Administrative Assistant II (Public Service Education)

Working at IRSC has its perks! In addition to helping drive change and having a positive impact by supporting our students, staff, and faculty, IRSC offers a benefits package:

*Wellness Wonders: Dive into a world of well-being with perks that nourish your body and soul. Health benefits that prioritize your fitness, mental health, and overall happiness await you with our employee only coverage paid by the college.

*Retirement Radiance: Picture your future shining as bright as your career! Our retirement benefits are designed to turn your golden years into a sunlit oasis. With robust plans and strategic investments, we're planting the seeds for your retirement bliss.

*Generous Time-Off Universe: Recharge and rejuvenate with ample vacation time, ensuring you return to work with newfound enthusiasm.

*Career Launchpad: Propel your career forward with projects that are not just tasks but missions, shaping industries and driving change.

Are you a highly organized, proactive professional with a passion for supporting operations in a dynamic environment? We're seeking a motivated Administrative Assistant to keep our Criminal Justice department running smoothly.

What You'll Do:

• Provide critical support to the department manager and ensure seamless daily operations.

• Maintain efficient office systems, handle marketing, and oversee department webpages.

• Coordinate meetings, appointments, and manage calendars with precision.

• Assist in budget preparation, monitor expenses, and handle purchase orders.

• Prepare reports, manage instructor certifications, and ensure compliance with FDLE standards.

• Be the go-to person for students, faculty, and external agencies.

• Oversee payroll and maintain accurate records for adjunct instructors.

• Keep the team informed with organized meeting minutes and detailed reports.

• Distribute essential program materials and engage in community outreach.

What We're Looking For:

• Strong attention to detail, excellent time management, and the ability to multitask.

• Experience with administrative duties, including calendar management, report creation, and record keeping.

• A customer-service mindset, with the ability to communicate effectively and professionally.

• Familiarity with budget monitoring, payroll, and purchasing is a plus!

If you're ready to take on a key role in ensuring the success of our Public Service Education programs, apply now to become a valued member of our team!

Job Description:

JOB SUMMARY:

Under minimal supervision, this position provides administrative support for assigned area. Duties include providing assistance to manager; ensuring the smooth function of the operations; and completing assignments and projects in a timely and accurate manner; processes mail; sets appointments; schedules meetings; reserves rooms for events and meetings; manages the calendar; drafts letters and memos; prepares reports and spreadsheets; develops PowerPoint presentations; responds to routine inquiries verbally and in writing; and makes sure service desk completes ticket management.

SPECIFIC DUTIES AND RESPONSIBILITIES:

• Maintain efficient, well-organized office functions, including a filing system, resolving equipment issues, managing department webpages, and overseeing marketing efforts. Address staff conflicts as needed.

• Assist in budget preparation, monitor expenditures, and oversee purchasing, including purchase orders and spending authorizations when the superior is unavailable.

• Prepare necessary forms and reports for Criminal Justice programs, adhering to College and Florida Department of Law Enforcement requirements. Maintain records for certified instructors and audit compliance.

• Manage orders for supplies and materials

• Provide information to students and agencies regarding courses and requirements. Maintain mailing lists for information dissemination.

• Handle payroll for adjunct instructors and maintain instructor, student, and course files per audit requirements.

• Record and prepare minutes for advisory committee meetings and distribute them appropriately.

• Assist Criminal Justice Department staff with various clerical tasks.

• Distribute flyers/brochures

• Regularly assess responsibilities to optimize task completion in a timely and organized manner.

• Complete all other duties and responsibilities as assigned.

QUALIFICATIONS, KNOWLEDGE AND SKILL REQUIREMENTS:

• Associate's degree or equivalent with a minimum of two (2) years of proven work experience in all areas of office administration.

• Proven computer skills.

• Ability to operate a variety of office machines.

• Maturity and judgment to work with the public and confidential information.

• Possess strong organizational skills.

• Ability to pay close attention to detail simultaneously with other responsibilities and distractions.

• Proficiency in general clerical and computer skills.

• Ability to effectively communicate in writing, in person, and on the telephone.

• Ability to perform duties in a timely manner with a minimum of supervision.

The following is preferred:

• Basic knowledge of college programs and course offerings.

PHYSICAL DEMANDS:

This position classifies the physical exertion requirements as light work involving lifting no more than 20 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds. Even though the weight lifted may be very little, a job is in this category when it requires a good deal of walking or standing, or when it involves sitting most of the time with some pushing and pulling of arm or leg controls. To be considered capable of performing a full or wide range of light work, you must have the ability to do substantially all of these activities. If someone can do light work, we determine that he or she can also do sedentary work, unless there are additional limiting factors such as loss of fine dexterity or inability to sit for long periods of time.

ADDITIONAL EXPECTATIONS:

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently. Additionally, all employees of the College are expected to maintain professional standards of communication, able to learn and apply new technology, and abide by all policies and procedures. Continued employment remains on an "at-will" basis.

This description is intended to indicate typical kinds of tasks and levels of work difficulty that will be required of positions given this title and shall not be construed as declaring every specific duty and responsibility of the particular position. This job description is not intended to be a contract for employment, and the employer reserves the right to make any necessary revisions to the job description at any time without notice.