Administrative Assistant II, Registrar

Mid-Level Administrative And Clerical Support

This position provides mid-level administrative and clerical support to a college administrator. This position requires a wide variety of administrative and staff support services to the organizational unit. The work is generally diversified requiring judgment to apply broader aspects of established policies, practices and procedures.

Essential Functions/Duties

• Assists in the daily operation of a busy office or department by answering phones, processing correspondence, assisting students, faculty, and staff, filing, and processing incoming and providing general office administrative support. Assists callers to successfully resolve their requests.
• Work closely with Registrar, Graduation Coordinator, Vendors, and OCPA for everything in regard to the graduation ceremonies twice a year.
• Process Deferment Request Forms and Enrollment Verification letters for students.
• Works with the Registrar on all subpoenas received regarding students.
• Work closely with the Nursing and Education Department for Education Verifications received.
• Process Education Verifications from the National Student Clearinghouse and various background screening companies.
• Works as a back-up for the Admissions desk and Information Center Operators.
• Maintains department office files and records, updates manuals and policy books. Orders office supplies, if required.
• Uses computer-based software such as MS Word, Excel, etc., and in some cases, department-specific software for internal and external correspondence.
• Maintains busy appointment calendar and schedules appointments as needed.
• Maintains confidential records and ensures confidentiality in the office.
• Prepares forms, travel authorizations and other related standard operating procedure forms, and enters disbursement requests and purchase requisitions in the college enterprise system. (ER)
• Assists with division budget records, prepares budget amendments, assists in budget preparation, and processes invoices. Access accounting system online.
• Assists with input into the Strategic Planning System, and other departmental planning documents or software as needed.
• Assists in establishing rapport and open lines of communication with administrative personnel, senior management and other faculty and staff.
• Devises action plans to complete tasks relative to other department personnel, resolves routine questions and problems, and refers more complex issues to higher levels.
• Assists in preparing required state reporting and reports required by other government entities and accreditation agencies.
• Processes contracts and requests for personnel action (RPA) forms for all staff and other personnel paperwork, as assigned.
• Ensures smooth departmental operations, tracking staff attendance and timesheet timeliness. Coordinates Team meetings and works with Team members to process College paperwork. Prepares agendas and attends group and committee meetings to take minutes.
• Performs other appropriate duties as assigned by the supervisor and/or other divisional staff members.

Typical Qualifications

Required Skills

• The ability to establish an effective rapport with staff and faculty including senior leadership.
• Excellent organizational skills, with special attention to detail.
• Excellent oral and written communications skills.
• Ability to work well with others.
• Intermediate experience with word processing, spreadsheets, and databases.
• Excellent human relations skills.
• Ability to maintain confidential information.

• This position is a full-time on-campus position; the position will travel between college and community locations as necessary. (Remote/hybrid options are not available.)
• Standard office work environment with potential for long periods of sitting and extended time at a computer.
• Must have the ability to work proficiently in a busy, multi-office work area.
• Must be flexible and able to adapt well to changes.

• This position is level C15 .

We offer a comprehensive benefits package that includes medical, dental, and vision coverage; short-term disability; paid holidays and sick leave; vacation (excluding faculty positions); retirement benefits for eligible employees; and college fee waivers.

• A high school diploma or equivalent is required.

• Three or more years of administrative and clerical support experience is required, preferably in support of a mid-level or senior leadership position.

Supplemental Information

Submissions that do not include all parts of the following required information will not be considered:

• a resume.
• an electronic job application (all sections MUST be completed).

• If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended, or deemed ineligible depending upon the date of your retirement.
• Polk State College participates in E-Verify. Candidates must provide documentation of eligibility to work in the United States. Polk State College does not provide visa sponsorship.
• To request Veteran's Preference, please be sure to upload all necessary documents (DD-214, etc.) to your application.
• Polk State College is a drug-free workplace.
• Polk State College is committed to working with and providing reasonable accommodation to applicants and employees with disabilities. Reasonable accommodation is considered on a case-by-case basis.
• Employment visa sponsorship is unavailable for this position. Applicants requiring employment visa sponsorship now or in the future (e.g., F-1 STEM OPT, H-1B, TN, J1, etc.) will not be considered.
• Reference checks, successful completion of a background check, and third-party Education Verification for all stated degrees will be required prior to employment.
• Polk State College does NOT provide relocation assistance for this position.

Polk State College does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs, activities, or employment. For information about the College's equal access and equal opportunity policies and procedures, or to file a complaint, please contact:

Title IX Coordinator

3425 Winter Lake Road

Lakeland, FL 33803

View phone number on click.appcast.io

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For additional information, visit polk.edu/compliance

We encourage applicants to provide feedback on their experience or request help at View email address on click.appcast.io .