Administrative Support Specialist - Comptroller's Office

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Job Description:

The Administrative Support Specialist will perform work requiring advanced knowledge in support of the Comptroller. The Administrative Support Specialist uses advanced knowledge to analyze, interpret, and make recommendations based on facts and research. This position performs various duties that require an extensive working knowledge of the organization and programs of the College relating to administration, academics, policies, and procedures. Duties include assisting with audits, accreditation, various studies, and other assignments to perform related duties, document management, and specialized program support. Position requires a high level of coordination with college administration, faculty, students, and the public. Reports to the Comptroller.

Duties and Responsibilities:

• Responsible for managing and assigning work to support staff.
• Provides a wide latitude of administrative support in the management of a major functional division of the College.
• Responsible for correspondence, contracts, and other documents and administrative processes of the assigned area.
• Assists in the preparation of material concerning legal cases, discipline files, and other highly confidential reports, documents, and related correspondence.
• Prepares letters, statements, memoranda or reports; a large portion of which may be composed or complied by the support specialist on the basis of personal knowledge of the subject matter.
• Performs administrative support duties such as recommending departmental procedures and serving as a liaison with faculty and administrative personnel to communicate directives or provide information.
• Maintains current management and administrative or academic manuals, directives, records, and related materials.
• Serves as recording secretary at conferences and meetings as requested; takes official minutes and prepares minutes in final form for distribution.
• Assists with document management and publications.
• Assists with coordination and planning of College events.
• Assists with management of the office or department budget.
• Screens and resolves issues relating to students, employees, and the public.
• Responsible for knowing and conforming to all safety practices and regulations that apply to this specific area and position. Unsafe conditions should be reported to the immediate supervisor and to the Pensacola State College Police Department/Public Safety.
• Performs other duties as assigned.

Essential Functions:

• Ability to prioritize work, meet deadlines, attention to detail, and follow-through on assignments with minimal supervision.
• Ability to communicate and disseminate detailed information.
• Ability to exercise initiative in maintaining professional contacts within the college for the purpose of expediting department work.
• Ability to demonstrate professional and discretionary communication skills via electronic, verbal, written, and face-to-face interactions.
• Able to create and make presentations to individuals or groups.
• Advanced computer skills with proficiency in Microsoft Office applications, especially Word, Excel and PowerPoint and the ability to multitask in an electronic environment.
• Ability to work effectively in a diverse community and meet the needs of diverse employee, student, and community populations.
• Must provide excellent customer service through the use of appropriate written and verbal communication, including, but not limited to, using the telephone, email, voicemail, and written correspondence.
• Must provide excellent customer service through demonstration of problem solving, exhibition of patience, professionalism, and effective communication.
• Work may occur outside the normal schedule to support College events.
• Must be able to travel in-district and possible overnight travel.
• Ability to sit at a desk and view a display screen for extended periods of time.

Minimum Qualifications: Graduation from a regionally accredited institution with a bachelor’s degree, progressively responsible experience in document management, and demonstrated computer skills, including proficiency with Microsoft Office Professional (including Word, Excel, Publisher, PowerPoint, Outlook, etc.) in a networked office setting, and internet navigation. A 2-year degree and 4 years of progressively responsible experience may be substituted for the bachelor's degree. Successful results of a criminal background check.

Pursuant to College policy, it is an employment eligibility requirement for an applicant to meet the requirements of § 435.04(2), Florida Statutes, related to background investigations. Any person failing to meet the requirements of the statute will be deemed not qualified to hold employment in this position. A Florida Department of Law Enforcement (FDLE) approved background check will be conducted on every successful candidate as a condition of employment, and any person who fails to disclose any adverse information contained in the background investigation at the time of submitting the employment application will be disqualified from employment.

Preferred Qualifications: Prefer expertise with Microsoft Office products, especially Word, Excel, and PowerPoint; and experience working in an academic department at a college or university.

Salary Range: $36,450.00 ($18.70/hour) - $42,500.00 ($21.80/hour)

Supplemental Materials: All supplemental materials must be submitted electronically via the Workday applicant portal. For questions or assistance uploading the supplemental materials, contact HR Recruiting at HRrecruiting@pensacolastate.edu .

Application Deadline: Open Until Filled – Review of applications will begin January 17, 2025. For full consideration, the online and supplemental application materials must be received by January 16, 2025.

The benefits package provided by the College includes major medical insurance, life insurance and Florida retirement contributions. Other benefits offered include participation in the wellness program, tuition waivers, educational opportunities, and paid sick leave.

Supplemental life, dental, vision, and disability insurance are available at group rates.

Pensacola State College does not discriminate against any person on the basis of race, ethnicity, national origin, color, gender/sex, age, religion, marital status, pregnancy, disability, sexual orientation, or genetic information in its educational programs, activities or employment. For inquiries regarding Title IX and the College’s nondiscrimination policies, contact the Executive Director of Institutional Equity and Student Conduct at (850) 484-1759, Pensacola State College, 1000 College Boulevard, Pensacola, Florida 32504.