School Secretary

Provide general administrative assistant support to a department, program or specific supervisor. Duties include general clerical, receptionist and administrative duties.  

Essential Functions/Duties:

• Assists in the daily operation of an office or department by answering phones, processing correspondence, assisting students, faculty and staff, filing and processing income and providing general office administrative support. Assists callers to successfully resolve their requests. 
• 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 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)  
• Investigates and responds to all inquiries regarding invoice payments. Assists in FY budget prep, accounting processes for departmental budget including budget amendments and change orders as needed.  
• Assists with input into the Strategic Planning System, and other departmental planning documents or software as needed.  
• 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 department personnel, resolves routine questions and problems, and refers more complex issues to higher levels.   
• Assists in the preparation of required state reporting, as well as reports required by other government entities and accreditation agencies, as required, as required. 
• Processes contracts and RPAs for all staff and other personnel paperwork, as assigned.  
• Ensures smooth departmental operations, tracking staff attendance and time sheet 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 may be assigned by the supervisor and/or other divisional staff members.

Typical Qualifications:

Required Skills:

• Good organizational skills, with special attention to detail.  
• Experience with computer, spreadsheets, word processing, and databases and calculators.   
• Good oral and written communication skills.   
• Good general office skills.  
• Ability to maintain confidential information.  
•  The ability to establish an effective rapport with faculty, staff, students and work well with others.  

 
Working Conditions/Additional Information

• Sometimes requires coming in on evenings, weekends, holidays and when the college is scheduled as closed.  
• Must have the ability to work proficiently in a busy, multi-office work area.  
• Must be flexible and able to adapt well to changes.  

 
Benefits Information
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.

Required Education:
 

• A high school diploma or equivalent is required.

 
Required Experience: 
 

• Two years of related office/clerical experience is required.  

Each pay level is approximately commensurate with 1 year of experience.

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). 

 
Important Information

• 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.

Equal Opportunity Statement 

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

863.669.2903

compliance@polk.edu 

For additional information, visit polk.edu/compliance 

We encourage applicants to provide feedback on their experience or request help at Careers@polk.edu.