Associate Administrative Assistant

Palm Beach State College • Lake Worth, TX

3d • Hybrid

About The Position

Responsible for providing administrative support. Performs confidential duties that require a broad knowledge of department operations. Prepares payroll, processes electronic purchase orders, and assists with department budget activities. Utilizes computer skills to develop complex reports and spreadsheets. Responds to and provides accurate information to students, faculty, staff, and the public.

Requirements

• High school diploma or GED with additional training related to the position
• One year of full-time related experience
• Knowledge of: Microsoft Office Professional or similar applications
• Skilled in: Delivering a high level of customer service
• Skilled in: Attention to detail while maintaining effective time and task management
• Ability to: Maintain strict confidentiality and discretion
• Ability to: Effectively communicate verbally and in writing on a regular basis with internal and external customers, build relationships, manage customer expectations, and take responsibility for a high level of service
• Ability to: Interact in a positive manner with diverse populations and varying education levels of students, faculty, staff, and the public
• Regular physical attendance required

Responsibilities

• Performs highly administrative and secretarial duties that require broad and comprehensive knowledge of the organization’s policies and operations.
• Processes forms, reports, memos, and correspondences.
• Takes minutes at meetings, when requested.
• Sets up, organizes, maintains, and distributes files and manuals as needed.
• Monitors and ensures proper handling of incoming correspondence and deliveries.
• Manages outgoing mail, in-house memos, and supplies distributions.
• Make business travel arrangements for faculty, staff, or supervisor (e.g., air, hotel accommodations, and car rental).
• Researches and compiles data for special projects.
• Provides support with spreadsheets to include developing complex tables, charts, and macros.
• Assists with the creation and review of documents, presentations, and manuals.
• Performs administrative support functions such as scheduling use of conference room, appointments, meetings, making photocopies, scanning documents, and screening phone calls.
• Provides assistance with purchasing of office supplies, equipment, and materials.
• Assists with the preparation of purchase orders and budget approval process.
• Assists with maintaining departmental time entries and requesting payroll adjustments.
• Verifies time clock information accuracy and submits to supervisor for approval.
• Performs other job-related duties as assigned.

Benefits

• Tuition fee waiver at PBSC
• Tuition reimbursement
• Degree recognition award
• Educational leave
• Medical, dental, vision, disability, life insurance
• Parental leave
• Vacation
• Sick leave
• Holidays
• Spring and winter breaks offering additional paid time off
• Potential remote or hybrid opportunities
• Wellness programs and apps related to stress management, nutrition, meditation, and more
• Leadership programs
• Professional learning workshops
• State retirement plan options
• Voluntary 403(b) and 457 plans

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED