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Administrative Assistant Ii, Business Services

3 months ago

Winter Haven, United States Polk State College Full time

**Essential Duties & Functions**
- Assists in the daily operation of a busy department by answering phones, processing correspondence, assisting students, faculty and staff, filing and processing incoming and providing general office administrative support.
- Assists callers to successful resolution of their requests.
- Prepares forms, travel authorizations and other related standard operating procedure forms, and enters disbursement requests and purchase requisitions in the college enterprise system.
- Assists with division budget records, prepares budget amendments, assists in budget preparation, and processes invoices. Access accounting system online.
- Ensures smooth departmental operations, tracking staff attendance and time sheet timeliness. Collects and gets approvals on employee time cards and leave sheets.
- Coordinates Team meetings and works with Team members to process College paperwork.
- Prepares agendas and attends group and committee meetings to take minutes.
- Uses computer-based software such as MS Word, Excel, etc., and in some cases, department-specific software for internal and external correspondence.
- May assist in organization of documents and data entry as needed.
- Provides administrative backup to the Executive Assistant to the Vice President of Finance.
- Other duties as requested or assigned.

**Required Skills**:

- The ability to establish an effective rapport with staff and faculty including senior leadership.
- Excellent organizational skills, with special attention to details.
- Excellent oral and written communications skills.
- Ability to work well with others.
- Excellent mid-level office skills.
- Intermediate experience with computer, word processing, spreadsheets and databases.
- Excellent human relations skills.
- Ability to maintain confidential information.
- Understanding of basic finance/accounting terminology is not required, but preferable.

**Salary & Benefits Information**
- This position is a level **C15**. Please see below for specific salary range.
- 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**
- Graduation from a standard high school (or equivalent).

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.

**Preferred Experience**
- Experience in finance, accounting, banking, or payroll is preferred.

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

- a resume

**This position will close at 8:00 a.m. on Monday, May 6, 2024.**

**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 is a drug-free workplace.
- Polk State College is committed to working with and providing reasonable accommodation to applicants and employees with disabilities. Reasonable accommodations are 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.