
2. Assembles data and prepares reports on a routine or non-routine basis.
Description of Job Function:
3. Researches and provides information on issues affecting students, staff and/or the department.
Description of Job Function:
4. Opens, organizes, and screens mail.
Description of Job Function:
5. Composes and prepares routine and non-routine correspondence for supervisor's signature.
Description of Job Function:
6. Answers telephone, screens and refers calls, takes messages.
Description of Job Function:
7. Maintains calendar and makes travel arrangements.
Description of Job Function:
8. Prepares, schedules and reserves rooms for meetings as directed.
Description of Job Function:
9. Establishes filing systems and maintains current files for the department, including files for internal and external correspondence.
Description of Job Function:
10. Maintains departmental budget reports and related documentation. Utilizes purchasing card and prepares requisitions for supplies and materials.
Description of Job Function:
11. Operates and conducts training on standard office equipment as needed to perform tasks.
Description of Job Function:
12. Plans, researches, initiates, and carries out to completion recurring or special assignments.
Description of Job Function:
13. Takes minutes of meetings, prepares confidential documents and follows up to ensure timely reply and action.
Description of Job Function:
14. Maintains control on action documents and follows up to ensure timely reply and action.
Description of Job Function:
15. Accesses, inputs, and retrieves information from a computer and College databases.
Description of Job Function:
16. Establishes and maintains excellent working relationships with individuals at all levels within the college and the community.
Description of Job Function:
17. Performs other related duties as assigned.
Drivers License Requirement:
Not Applicable
Required Minimum Education:
High school diploma or general education degree (GED).
Other Required Qualifications:
Relevant work experience may be substitutable.
Preferred Type of Experience:
Advanced secretarial training.
Progressively responsible experience involving staff assistance and advanced clerical/secretarial work which demonstrates ability to work without close supervision.
Knowledge, Skills and Abilities:
Knowledge of basic office practices.
Skill in the use of personal computers, general office software, typewriters, and office machines.
Ability to take minutes of meetings.
Ability to accurately prepare and edit a variety of documents, including reports and spreadsheets.
Ability to communicate clearly and effectively, both orally and in writing.
Ability to establish and maintain effective working relationships with employees and the public.
Ability to organize work, prioritize changing needs, follow through on multiple projects, and make decisions within time constraints.
Ability to maintain departmental budget reports and documentation.
General Working Conditions:
This job primarily operates in a professional office environment. The employee will routinely operate standard office equipment including but not limited to computers, keyboards, mouse, phones, photocopiers, printers, scanners, filing cabinets and fax machines. While performing the duties of this job, the noise level in the work environment is usually quiet to moderate.Typical physical competencies include but are not limited to frequently remaining stationary, moving, reaching, positioning self and occasionally ascending/descending, lifting/moving objects weighing between 5-15 pounds. This job also entails frequently communicating, discerning and exchanging information, detecting and perceiving objects up close, at a distance, and the ability to adjust focus. Cognitive abilities include but are not limited to frequently using discretion, judgment, reasoning, memory, learning, maintaining confidentiality, comprehension, problem solving, and decision-making.The typical work environment, physical and cognitive demands listed above are representative of those that must be met by an employee to successfully perform the essential functions of this job. The College has a process to identify and make available reasonable accommodations to enable individuals with disabilities to perform the essential functions.
Job specific working conditions:
Will also operate in a lab setting and may use standard lab equipment such as beakers, test tubes, flasks, thermometers. Occasionally the employee is exposed to fumes or airborne particles. Employees entering and leaving the laboratory must wear appropriate PPE (Personal Protective Equipment) clothing and protective equipment such as masks, glasses and gloves. May prepare materials needed to conduct a laboratory demonstration and may need to detect and distinguish samples for lab tests.
Must be able to work various hours outside of scheduled hours as needed.
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