Senior Staff Assistant, TRiO

Florida Gateway College•Lake City, FL

12d

About The Position

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.

Requirements

Excellent people skills
Able to work in fast paced dynamic working environment
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
Able to multi-task
Able to use the telephone in a courteous and efficient manner
Excellent at record keeping and follow up paperwork with purchasing materials, travel, etc.
Able to schedule activities for faculty
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
Highly proficient with computer applications, preferably MS Office Suite (Outlook, Word, Excel, PowerPoint)
Able and willing to learn new software as needed

Nice To Haves

Associates degree or higher
Worked in a college occupational programs area
Excellent in coordinating numerous activities within a dynamic academic area
Some business office management experience especially dealing with general public

Responsibilities

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.