Administrative Specialist II

Job Description Summary

Under immediate supervision, the purpose of the job is to perform a variety of office support and/or secretarial duties for a specified unit/department. Employees in this job classification are responsible for composing and word processing a variety of standard documents and correspondence, relaying and resolving routine telephone and/or walk-up inquiries, scheduling calendar items and meetings, processing forms, performing data entry, and establishing and maintaining records. Edits and proofreads documents to ensure accuracy. May perform duties involving general mathematical calculations. Performs related work as directed.

     

Minimum Education:

High School diploma or equivalent.

Minimum Experience:

One year office experience required.

• Daily - 10%: Performs a wide variety of typing assignments which may be confidential in nature; operates a computer to enter data, draft, edit, revise, and print letters, tables, reports, and other materials
• Daily - 20%: Greets and directs visitors, as and when appropriate; resolves routine administrative problems and answers inquiries concerning activities and operations of department/division; accepts, screens, and routes telephone calls; maintains log of inquiries as required.
• Daily - 20%: Performs a range of staff and/or operational support activities; may serve as a liaison with other departments on basic administrative and/or operational matters.
• Daily - 10%: Sorts, screens, and distributes incoming and outgoing mail; drafts or prepares responses to routine inquiries; prepares photocopies and facsimiles, and operates a variety of office equipment.
• Daily - 10%: Establishes, maintains, processes, and updates files, records, and/or other documents.
• Monthly - 10%: Arranges meetings and conferences, schedules interviews and appointments, and performs other duties related to maintaining one or more individual schedules.
• Other - 10%: Orders, stocks, and distributes office supplies.
• Other - 5%: Performs related duties as assigned.

Knowledge, Skills and Abilities:

• Contributes as a team member
• Frequently acts in a helping or assistant mode
• Standard computer and telephone skills
• Ability to work with a diverse population of student, faculty and staff

Minimum Education:

• High School education or equivalent required.
• An equivalent combination of experience and education may be considered.

Minimum Experience/Training:

• One to three years of administrative support, office, or related experience required.

Essential Functions:

• Daily- 25%: Provides administrative support for several organizational units within the department, i.e. filling, answering telephones, assisting visitors, incoming and outgoing correspondence, and resolving concerns and inquiries of vendors and end users.
• Daily - 20%: Oversees and/or performs a range of diverse administrative activities; serves as a central point liaison with other departments and external constituencies in the resolution of a variety of day-to-day administrative and operational issues. 
• Daily- 10%: Utilizes knowledge and understanding of underlying operational processes to create, compose and edit technical and/or administrative correspondence and documentation
• Daily - 10%: Schedules and coordinates meetings and events; maintains calendars, appointments and/or other similar activities.
• Daily - 10%: Prepares routine correspondence utilizing office software, templates, and existing form letters. 
• Weekly -10%: Initiates and maintains requisitions, disbursements for the department's purchases to initiate the purchasing process. Including processing and reconciling travel expenses. Performs database management and maintenance, ensuring data accuracy
• Daily -10%: Researches and gathers information for projects and assist with the development of college wide reports.
• Daily -5%: Other duties as assigned.

Knowledge, Skills, and Abilities:

• Provides basic training to student workers and part-time employees on standard operating office procedures
• Contributes as a team member
• Requires computer skills; e.g. data entry and email.
• Basic Internet skills for research. Basic skills on Microsoft Office Suite required.
• Solid communication skills (both written and oral) in order to represent the work area.

Our Culture – At Broward College, our leaders embody a culture of competence, care, character, composure, and courage. We prioritize serving each other and our students through high-quality guidance, mutual respect, resilience, and fair, thoughtful decision-making, a