Administrative Program Support Specialist

Seminole State College of Florida; Sanford (FL); On-site; USD 23,000 - 25,000; Full time

Job summary

Seminole State College of Florida is seeking an Administrative Program Support Specialist to provide clerical and administrative support across the department. Responsibilities include handling calls, documents, and a comprehensive news database, plus calendar and budget tasks.

The role requires a high school diploma and at least one year of clerical experience, with associates degree preferred. The position is office-based with flexible hours, assisting with events and staff coordination.

Qualifications

• Graduation from an accredited high school or possession of an acceptable equivalency diploma.
• One year of administrative or clerical support experience.

Responsibilities

• Answers telephone and facilitates communication flow for the department.
• Types, revises, proofs, and prints letters, memos, reports, and other documents.
• Creates and maintains a comprehensive database of college news stories from print and electronic media.
• Assists with the creation and maintenance of mailing list databases for events.
• Maintains the Director's and/or unit’s calendar.
• Manages attendance, leave and payroll records for monthly reports.
• Makes travel and lodging arrangements as needed.
• Oversees budgets by analyzing, tracking expenditures, and vendor payments.
• Manages office supplies inventory and processes purchase orders.
• Maintains office equipment and aids staff with software.
• Supports room reservations and meeting coordination; may take minutes.

Skills

Verbal communication

Organizational skills

Time management

Education

High school diploma or GED

Associate degree preferred

Tools

Word processing software

Spreadsheet software

Database software

Job description

Responsibilities

The Administrative Program Support Specialist provides a variety of clerical and administrative support services.

Essential Functions

• Answers telephone and facilitates communication flow of external and internal print and electronic messages and mail for the department with all clients. Serves as liaison among faculty, general public, community agencies, and administration.
• Types, revises, proofs, and prints letters, memos, reports, and other documents.
• Creates, distributes and maintains comprehensive database of articles of all college news stories from print and electronic media.
• Assists with the creation and maintenance of mailing list databases for college and community events.
• Maintains the Director's and/or unit’s calendar.
• Manages employee attendance, leave and payroll records for accurate preparation and submission of monthly reports.
• Makes travel and lodging arrangements as necessary.
• Oversees budgets by performing financial analysis, tracking expenditures, resolving payment problems with vendors, maintaining extensive database and hard copy documentation of all budget records, and making recommendations to ensure best use of budget and resources.
• Manages inventory control of office supplies and promotional items for college and community events. Processes purchase orders.
• Maintains office equipment; aids staff in use of office computers and related software.
• Supports staff in use of current application software for room reservations and meeting coordination. Takes minutes of committee meetings as requested.
• Performs all site and position specific responsibilities as assigned.

Required Qualifications

• Graduation from an accredited high school or possession of an acceptable equivalency diploma.
• One year of administrative or clerical support experience.

Desired Qualifications

• Associate degree in Office Systems Technology or similar curriculum preferred.
• Experience using a personal computer and related word processing, spreadsheet and database software.

Knowledge, Skills and Abilities

• Knowledge of and ability to interpret College policies and procedures.
• Ability to understand the organization and programs of the College.
• Ability to operate data entry and word processing equipment and a microcomputer.
• Ability to understand both oral and written instructions.
• Excellent verbal, written and interpersonal communication skills.
• Public relations skills.
• Ability to take initiative and work independently.
• Ability to organize and meet deadlines.
• Ability to exhibit a professional, courteous demeanor.
• Committed to working in a multicultural environment.

Work Environment and Special Considerations

• Works inside in an office environment.
• Works flexible hours, including evenings and weekends.

This description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job‑related instructions and to perform any other job‑related duties requested by their supervisor.

Pay Benefits and Work Schedule

$17.02 hourly up to 26 hours per week.

Conditions of Employment

Finalists and individuals recommended for employment at Seminole State College must reside in the State of Florida at the time of hire and may be subject to background investigations and fingerprinting in compliance with Florida Statute 1001.64; and Seminole State College Policy 1.020; 2.020. Criminal background checks and fingerprinting will be conducted for all new employees, and for rehired employees who have had a break in service for one year or more. The Office of Human Resources will determine which background checks shall be conducted for each position, based upon its review of job descriptions and the responsibilities of the position. These include, but are not limited to, positions that have access to money, master keys, security‑sensitive areas and confidential information; positions that have the capability to create, delete, and alter records; and positions that are responsible for the care and instruction of children. The College will conduct various types of background checks which may include, but are not limited to: criminal background, credit check, driver's license check, previous employment and references.

Equal Employment Opportunity

Seminole State College is an equal opportunity employer and strictly prohibits discrimination on the basis of race, color, religion, pregnancy, national origin, ethnicity, age, sex, gender, veterans’ or military status, disability, sexual orientation, genetic information, marital status, or any other factor protected under applicable federal, state, and local laws, rules, and regulations in its programs, activities, and employment.

Other Information

VETERANS' PREFERENCE

Seminole State College of Florida adheres to Florida’s Veteran’s Preference laws by providing preference in hiring to covered job applicants. Moreover, in recognition of the valuable contributions made by veterans, the College also considers any applicant’s military service background when filling job positions not covered by Veteran’s Preference laws.

To claim Veteran's Preference for eligible positions, a copy of your DD-214 form, Certificate of Release or Discharge from Active Duty must be uploaded and attached to your application to claim Veterans' Preference.

Holders Of Degrees From Institutions Outside The Usa

Individuals who have completed college or university course work at an institution in a country other than the United States are required to obtain a complete evaluation of foreign transcripts and degrees. Foreign transcripts should be evaluated by one of the organizations approved by the National Association of Credential Evaluation Services.

This evaluation must be submitted at the time of application. We recommend World Education Services at P.O. Box 5087, Bowling Green Station, New York, NY 10274-5087, telephone [phone] or email address www.wes.org. The interview process may be delayed until such a review has been completed.