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This position provides mid-level administrative and clerical support to the Executive Director, Business Services/Controller. 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 Duties & Functions

• Assists in the daily operation of a busy department by answering phones, processing correspondence, assisting students, faculty and staff, filing and processing incoming and providing general office administrative support.


• Assists callers to successful resolution of their requests.


• Prepares forms, travel authorizations and other related standard operating procedure forms, and enters disbursement requests and purchase requisitions in the college enterprise system.


• Assists with division budget records, prepares budget amendments, assists in budget preparation, and processes invoices. Access accounting system online.


• Ensures smooth departmental operations, tracking staff attendance and time sheet timeliness. Collects and gets approvals on employee time cards and leave sheets.


• Coordinates Team meetings and works with Team members to process College paperwork.


• Prepares agendas and attends group and committee meetings to take minutes.


• Uses computer-based software such as MS Word, Excel, etc., and in some cases, department-specific software for internal and external correspondence.


• May assist in organization of documents and data entry as needed.


• Provides administrative backup to the Executive Assistant to the Vice President of Finance.


• Other duties as requested or assigned.

• The ability to establish an effective rapport with staff and faculty including senior leadership.


• Excellent organizational skills, with special attention to details.


• Excellent oral and written communications skills.


• Ability to work well with others.


• Excellent mid-level office skills.


• Intermediate experience with computer, word processing, spreadsheets and databases.


• Excellent human relations skills.


• Ability to maintain confidential information.


• Understanding of basic finance/accounting terminology is not required, but preferable.

Salary & Benefits Information

• This position is a level C15. Please see below for specific salary range.


• We offer an excellent employer-paid benefits package including the following: Medical, Dental, Life, Long-Term Disability, Vacation (except faculty), Holiday and Sick Leave, Retirement (if eligible) and college fee waivers. Other employee-paid, voluntary benefits (vision, short-term disability, etc.) are also available.

Required Education

• Graduation from a standard high school (or equivalent).

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

Preferred Experience

• Experience in finance, accounting, banking, or payroll is preferred.

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)

This position will close at 8:00 a.m. on Monday, May 6, 2024.

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.


• Polk State College is committed to equal access/equal opportunity in its programs, activities, and employment. For additional information, visit For questions or concerns, please contact: Lonnie Thompson, Chief of Institutional Compliance & Engagement/Title IX Coordinator; .


• 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 accommodations are considered on a case-by-case basis.


• 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.

We encourage applicants to provide feedback of their experience or request help at .