Administrative Assistant II

Palm Beach State College; Town of Florida (NY); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Health insurance

Tuition assistance

Paid time off

Retirement plan

Job summary

Palm Beach State College is seeking an Administrative Assistant II to support the department with a focus on filing, budgeting, and routine payroll tasks. The role requires accurate data handling and strong communication with students, faculty, staff, and the public.

The position involves preparation of requisitions, purchase orders, reports, and correspondence, with opportunities for professional development and a supportive campus environment.

Qualifications

• Proficient in Microsoft Office applications and data entry.
• Strong attention to detail with ability to manage multiple tasks.
• Excellent verbal and written communication with diverse stakeholders.

Responsibilities

• Provide administrative support to the department and maintain files.
• Process electronic purchase orders and assist with budget activities.
• Prepare payroll, generate reports, and handle routine correspondence.
• Assist with presentations and data transfers, and respond to inquiries from staff and the public.

Skills

Microsoft Office Suite

Attention to detail

Effective communication

Education

High school diploma or GED

Tools

MS Excel

Job description

About this role

• Responsible for providing administrative support to the department.
• Maintains departmental files and processes purchase requests.
• Prepares payroll, processes electronic purchase orders, and assists with budget activities.
• Loads information, generates reports, and prepares correspondence.
• Provides accurate information to students, faculty, staff, and the public.

What a day of an Administrative Assistant II looks like:

• Performs administrative and secretarial duties that require broad and comprehensive knowledge of the organization’s policies and operations.
• Schedules appointments and meetings.
• Prepares requisitions and electronic purchase orders; submits to manager for processing.
• Assists in the preparation of and may transfer budget items, as needed.
• Maintains and controls records.
• Includes database, logs, cost records, and general records.
• Does not include bookkeeping.
• Sets up and organizes files and manuals and distributes as needed.
• Types and edits forms, reports, memos, and correspondences.
• Includes word processing.
• Designs spreadsheets, with multiple function formulas and links.
• Enters or edits data to existing database files.
• Inputs and edits standard text for routine correspondence and reports.
• Responds to inquiries from all levels of employees or external sources regarding a variety of questions.
• Assists with the production of presentations with unique and customized formatting patterns.
• Determines need of office supplies, equipment, and materials.
• Orders new office supplies and equipment as needed.
• Performs other job-related duties as assigned.

We’d love to hear from you if you have the following:

Education and Experience

• High school diploma or GED
• One year of related experience

Knowledge of

• Microsoft Office Suite or similar applications

Skilled in

• Attention to detail while maintaining effective time and task management

Ability to

• Effectively communicate verbally and in writing on a regular basis with internal and external customers, build relationships, manage customer expectations, and take responsibility for a high level of service
• Interact in a positive manner with diverse populations and varying education levels of students, faculty, staff, and the public

Licenses, Registration, Certifications, or Special Requirements

Regular physical attendance required

Work Environment and Physical Demand - Frequency

• Reach and grasp objects.
• Occasionally Repetitive movement of wrists, hands, fingers.
• Daily Sit for extended periods of time.
• Daily Use of video display terminal.
• Daily Receive and understand information through oral and written communication.
• Daily Proofread and check documents for accuracy.
• Daily Interaction with general public.
• Daily Work a fluctuating work schedule.
• Occasionally

Culture

Be part of an inclusive, Panther First environment where every role has a purpose, and employees have a sense of belonging.

Education Benefits

• Tuition fee waiver at PBSC, tuition reimbursement, degree recognition award, educational leave, and more.
• Public Service Loan Forgiveness institution.

Health and Wellness

• Medical, dental, vision, disability, life insurance, parental leave, and more.

Generous Time Off

• Vacation, sick leave, holidays, and spring and winter breaks offering additional paid time off.

Panther Perks

• Potential remote or hybrid opportunities, wellness programs, and apps related to stress management, nutrition, meditation, and more.

Professional Development

• Leadership programs, professional learning workshops, and more.

Retirement Investments

• State retirement plan options and voluntary 403(b) and 457 plans.

Application Deadline

This position is open until filled

About the College

Palm Beach State College, Florida's first public community college, was founded in 1933 and has grown to become the largest institution of higher education in Palm Beach County. Currently serving a richly diverse student population of 49,000 annually, the College offers classes at five locations and offers bachelor's and associate degrees, professional certificates, and workforce development programs. With over 1,200 full-time employees, Palm Beach State College offers a highly attractive benefits package including health insurance, a retirement program, tuition assistance, and paid time off.

Equal Access/Equal Opportunity/Veteran Preference/ADA Employer

Per the Florida Open Records and Public Meeting Laws (286.011), also known as "the Sunshine Laws," all correspondence received from applicants for any position with the College is a matter of public record. Palm Beach State College is an equal access, equal opportunity institution. The College complies with all state and federal laws granting rights to applicants for employment or admission to the College. The College prohibits unlawful discrimination on the basis of race, color, creed, ethnicity, national origin, gender, sexual orientation, age, religion, marital status, veteran status, disability, or pregnancy in any of its employment or educational programs or activities. Applicants who believe they have been discriminated against in the recruitment process should contact the Human Resources and Compliance Director or Chief Human Resources Officer at [phone] or 4200 Congress Avenue, Lake Worth, FL 33461. Written complaints must be filed within 180 days from the position’s closing date for which the applicant applied. Claims will be investigated, and a timely response will be provided. The College prohibits retaliation against any applicant who utilizes the complaint procedure.

Accommodations

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you need a reasonable accommodation to apply for a job or to perform your job by contacting the Human Resources and Compliance Director at [phone] for assistance.