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Duties and Responsibilities:

 

Coordinates and schedules meetings, prepares agendas, reserves and prepares meeting facilities, and records and transcribes minutes of meetings.

 

Screens incoming phone calls and office visitors, providing information not requiring professional staff attention; refers students and/or visitors to appropriate persons or department when necessary.

 

Conduct regular reviews and audits of client information entered into the department’s student data system by the data entry staff to ensure data security and integrity.

 

Composes department-related communications and prepares reports; in particular, those related to the department’s client data and more specifically, the department’s Annual Performance Report.

 

Sets up and maintains office files, correspondence and related records. This includes maintaining a secured system for the storage of department client information and records - both paper and electronic - as required by federal, state, and institutional regulations and guidelines.

 

Assists with the preparation and management of the department’s annual budget, including maintaining administrative records regarding budget development and other financial transactions; processing personnel and payroll documents; and preparing check/purchase order requisitions, budget amendments, property disposition, and various other budget-related forms.

 

Is responsible for department travel arrangements and reporting, including drafting travel requisitions, making necessary transportation and lodging reservations, and submitting post-travel expense reports.

 

Monitors and orders department supplies and equipment.

 

Assists in developing brochures, instructional materials, programs and other printed materials as required; orders and renews departmental subscriptions and publications.

 

Supervises data entry and office assistant staff. Supports the recruitment, hiring, onboarding and training of those staff members.

 

Compiles information, prepares regular or special reports on departmental activities, maintains related departmental records, and provides necessary documents and forms for staff members use.

 

Serves as a liaison with faculty and administrative personnel to communicate directives or to provide departmental information.

 

Serves as liaison with provider of student data record system.

 

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 as needed.

 

Performs other duties as assigned.

 

 

 

Essential Functions:

 

Must provide excellent customer service through the use of appropriate professional and discretionary written and verbal communication including, but not limited to, using the telephone, email, voicemail, face-to-face, and written correspondence.

 

Ability to effectively present information in one-on-one and small group situations to customers, departmental staff, and other employees at the college.

 

Ability to prioritize work, meet deadlines, pay 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.

 

Scheduled work may include some evening, weekend, and/or variation in work hours for client service delivery during special college and/or community events.

 

Ability to sit at a desk and view a display screen for extended periods of time.

 

 

 

Minimum Qualifications:

Graduation from high school or GED equivalency, four years secretarial experience, demonstrated data entry experience and computer skills, including proficiency with databases, 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.