OPS Sr. Administrative Services Assistant

Job ID: 1002012

Position Description

Compensation: $16.54 per hour

Estimated # Hours Per Week: 24

FLSA Status: Non-exempt

Salary Admin Plan: OPS (temporary/part-time)

Position Summary:

This class is the third of six levels in the Administrative Services series. Incumbents provide advanced administrative services requiring a broad knowledge of the assigned department/division. Responsibilities may include collecting, reconciling, and maintaining complex data; coordinating and implementing departmental processes; providing accurate information during high-impact and risk situation; monitoring budgets, accounts, billings, and/or expenditures; monitoring project timelines and identifying issues; preparing financial and/or statistical reports; preparing meeting agendas and taking official meeting minutes for distribution and documentation; planning and coordinating events; independently preparing materials for supervisor’s meetings; determining priority items for supervisor; and reading and responding to supervisor’s voicemail and e-mail. Incumbents may spend up to 30% of their time on the duties of the lower level. Incumbents may supervise student workers and/or part-time staff.

Requirements:

Education:

Associate’s degree.

Experience:

Two years experience providing administrative support services.

• 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;
• Advanced administrative principles and practices;
• Basic budget principles;
• Data review techniques;
• Applicable mathematical concepts;
• Computers and related software applications.

Skills:

• Composing routine and non-routine correspondence, memos, forms, and/or other related information;
• Proofreading and editing documents;
• Providing customer service;
• Using modern office equipment;
• Preparing meeting minutes and agendas;
• Planning, organizing, scheduling, and prioritizing details for meetings;
• Processing and reviewing data;
• Prioritizing and assigning work;
• Applying applicable mathematical concepts;
• 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

1.
Prepares, reviews, interprets, compiles, and analyzes a variety of complex information, data, forms, records, business correspondence, budget information, and/or reports; makes recommendations based on findings.
25%

2.
Provides advanced administrative and technical assistance which includes; monitoring project timelines and identifying issues; preparing financial and/or statistical reports; preparing meeting agendas and taking official meeting minutes for distribution and documentation; planning and coordinating events;
20%

3.
Coordinates day-to-day office operations which includes preparing Board agendas; taking meeting minutes; monitoring an operational budget; and performing related duties.
15%

4.
Drafts and types a variety of business documents, including letters, memos, contracts, and/or other related documents. Utilizes desktop publishing.
20%

5.
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.
15%

6.
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.
5%

7.
Performs other duties of a similar nature or level.
As Required

PHYSICAL DEMANDS

This work typically requires the following physical activities to be performed. A complete description of the activities below is available upon request from Human Resources.

(X = Required to perform essential job functions)

Physical Activities

Physical Activities

Balancing maintain equilibrium to prevent falling while walking, standing, or crouching.

Pushing use upper extremities to press against objects with force, or thrust forward, downward, outward.

X

Climbing ascending, descending ladders, stairs, ramps, requires body agility.

Reaching extending hands or arms in any direction.

X

Crawling moving about on hands, knees, or hands, feet.

Repetitive Motion substantial movements of wrists, hands, fingers.

Crouching bending body forward by bending leg, spine.

Speaking expressing ideas with spoken word, convey detailed, important instructions accurately, concisely.

X

Feeling perceiving attributes of objects by touch with skin, fingertips.

Standing for sustained periods of time.

X

Fingering picking, pinching, typing, working with fingers rather than hand.

X

Stooping bending body downward, forward at waist, with full motion of lower extremities and back.

Grasping applying pressure to object with fingers, palm.

Talking 1 expressing ideas by spoken word.

X

Handling picking, holding, or working with whole hand.

X

Talking 2 shouting to be heard above ambient noise.

Hearing 1 perceiving sounds at normal speaking levels, receive information.

X

Visual Acuity 1 prepare, analyze data, transcribing, computer terminal, extensive reading.

Hearing 2 receive detailed information, make discrimination in sound.

Visual Acuity 2 color, depth perception, field of vision.

Kneeling bending legs at knee to come to rest at knees.

