Administrative Support II, Public Safety CL9953 - Stetson University

Under the general supervision of the Captain of Public Safety, the Administrative Support II performs technical, clerical, record keeping, and administrative work in the performance of varied duties while assisting the Public Safety team. This role requires exceptional communication and customer service skills in this fast-paced and high energy environment. The Administrative Support II is a front-line administrative support position for an exciting and bustling, safety- and service-driven Public Safety Department. Public Safety is committed to providing the campus community with a safe environment, allowing for an enjoyable experience for our students, faculty, and staff. We operate 24 hours a day, seven days a week, all year round. The Administrative Specialist will be required to work Monday Friday during business hours with occasional overtime needs.Those successful in this role will need to have prior experience in office administration including performing research, preparing various reports and presentations, and utilizing statistics to design charts and reports. Work involves the exercise of initiative, independent judgment, and discretion in various duties. The Administrative Support II may also supervise other employees and student workers.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES: Employment duties include, but are not limited to:

• Perform technical administrative duties such as maintaining various databases in Microsoft Excel and Access
• Maintain event request schedules, coordinate contractors and vendors
• Oversee departmental systems and manage budgets
• Type correspondence, invoices, statements, reports, charts, and other materials; compose and type letters, memoranda, minutes, notices; edit and proofread material produced by others
• Enter information in database; compose and edit on screen and prepare final copy of reports and correspondence; act as a custodian of departmental documents and records
• Maintain specialized automated files and records; oversee specialized documents or collections; prepare specialized reports
• Create professional and accessible presentations utilizing PowerPoint
• Assist with coordinating payroll and monitoring officer and dispatcher schedules
• Interview, screen, and refer callers; answer various inquiries personally; provide information on departmental services and functions
• Handle sensitive and confidential information
• Partner and network with other campus departments; act as a liaison between the Public Safety Department, the Stetson community, and the public
• Perform similar and other position-related work as requested

• Knowledge of general office practices and procedures
• Excellent customer skills and ability to make a good first impression when welcoming guests
• Knowledge of programs and operations of area of assignment
• Knowledge of business communications
• Knowledge of Microsoft programs and other computer programs (Access, Excel, Outlook, PowerPoint, Publisher, Teams, Visio,Time Management payroll system, WebGarage) with the ability to learn new specialized programs designed for the Public Safety Department’s daily needs
• Ability to verify information using a number of resources
• Ability to compose and prepare effective correspondence
• Ability to establish and maintain effective working relationships with other employees, students, and the general public
• Ability to be flexible in one’s work assignment(s)
• Ability to compose, edit, and proofread documents
• Ability to communicate clearly and concisely in writing and orally
• Ability to plan and organize one’s work
• Ability to work independently with little or no supervision

• High School diploma or GED; including or supplemented by courses in business, and five (5) years of experience in responsible administrative support; or an equivalent combination of training and experience

Must possess and maintain a valid driver’s license and an acceptable driving record as determined by the University’s auto insurance carrier.

Salary Grade: 5