Administrative Assistant II

About The Company

Join Our Team! At Palm Beach State College, you will discover a place where ideas come to life and the heartbeat of a county begins. As a prominent educational institution, PBSC is committed to fostering an environment of innovation, inclusivity, and community engagement. The college is dedicated to providing quality education, supporting workforce development, and transforming lives through its diverse programs and initiatives. With a focus on student success and community partnership, PBSC offers a dynamic workplace where professionals from across the U.S. and abroad collaborate to achieve shared goals. The college values creativity, dedication, and a passion for lifelong learning, making it an ideal place for individuals seeking to make a meaningful impact in education and community service.

About The Role

We are seeking a detail-oriented and proactive Administrative Assistant II to support our department’s administrative functions. This role involves managing departmental files, processing purchase requests, preparing payroll, and assisting with budget activities. The successful candidate will be responsible for loading course information into the system, generating reports, and preparing correspondence. They will serve as a point of contact for students, faculty, staff, and external stakeholders, providing accurate and timely information. The role requires performing a variety of administrative and secretarial duties that demand a comprehensive understanding of organizational policies and operations. The Administrative Assistant II will also coordinate meetings, prepare requisitions and purchase orders, and maintain accurate records, ensuring smooth departmental operations.

Typical daily activities include scheduling appointments, editing reports and memos, designing spreadsheets with complex formulas, and assisting in the preparation of presentations. The role also involves managing office supplies, equipment, and materials, as well as responding to inquiries from various levels of the organization and external sources. The position offers an opportunity to develop organizational and communication skills while contributing to the college’s mission of inspiring hope, advancing skills, and transforming lives.

Qualifications

• High school diploma or GED
• At least one year of related administrative or clerical experience
• Proficiency in Microsoft Office Suite or similar applications
• Strong attention to detail and effective time management skills
• Excellent verbal and written communication abilities
• Ability to interact positively with diverse populations, including students, faculty, staff, and external stakeholders
• Basic knowledge of budget processes and procurement procedures is preferred
  
  

Responsibilities

• Provide comprehensive administrative support to the department, including scheduling, correspondence, and record keeping
• Maintain and organize departmental files, logs, and databases
• Prepare requisitions and electronic purchase orders for departmental needs
• Assist in budget management activities, including transferring budget items and tracking expenditures
• Load course information into the college’s system and update records accordingly
• Generate reports and assist with data analysis as needed
• Design and edit spreadsheets, reports, memos, and presentations with customized formatting
• Order and manage office supplies, equipment, and materials
• Respond to inquiries from students, faculty, staff, and external sources in a professional manner
• Assist in preparing payroll and processing electronic transactions
• Perform other related duties as assigned to support departmental and college objectives
  
  

Benefits

• Tuition fee waiver at Palm Beach State College
• Tuition reimbursement and degree recognition awards
• Comprehensive health insurance including medical, dental, and vision coverage
• Disability and life insurance options
• Parental leave and wellness programs
• Generous paid time off including vacation, sick leave, holidays, and college breaks
• Potential remote or hybrid work arrangements
• Access to wellness apps and stress management resources
• Professional development opportunities, including leadership programs and workshops
• Participation in state retirement plans and voluntary 403(b) and 457 plans
  
  

Equal Opportunity

Palm Beach State College is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees and applicants. We encourage applications from individuals of all backgrounds, including veterans, service members, and their families. We provide reasonable accommodations to qualified applicants with disabilities in accordance with applicable laws. All employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, or any other protected status. We are dedicated to fostering a workplace where everyone feels valued, respected, and empowered to succeed.