Visual Acuity 3 determine accuracy, neatness, observe facilities/structures.

Lifting raising objects from lower to higher position, moving objects side to side, using upper extremities, back.

X

Visual Acuity 4 operate motor vehicles/heavy equipment.

X

Mental Acuity

ability to make rational decisions through sound logic, deductive reasoning.

X

Visual Acuity 5 close acuity for inspection of small defects, machines, use measurement devices, or fabricate parts.

X

Pulling use upper extremities to exert force, haul or tug.

X

Walking on foot to accomplish tasks, long distances, or site to site.

X

TYPE OF WORK

Work performed is primarily:

Sedentarywork: Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.

Light work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects.

Medium work: Exerting up to 50 pounds of force occasionally, and/or up to 30 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.

Heavy work: Exerting up to 100 pounds of force occasionally, and/or up to 50 pounds of force frequently, and/or up to 20 pounds of force constantly to move objects.

Very heavy work: Exerting in excess of 100 pounds of force occasionally and/or in excess of 50 pounds of force frequently, and/or in excess of 20 pounds of force constantly to move objects

WORK ENVIRONMENT

May be required to work hours other than the regular schedule including nights and weekends.

This position requires regular and reliable attendance and the employee’s physical presence at the workplace.

May be subjected to fumes, odors, dusts, gases, extreme temperatures, work space restrictions, and intense noise.

Work is performed in a dynamic environment that requires sensitivity to change and responsiveness to changing goals, priorities, and needs.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions described herein. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in a job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in a job description.

St. Petersburg College has the right to revise a classification or job description at any time.

St. Petersburg College has the right to revise a classification or job description at any time. The Board of Trustees of St. Petersburg College affirms its equal opportunity policy in accordance with the provisions of the Florida Educational Equity Act and all other relevant state and federal laws, rules, and regulations. The college will not discriminate on the basis of race, color, ethnicity, religion, sex, age, national origin, marital status, sexual orientation, gender identity, genetic information, or against any qualified individual with disabilities in its employment practices or in the admission and treatment of students. Recognizing that sexual harassment constitutes discrimination on the basis of sex and violates this Rule, the college shall not tolerate such conduct.

Should you experience such behavior, please contact JoCynda Hudson, the director of EA/EO/Title IX Coordinator at 727-341-3261; by mail at P.O. Box 13489, St. Petersburg, FL 33733-3489; or by email at eaeo_director@spcollege.edu. Please indicated the position you wish to apply for in your request.

The College shall not discriminate against a qualified individual with disabilities because of the disability of such an individual in regard to job application procedures, hiring, advancement, or discharge of employees, employee¿s compensation, job training or other terms, conditions, and privileges of employment. Except when undue hardship exists, the College shall endeavor to provide reasonable accommodations to a qualified individual with a disability. If you have questions regarding this policy, please contact the Director of EA/EO by phone at (727)341-3261, by mail at PO Box 13489, St Petersburg Fl 33733-3489, or by email at eeo_director @spcollege.edu.

Qualifications listed in a position description are used as a guideline for hiring. Other comparable qualifications of a candidate may be considered by the President in lieu of those suggested in a position description. (BOT rule 6hx23-2.02).

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodation may be made to enable individuals with disabilities to perform the primary job functions described herein. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in a job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in a job description.

Equal Access/Equal Opportunity

The Board of Trustees of St. Petersburg College affirms its equal opportunity policy in accordance with the provisions of the Florida Educational Equity Act and all other relevant state and federal laws, rules, and regulations. The college will not discriminate on the basis of race, color, ethnicity, religion, sex, age, national origin, marital status, pregnancy, sexual orientation, gender identity, genetic information, or against any qualified individual with disabilities in its employment practices or in the admission and treatment of students. Recognizing that sexual harassment constitutes discrimination on the basis of sex and violates this Rule, the college will not tolerate such conduct. Should you experience such behavior, please contact the Title IX Coordinator at 727-341-3261; by mail at P.O. Box 13489, St. Petersburg, FL 33733-3489; or by email at eaeo_director@spcollege.edu.

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