The Role
Provides advanced administrative and secretarial support to a college administrator or department. Responsibilities include managing calendars, screening calls, preparing correspondence and reports, maintaining files and records, processing mail, entering and retrieving data, supporting budgets and payroll certification, managing inventory, coordinating travel, recording meeting minutes, and supervising student or clerical assistants. The role may require evening or weekend work and serves students, employees, and the public.
Summary Generated by Built In
Job Summary & Responsibilities
Responsible for performing advanced staff assistant and clerical work which includes some administrative responsibility in functioning as an aide to an administrator/manager of a major operating department/division, or in a specialized capacity. [Duties are more complex than Staff Assistants I and II.]
At the College of Central Florida, our vision is to be "Your first choice for quality higher education." We aim to accomplish this by providing a caring and exceptional learning environment that fosters the success of our students and community. Candidates considering becoming part of the CF family must be able to embrace and model this philosophy in their day-to-day responsibilities and demonstrate our standards: professional, responsive, informative, dependable, and engaged.
PREREQUISITES FOR POSITION (Qualification Standards):
1. Education or training: High school diploma or equivalent required. Prefer secretarial or Office Management training beyond the secondary school level.
2. Years of experience in the field: Three years' secretarial/clerical/computer and typing experience required.
3. Special skills or abilities related to the position: Positive human relations skills. Knowledge of business English, spelling, and punctuation. Knowledge of office practices and procedures. Knowledge of the overall functions and operations of the department or division to which assigned. Knowledge of computer usage. Ability to operate a computer in entering, retrieving, and manipulating data. Ability to prepare documents and compose letters and memoranda. Ability to make decisions according to college rules, regulations, and policies. Ability to establish and maintain effective working relationships with employees, students, and the public. Ability to relieve the schedule of the supervisor. Skill in the use of data entry or word processing equipment. Successful completion of a required skills test.
ESSENTIAL JOB FUNCTIONS:
Most Staff Assistant III positions are primarily secretarial/administrative rather than clerical. The duties shown are "generic" and not intended for every position at this level.
1. Function as office assistant or aide to a dean, director, or equivalent level administrator. Participate directly in the work of the administrator such as interviewing visitors, securing details of specialized information, assisting in office research, and providing information regarding the services and operation of the unit. Communicate the policies to students and the public.
2. Maintain the supervisor's appointment calendar and schedule new appointments. Receive and screen calls and refer callers to appropriate offices.
3. Take notes and minutes of conferences, meetings, and functions as required.
4. Prepare forms and reports independently. Compose letters for the supervisor's signature.
5. Set up and maintain specialized office files. Assemble information for supervisor's use.
6. Open, prioritize and process mail.
7. Type, proof, and process letters, examinations and syllabi, course outlines, minutes, forms, schedules, manuals, booklets, requisitions, purchase orders, proposals, contracts, surveys, and related paperwork.
8. Enter data into a computer containing specialized technical terminology or other information. Use a computer, data entry equipment, or word processors to input data regarding courses, schedules, operations, employee data, or other related information.
9. Retrieve data and assemble information for the supervisor's use.
10. Conduct statistical comparisons of information for a supervisor's use.
11. Assist in the preparation, maintenance, and monitoring of the department or division budget. Maintain and process office staff payroll certification.
12. Maintain supply inventory and records. Assist with the office inventory of equipment.
13. Coordinate travel arrangements, prepare appropriate forms, and arrange for reimbursements.
14. Function as lead worker over student assistants and clerical staff, if appropriate.
15. May be required to work a flexible schedule--late afternoons or evenings, or on weekends.
16. Other duties as assigned.
(These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job-related marginal duties as required.)
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 essential functions.
* Acceptable eyesight (with or without correction).
* Acceptable hearing (with or without a hearing aid).
* Ability to clearly communicate both orally and in writing on a telephone and on a computer for extended periods.
* Routinely requires sitting at a desk and viewing a display screen for extended periods.
