Staff Assistant II

Hillsborough Community College•Brandon, FL

11d

About The Position

Provides advanced secretarial, administrative and clerical support to assigned office(s) to ensure effective and efficient daily office operations. May also assist department(s) with the operation of computerized applications. Composes and/or types and distributes accurate correspondence, memorandums, administrative procedures, etc. Compiles and prepares various reports as requested. Prepares and processes material for and may attend various committee meetings; types minutes from meetings. Provides assistance to assigned staff member(s) by scheduling appointments and maintaining calendar, and by organizing, coordinating and prioritizing activities Sets-up and maintains current office files and computer databases, both hardcopy and computer files. Receives incoming calls and responds to questions or directs calls as appropriate. Opens, distributes and prioritizes mail. Handles travel arrangements as required; processes reimbursements, approved invoices, payroll and various paperwork to ensure timely and efficient flow of paperwork. Operates various office machines including copier, FAX, computer, etc. Orders and maintains adequate inventory of office supplies; prepares requisitions. Assists students with problems and/or complaints or refers to appropriate office or personnel. May assist in the preparation of the annual office budget. May provide direction or assistance to lower level office clerical staff member(s). Performs other similar and related duties as requested.

Requirements

At least an Associate’s degree or two-year College equivalent (at least 60 undergraduate semester hours) and at least two years of prior-related work experience.
At least a High School diploma or GED equivalent if substituting experience for education.

Responsibilities

Types, proofreads, distributes accurate correspondence, memorandums, schedules; bases on information generated by requestor; prepares payroll.
Compiles and prepares reports and types specialized materials using computer graphics/charts based on information received by requestor.
Maintains accurate and current office files and records, both hardcopy and computer files.
Provides direction to assigned student schedules work hours.
Answer telephone and responds t routine questions, directs questions, directs calls or takes messages as appropriate.
Orders supplies; equipment and calls for service as required.
Prepares facility rental forms and agreements; determines rental charges, prepares invoices and collects rental payments.
Coordinates and schedules all facilities use at the Campus and acts as the point person for facilities use events.
Coordinates activities of campus personnel involved in the set up and preparation of College facilities when used for events; meets with campus personnel.
Interacts with outside groups to arrange rental of college facilities.
Maintains License agreements and facility usage databases.