Senior Staff Assistant - Olustee

Florida Gateway College; Lake City (FL); On-site; USD 36,000 - 48,000; Full time

Job summary

Florida Gateway College in Lake City, FL seeks a clerical/secretarial assistant to relieve the supervisor of routine administrative duties. This role covers typing, filing, and support across various programs, requiring initiative and discretion with confidential material.

Key tasks include transcribing notes, handling mail, maintaining records, preparing letters, and managing the supervisor's calendar. The ideal candidate has a high school diploma with two years of secretarial or clerical

Qualifications

• High School diploma or equivalent with two years of clerical/secretarial experience.
• Proficiency with MS Office (Outlook, Word, Excel, PowerPoint) and ability to learn new software.
• Excellent spelling, punctuation and grammar; strong record-keeping abilities.

Responsibilities

• Takes and transcribes notes, minutes, letters, or related material.
• Receives and screens mail; forwards items with background material as needed.
• Maintains control records on incoming correspondence and action documents.
• Assembles information for supervisor's use based on general instructions.
• Performs clerical work for the supervisor's program; maintains records and correspondence.
• Keeps supervisor’s calendar; schedules appointments and conferences.
• Assists in expediting office work and reallocating staff as needed.
• Types correspondence and reports; drafts non-supervisory responses.
• Composes and signs non-technical supervisor correspondence.
• Accesses and retrieves information from a computer; verifies data.

Skills

Excellent people skills

Excellent computer skills

Office procedures

Spelling, punctuation, grammar

Multi-tasking

Record keeping

Scheduling activities for faculty

Courteous phone manner

Education

High School diploma or equivalent

Two years secretarial/clerical experience or customer service

Tools

MS Office Suite

Job description

This is secretarial work within a college program performing typing, filing, and assisting an administrator with administrative details. An employee in a position allocated to this class is responsible for relieving the supervisor of clerical/secretarial functions and administrative details. Work varies widely in both subject matter and complexity and requires the exercising of considerable initiative and independent judgment. Employees assigned to this class may be given signature authority for the immediate supervisor on minor administrative matters and may be exposed to highly confidential material.

(Note: The following examples of work as listed in this job description 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.)

• Takes and transcribes notes, minutes of meetings, letters, or other related material.
• Receives and reads incoming mail, screens items which can be handled personally, forwards the rest to supervisor together with necessary background material.
• Maintains control records on the incoming correspondence and action documents and follows up on work in process to insure timely reply or action.
• Assembles and summarizes information from files and documents in the office or other available sources for the supervisor's use on the basis of general instructions as to the nature of the information needed.
• Performs all clerical work related to a particular phase of the supervisor's program, maintaining all records, and composing correspondence relative to the program.
• Keeps supervisor’s calendar by scheduling appointments and conferences with or without prior clearance.
• Assists in expediting the work of the office including such matters as shifting clerical subordinates to accommodate fluctuating workloads.
• Types correspondence, articles, reports, manuals, exams, and other materials on general and technical subjects; drafts responses to inquiries not requiring a supervisor's attention.
• Composes and signs for supervisor correspondence of a non-technical nature.
• Accesses, inputs and retrieves information and data from a computer.
• Examines, checks and verifies reports and statistical data for completeness, propriety, adequacy and accuracy of computations; determines conformity to established requirements; personally follows up the more complicated discrepancies.

(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.)

KNOWLEDGE, ABILITIES AND SKILLS:

Must have excellent people skills and must be able to work in fast paced dynamic working environment. Must have excellent computer skills. Knowledge of office procedures and the ability to operate general office equipment. Knowledge of correct spelling, punctuation, and grammar usage. Knowledge of basic arithmetic. Knowledge of basic filing practices. Must be able to multi-task. Must be able to use the telephone in a courteous and efficient manner. Must be excellent at record keeping and follow up paperwork with purchasing materials, travel, etc. Must be able to schedule activities for faculty. Must be quick to learn new tasks and maintain routine paperwork within timelines. Must be a self-starter. Ability to plan and organize. Excellent oral and written communication skills. Ability to establish and maintain effective working relationships with others.

EDUCATION AND EXPERIENCE:

High School diploma or its equivalent plus two years secretarial, clerical experience, or customer service. Additional education may be substituted on a year for year basis for required experience in related area. Special consideration will be given to applicants with an Associates Degree or Certificate in a related area. Highly proficient with computer applications, preferably MS Office Suite (Outlook, Word, Excel, PowerPoint); Able and willing to learn new software as needed.

DESIRABLE QUALIFICATIONS:

Special consideration will be given to applicants with an Associates degree or higher, who has worked in a college occupational programs area, who is excellent in coordinating numerous activities within a dynamic academic area and who has some business office management experience especially dealing with general public.

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.