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Administrative Assistant
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Position Number: 5139758
Location: Orlando, FL
Position Type: Secretary and Administrative Assistants

Administrative Assistant

Position Number: HR0579.00000
Job Type: Staff
FT/PT: Part Time
Employee Class Description: 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: 19
Exemption Status: Non-Exempt
Posting Number: S2404P
Primary Work Location:
If multiple locations, what are the other locations:
Proposed Work Schedule (please note hours subject to change based on business needs): Monday - Thursday 9:00 am - 2:30 pm
Number of Vacancies: 1
Posting Start Date: 03/28/2024
Posting End Date: 4/11/2024
Open Until Filled: No
Temporary Position (Temp or Grant Funded Details):
Salary Range: $15.95 Hourly

Essential Job Functions:

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.

2. Assembles data and prepares reports on a routine or non-routine basis.

3. Researches and provides information on issues affecting students, staff and/or the department.

4. Opens, organizes, and screens mail.

5. Composes and prepares routine and non-routine correspondence for supervisors signature.

6. Answers telephone, screens and refers calls, takes messages.

7. Maintains calendar and makes travel arrangements.

8. Prepares, schedules and reserves rooms for meetings as directed.

9. Establishes filing systems and maintains current files for the department, including files for internal and external correspondence.

10. Maintains departmental budget reports and related documentation. Utilizes purchasing card and prepares requisitions for supplies and materials.

11. Operates and conducts training on standard office equipment as needed to perform tasks.

12. Plans, researches, initiates, and carries out to completion recurring or special assignments.

13. Takes minutes of meetings, prepares confidential documents and follows up to ensure timely reply and action.

14. Maintains control on action documents and follows up to ensure timely reply and action.

15. Accesses, inputs, and retrieves information from a computer and College databases.

16. Establishes and maintains excellent working relationships with individuals at all levels within the college and the community.

17. Performs other duties as assigned.

Required Minimum Education:
High school diploma or general education degree (GED).

Required Field of Study:

Other Required Qualifications:
Relevant work experience may be substitutable.

Required License/Certification:

Preferred Education & Field of Study:

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.

Preferred Licenses/Certification:

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.

Ability to work effectively in a diverse community and meet the needs of diverse student populations.

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:

Diversity Statement:

To apply, visit https://valenciacollege.peopleadmin.com/postings/34695