Part-Time Staff Assistant IV - Financial Operations

College of Central Florida; Ocala (FL); On-site; USD 34,000 - 42,000; Full time

Job summary

College of Central Florida seeks an experienced Staff Assistant IV to provide advanced administrative support to a top-level administrator across CF locations. Responsibilities include calendar management, meeting support, document preparation, and data entry using specialized terminology.

The role emphasizes strong organizational, communication, and data handling skills within a busy higher-education office environment.

Qualifications

• High school diploma or equivalent required; associate degree desired.
• Four years' secretarial/clerical/computer and typing experience in progressively responsible positions.
• Positive human relations skills; knowledge of Business English, spelling and punctuation.
• Knowledge of office practices and procedures; computer usage and data entry.
• Ability to draft documents and letters; make decisions per college rules.

Responsibilities

• Function as assistant to the top-level administrator and communicate policy to students and the public.
• Keep the supervisor's calendar and schedule appointments; screen calls.
• Take notes and minutes of conferences, meetings, and events.
• Prepare forms and reports independently; draft letters for signature.
• Set up and maintain specialized office files; assemble information for the supervisor.
• Open, prioritize, and process mail; input data into systems.

Skills

Human relations

Business English

Spelling & punctuation

Office procedures

Computer usage

Data entry

Word processing

Decision making

Dictation

Document drafting

Education

High school diploma or equivalent

Associate degree desired

Tools

Data entry equipment

Word processing software

Job description

MAJOR RESPONSIBILITY:

Responsible for advanced staff assistant and clerical work, including administrative responsibility in functioning as an aide to a high-level administrator or specialized capacity. [Duties are generally similar to those of a Staff Assistant III, however, the scope and degree of responsibility are more varied and complex.]

At the College of Central Florida, our vision is to be "Your first choice for quality higher education." We aim to accomplish this by providing a caring and exceptional learning environment that fosters the success of our students and community. Candidates considering becoming part of the CF family must be able to embrace and model this philosophy in their day-to-day responsibilities and demonstrate our standards: professional, responsive, informative, dependable, and engaged.

PREREQUISITES FOR POSITION (Qualification Standards):

1. Education or training: High school diploma or equivalent required. Prefer secretarial or office management training beyond the secondary school level. Associate degree desired.
2. Years of experience in the field: Four years' secretarial/clerical/computer and typing experience, in progressively responsible positions required.
3. Special skills or abilities related to the position: Positive human relations skills. Knowledge of Business English, spelling, and punctuation. Knowledge of office practices and procedures. Knowledge of the overall functions and operations of the department or division to which assigned. Knowledge of computer usage. Ability to operate a computer in entering, retrieving, and manipulating data. May be required to take and transcribe dictation if the position requires this skill. Ability to prepare documents and compose letters and memoranda. Ability to make decisions in accordance with college rules, regulations, and policy. Ability to establish and maintain effective working relationships with employees, students, and the public. Ability to relieve the schedule of the supervisor. Skill in the use of data entry or word processing equipment.

ESSENTIAL JOB FUNCTIONS:

Most Staff Assistant IV positions are primarily administrative rather than clerical. Duties are "generic" and similar in detail to those of a Staff Assistant III but with added responsibility.

1. Function as assistant to the top-level administrator. Participate directly in the work of the administrator such as interviewing visitors, securing details of specialized information, assisting in office research, and providing information regarding the services and operation of the unit. Communicate policy to students and the public.
2. Keep the supervisor's appointment calendar and schedule appointments. Receive and screen calls and refer callers to appropriate offices.
3. Take notes and minutes of conferences, meetings, and functions as required.
4. Prepare forms and reports independently. Compose letters for the supervisor's signature.
5. Set up and maintain specialized office files. Assemble information for the supervisor's use.
6. Open, prioritize, and process mail.
7. Type, proof, and process letters, examinations and syllabi, course outlines, minutes, forms, schedules, manuals, booklets, requisitions, purchase orders, proposals, contracts, surveys, and related paperwork.
8. Enter data into a computer containing specialized technical terminology or other information. Use computers, data entry equipment, or word processors to input data regarding courses, schedules, operations, employee data, or other related information.
9. Retrieve data and assemble information for the supervisor's use.
10. Conduct statistical comparison of information for a supervisor's use. Assist in the preparation, maintenance, and monitoring of the department or division budget.
11. Maintain and process office staff payroll certification.
12. Maintain supply inventory and records. Assist with the office inventory of equipment.
13. Coordinate travel arrangements, prepare appropriate forms, and arrange for reimbursements.
14. Function as lead worker over student assistants and clerical staff, if appropriate.
15. May be required to work a flexible schedule--late afternoons or evenings, or on weekends.
16. Other duties as assigned.

(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.)

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Acceptable eyesight (with or without correction).
• Acceptable hearing (with or without a hearing aid).
• Ability to clearly communicate both orally and in writing on a telephone and a computer for extended periods.
• Routinely requires sitting at a desk and viewing a display screen for extended periods.
• Ability to access, input, and retrieve information from a computer or other electronic device.
• Routinely requires moderate (up to 40 pounds) lifting and carrying.
• Routinely requires walking, standing, sitting, kneeling, stooping, reaching up, twisting, and bending.
• Ability to type the prescribed words per minute accurately.
• Ability to access file cabinets for filing and retrieval of data.

ENVIRONMENTAL CONDITIONS:

• Works inside an office environment.

(Reasonable accommodations will be made for otherwise qualified individuals with a disability.)

PRIMARY LOCATION OF JOB:

OCALA CAMPUS, CITRUS CAMPUS, LEVY CAMPUS, HAMPTON CENTER, OR APPLETON MUSEUM OF ARTS IN AN OFFICE DESIGNATED AT THE TIME OF THE VACANCY ANNOUNCEMENT

SUPERVISOR OF POSITION:

DESIGNATED AT THE TIME OF HIRING/VACANCY ANNOUNCEMENT

PREREQUISITES FOR POSITION (Qualification Standards):

1. Education or training: High school diploma or equivalent required. Prefer secretarial or office management training beyond the secondary school level. Associate degree desired.
2. Years of experience in the field: Four years' secretarial/clerical/computer and typing experience, in progressively responsible positions required.
3. Special skills or abilities related to the position: Positive human relations skills. Knowledge of Business English, spelling, and punctuation. Knowledge of office practices and procedures. Knowledge of the overall functions and operations of the department or division to which assigned. Knowledge of computer usage. Ability to operate a computer in entering, retrieving, and manipulating data. May be required to take and transcribe dictation if the position requires this skill. Ability to prepare documents and compose letters and memoranda. Ability to make decisions in accordance with college rules, regulations, and policy. Ability to establish and maintain effective working relationships with employees, students, and the public. Ability to relieve the schedule of the supervisor. Skill in the use of data entry or word processing equipment.