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Administrative Services Specialist

St. Petersburg College
Florida, United States
Salary Not specified
Posted Date
Dec 3, 2021

View more

Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support
Employment Level
Employment Type
Full Time
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Administrative Services Specialist

Compensation: $14.35
Openings: 1
PeopleSoft ID: 4669

Department: Associate Provost
Location: Health Education Center

Key Position Information:
The Admission office at Health Education Center processes all health program applications in addition, the office also assists with program registration, supports the business office and assists with various special projects to support student success.

The successful candidate for this position will support the Health Education Center’s admission and registration processes to ensure efficient, responsive, and timely communications in serving students, faculty, staff and members of the community. Competitive candidates must demonstrate sound judgment and reasoning when handling sensitive and confidential information. Candidates must process a high level of written and oral communications skills, a thorough understanding of office technology, attention to detail, and strong organizational skills. In a fast-paced environment that values efficiency and productive change, the successful candidate must be flexible and adaptable.

Competitive candidates must:
  1. Be a self-starter and able to work independently and with a team
  2. Demonstrate proficient keyboarding skills and MS applications knowledge, especially Outlook, Work and Excel
  3. Exhibit a willingness and ability to learn new programs and procedures (PeopleSoft), SharePoint, etc.).
  4. Posses effective administrative skills and ability to prioritize multiple tasks
  5. Display a positive outlook and attitude.

Position Summary:
This class is the third of six levels in the Administrative Services series. Basic knowledge of applicable laws, regulations, and departmental policies and procedures are required at this level. Incumbents perform non-routine, complex clerical functions requiring the application of department and organizational policies and procedures, and an increased level of responsibility with organizations and individuals external to the College including students and academic processes and information. Responsibilities may include explaining organizational or departmental policies and procedures to students, faculty, and other staff; prioritizing tasks; scheduling appointments, classes, and/or activities; developing and implementing filing systems; compiling, tracking and reviewing data and reports; attending meetings and taking notes; desktop publishing; preparing, reviewing, revising and distributing documents and correspondence; creating purchase orders; monitoring expenses; and performing basic quantitative and qualitative reviews of data. Incumbents may spend up to 30% of their time on the duties of the lower level. Incumbents may provide direction to student workers and/or part-time staff and may occasionally perform some of the duties of the higher levels.


High School Diploma or equivalent (GED)


Four years clerical or administrative experience.

* An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job may be acceptable in lieu of those requirements listed above.

  • Customer service principles;
  • Modern office procedures, methods, and equipment;
  • English language, grammar, and punctuation;
  • Basic filing and recordkeeping principles;
  • Basic office equipment maintenance procedures;
  • Basic budget principles;
  • Data review techniques;
  • Computers and related software applications.

  • Composing routine correspondence, memos, forms, and/or other related information;
  • Proofreading and editing documents;
  • Providing customer service;
  • Maintaining files;
  • Using modern office equipment;
  • Preparing and maintaining records and files;
  • Processing and reviewing data;
  • Prioritizing and assigning work;
  • Using a computer and related software applications;
  • Communication, interpersonal skills as applied to interaction with subordinates, coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to give and receive work direction.

  • Positions in this class typically require: reaching, standing, walking, grasping, feeling, talking, hearing, seeing and repetitive motions.
  • Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.


These duties are a representative sample; position assignments may vary.

Potential Frequency
Enters, maintains, reports, and verifies a variety of information from applicable documents, spreadsheets, invoices, databases, logs, forms, and/or other related areas, utilizing established guidelines and procedures to determine appropriate steps. Reviews data and information to troubleshoot discrepancies and verify accuracy.
Daily - 30-50%

Drafts and types a variety of business documents, including letters, memos, contracts, and/or other related documents.
Daily - 10%

Responds to requests for information, in person, via e-mail, and over the phone; takes and transmits messages; answers department questions and provides information; directs visitors to appropriate locations.
Daily - 10%

Performs various routine clerical duties, utilizing standard office equipment, to include: screening incoming calls; taking and transmitting messages; greeting visitors; keyboarding information into databases; scanning and/or faxing documents; and performing related duties.
Daily - 10%

Monitors and maintains inventory which includes creating purchasing orders and monitoring expenses.
Weekly - 10%

May prioritize and assign work to student workers and/or part-time staff; monitor the performance of staff; and train students and/or staff on work methods and procedures.
Daily - 10%

Performs other duties of a similar nature or level.
As Required

To apply, visit

The Board of Trustees of St. Petersburg College affirms its equal opportunity policy in accordance with the provisions of the Florida Educational Equity Act and all other relevant state and federal laws, rules and regulations. The college will not discriminate on the basis of race, color, ethnicity, religion, sex, age, national origin, marital status, pregnancy, sexual orientation, gender identity, genetic information, or against any qualified individual with disabilities in its employment practices or in the admission and treatment of students. Recognizing that sexual harassment constitutes discrimination on the basis of sex and violates this Rule, the college will not tolerate such conduct. Should you experience such behavior, please contact Pamela Smith, the director of EA/EO/Title IX Coordinator at 727-341-3261; by mail at P.O. Box 13489, St. Petersburg, FL 33733-3489; or by email at
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