* Ability to access, input, and retrieve information from a computer or other electronic device.
* Routinely requires moderate (up to 40 pounds) lifting and carrying.
* Routinely requires walking, standing, sitting, kneeling, stooping, reaching up, twisting, and bending.
ENVIRONMENTAL CONDITIONS:
* Works inside an office environment.
(Reasonable accommodations will be made for otherwise qualified individuals with a disability.)
PRIMARY LOCATION OF JOB: OCALA, CITRUS OR LEVY CAMPUSES, HAMPTON CENTER, APPLETON MUSEUM OF ARTS, OR IN AN OFFICE DESIGNATED AT THE TIME OF THE VACANCY ANNOUNCEMENT
SUPERVISOR OF POSITION: DESIGNATED AT TIME OF HIRING/VACANCY ANNOUNCEMENTPreferred Qualifications
1. Education or training: High school diploma or equivalent required. Prefer secretarial or Office Management training beyond the secondary school level.
2. Years of experience in the field: Three years' secretarial/clerical/computer and typing experience required.
3. Special skills or abilities related to the position: Positive human relations skills. Knowledge of business English, spelling, and punctuation. Knowledge of office practices and procedures. Knowledge of the overall functions and operations of the department or division to which assigned. Knowledge of computer usage. Ability to operate a computer in entering, retrieving, and manipulating data. Ability to prepare documents and compose letters and memoranda. Ability to make decisions according to college rules, regulations, and policies. Ability to establish and maintain effective working relationships with employees, students, and the public. Ability to relieve the schedule of the supervisor. Skill in the use of data entry or word processing equipment. Successful completion of a required skills test.
MAJOR RESPONSIBILITY:
Responsible for performing advanced staff assistant and clerical work which includes some administrative responsibility in functioning as an aide to an administrator/manager of a major operating department/division, or in a specialized capacity. [Duties are more complex than Staff Assistants I and II.]
At the College of Central Florida, our vision is to be "Your first choice for quality higher education." We aim to accomplish this by providing a caring and exceptional learning environment that fosters the success of our students and community. Candidates considering becoming part of the CF family must be able to embrace and model this philosophy in their day-to-day responsibilities and demonstrate our standards: professional, responsive, informative, dependable, and engaged.
PREREQUISITES FOR POSITION (Qualification Standards):
1. Education or training: High school diploma or equivalent required. Prefer secretarial or Office Management training beyond the secondary school level.
2. Years of experience in the field: Three years' secretarial/clerical/computer and typing experience required.
3. Special skills or abilities related to the position: Positive human relations skills. Knowledge of business English, spelling, and punctuation. Knowledge of office practices and procedures. Knowledge of the overall functions and operations of the department or division to which assigned. Knowledge of computer usage. Ability to operate a computer in entering, retrieving, and manipulating data. Ability to prepare documents and compose letters and memoranda. Ability to make decisions according to college rules, regulations, and policies. Ability to establish and maintain effective working relationships with employees, students, and the public. Ability to relieve the schedule of the supervisor. Skill in the use of data entry or word processing equipment. Successful completion of a required skills test.
ESSENTIAL JOB FUNCTIONS:
Most Staff Assistant III positions are primarily secretarial/administrative rather than clerical. The duties shown are "generic" and not intended for every position at this level.
1. Function as office assistant or aide to a dean, director, or equivalent level administrator. Participate directly in the work of the administrator such as interviewing visitors, securing details of specialized information, assisting in office research, and providing information regarding the services and operation of the unit. Communicate the policies to students and the public.
2. Maintain the supervisor's appointment calendar and schedule new appointments. Receive and screen calls and refer callers to appropriate offices.
