Administrative Specialist bei Florida Gateway College, FL

About the Department

This is administrative secretarial work of a varied and highly responsible nature.  An employee in a position allocated to this class is responsible for a variety of complex and difficult secretarial and administrative tasks normally associated with the responsibilities of a high level college administrator. Duties require an extensive working knowledge of the organization and program or programs under the administrator's jurisdiction which vary widely in both subject matter and complexity. Work includes the relieving of duties not requiring the administrator's personal attention and basic office management. Employees assigned to this classification may be given signature authority for administrative matters as deemed appropriate by the administrator and are subject to become exposed to highly confidential material. 

Position Duties

(Note:  The following examples of work as listed in this job descriptions are not necessarily descriptive of any one position in the classification. The omission of specific statements does not preclude management from assigning specific duties not listed herein if such duties are a logical assignment to the position.)
 
Serves as personal assistant to a high level college administrator by planning, initiating, and carrying to completion, clerical, secretarial, and administrative activities.
Transcribes dictation which may vary from simple correspondence to legal, medical, engineering or other technical or confidential subject matter.
Attends meetings and conferences to take notes or to brief administrator in his/her absence.
Assists in and coordinates the preparation of operating budgets.
Prepares work assignments, schedules hours of work, provides for office coverage and reviews work of subordinate employees.
Receives incoming mail, carrying to completion those items not requiring the administrator's attention. Forwards remainder to administrator.  
Composes and signs correspondence as assigned by administrator.
Prepares special reports as required and maintains files and records.
Makes travel arrangements and arranges travel itinerary of administrator and others as necessary.
Keeps supervisor's calendar by scheduling appointments and conferences with or without prior clearance.
Accesses, inputs and retrieves information and data from a computer.
Acts as office receptionist; answers telephone; greets, announces, and routes visitors.
 
(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.)

Minimum Qualifications

MINIMUM QUALIFICATIONS:

KNOWLEDGE, ABILITIES AND SKILLS:

Knowledge of English usage. Knowledge of filing systems. Knowledge of spelling. Knowledge of office procedures. Knowledge of arithmetic. Skill in typing. Ability to create and work with Microsoft WORD and EXCEL documents. Ability to meet public. Ability to understand written and verbal instructions. Ability to communicate well to students, other employees, and the public. Ability to work well under pressure. Ability to meet established deadlines. Ability to work with confidential material. Ability to organize and set priority for work to be done.

EDUCATION AND EXPERIENCE:

High school diploma or GED plus five years secretarial or clerical experience. Additional education may be substituted for required experience. 

ESSENTIAL PHYSICAL SKILLS:

Acceptable eyesight (with or without correction).

Acceptable hearing (with or without hearing aid).

Ability to communicate both orally and in writing.

Use of fingers.

ENVIRONMENTAL CONDITIONS:

Works inside in an office environment.

(Reasonable accommodations will be made in accordance with existing ADA requirements for otherwise qualified individuals with a disability.)

Other Qualifications

Florida Gateway College affirms its Equal Access/Equal Opportunity Policy in accordance with all applicable state and federal laws, regulations, and rules.   The College reaffirms its commitment to provide equal access and equal opportunity for all programs, services, and activities offered by the College, without discrimination.   Discrimination on the basis of race, color, ethnicity, national origin, gender, religion, disability, age, marital status, genetic information, sexual orientation, pregnancy, or any other legally protected status against a student, employee, or applicant is prohibited. The Civil Rights and Compliance Officer (CRCO) for the College is Cassie Buckles, Associate Vice President of Human Resources, 149 SE College Place, Lake City, FL  32025.  If you have any questions or desire any information, call 386.754.4313.