Administrative Services Specialist

Administrative Services

Title: Administrative Services Specialist

Department: College of Computer and Information Technology

Pay Grade: 104

Pay Range: $17.36 - $21.05 per hour

FLSA Status: Non-exempt

Remote Work Eligible: No

Location: SP/Gibbs Campus

About Us:

Saint Petersburg College is a leading educational institution dedicated to empowering individuals with the skills and knowledge needed to excel in the field of data science. We are seeking a talented and enthusiastic individual to join our team as a Data Science Instructor. This role offers a unique opportunity to inspire and educate students in a dynamic and collaborative learning environment.

Position Overview: The Administrative Services Specialist will play a vital role in supporting the administrative functions of the College of Computer and Information Technology at St. Petersburg College. This position requires a detail-oriented individual with exceptional organizational and communication skills, as well as the ability to multitask and prioritize tasks effectively. The Administrative Services Specialist will work closely with faculty, staff, students, and external stakeholders to ensure the smooth operation of administrative processes within the department.

KEY RESPONSIBILITIES:

Administrative Support: Provide comprehensive administrative support to the College of Computer and Information Technology, including but not limited to managing calendars, scheduling appointments, and meetings, coordinating travel arrangements, and maintaining departmental records and databases.

Communication: Serve as the primary point of contact for internal and external inquiries, both in person and via phone or email. Effectively communicate departmental policies, procedures, and information to faculty and staff.

Requirements:

Education:

High School Diploma or equivalent (GED)

Experience:

Two 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.

Knowledge:

• 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.

Skills:

• 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.

Physical:

• 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.

Responsibilities:

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