3. Take notes and minutes of conferences, meetings, and functions as required.
4. Prepare forms and reports independently. Compose letters for the supervisor's signature.
5. Set up and maintain specialized office files. Assemble information for supervisor's use.
6. Open, prioritize and process mail.
7. Type, proof, and process letters, examinations and syllabi, course outlines, minutes, forms, schedules, manuals, booklets, requisitions, purchase orders, proposals, contracts, surveys, and related paperwork.
8. Enter data into a computer containing specialized technical terminology or other information. Use a computer, data entry equipment, or word processors to input data regarding courses, schedules, operations, employee data, or other related information.
9. Retrieve data and assemble information for the supervisor's use.
10. Conduct statistical comparisons of information for a supervisor's use.
11. Assist in the preparation, maintenance, and monitoring of the department or division budget. Maintain and process office staff payroll certification.
12. Maintain supply inventory and records. Assist with the office inventory of equipment.
13. Coordinate travel arrangements, prepare appropriate forms, and arrange for reimbursements.
14. Function as lead worker over student assistants and clerical staff, if appropriate.
15. May be required to work a flexible schedule--late afternoons or evenings, or on weekends.
16. Other duties as assigned.
(These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job-related marginal duties as required.)
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 essential functions.
* Acceptable eyesight (with or without correction).
* Acceptable hearing (with or without a hearing aid).
* Ability to clearly communicate both orally and in writing on a telephone and on a computer for extended periods.
* Routinely requires sitting at a desk and viewing a display screen for extended periods.
* Ability to access, input, and retrieve information from a computer or other electronic device.
* Routinely requires moderate (up to 40 pounds) lifting and carrying.
* Routinely requires walking, standing, sitting, kneeling, stooping, reaching up, twisting, and bending.
ENVIRONMENTAL CONDITIONS:
* Works inside an office environment.
(Reasonable accommodations will be made for otherwise qualified individuals with a disability.)
PRIMARY LOCATION OF JOB: OCALA, CITRUS OR LEVY CAMPUSES, HAMPTON CENTER, APPLETON MUSEUM OF ARTS, OR IN AN OFFICE DESIGNATED AT THE TIME OF THE VACANCY ANNOUNCEMENT
SUPERVISOR OF POSITION: DESIGNATED AT TIME OF HIRING/VACANCY ANNOUNCEMENT
PREREQUISITES FOR POSITION (Qualification Standards):
1. Education or training: High school diploma or equivalent required. Prefer secretarial or Office Management training beyond the secondary school level.
2. Years of experience in the field: Three years' secretarial/clerical/computer and typing experience required.
3. Special skills or abilities related to the position: Positive human relations skills. Knowledge of business English, spelling, and punctuation. Knowledge of office practices and procedures. Knowledge of the overall functions and operations of the department or division to which assigned. Knowledge of computer usage. Ability to operate a computer in entering, retrieving, and manipulating data. Ability to prepare documents and compose letters and memoranda. Ability to make decisions according to college rules, regulations, and policies. Ability to establish and maintain effective working relationships with employees, students, and the public. Ability to relieve the schedule of the supervisor. Skill in the use of data entry or word processing equipment. Successful completion of a required skills test.
Skills Required
- High school diploma or equivalent
- Three years of secretarial, clerical, computer, and typing experience
- Positive human relations skills
- Knowledge of business English, spelling, and punctuation
- Knowledge of office practices and procedures
- Knowledge of department or division functions and operations
- Computer usage and data entry or word processing skills
- Ability to prepare documents and compose letters and memoranda
- Ability to make decisions according to college rules, regulations, and policies
- Ability to establish effective working relationships with employees, students, and the public
- Ability to manage the supervisor's schedule
- Successful completion of a required skills test
- Secretarial or office management training beyond the secondary school level
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The Company
What We Do
The College of Central Florida is a public college serving Marion, Citrus, and Levy counties in Florida. It provides undergraduate instruction and awards, including Associate in Arts, Associate in Science, and bachelor's degrees, as well as certificates. The institution is dedicated to providing high-quality, affordable education and workforce training designed to meet the needs of its local community.
