Administrative Assistant, Facilities, Planning and Construction

Join the PSC family and connect with accomplished and diverse colleagues who inspire and innovate students and transform lives and futures. Along with helping our students reach their goals Pensacola State makes career fulfillment a reality.

Job Description:

The Administrative Assistant performs administrative and office duties with considerable latitude for exercising judgment and discretion which includes providing administrative academic or operational assistance in problem-solving completing projects and day-to-day operations of the department. Reports to the Director Facilities Planning and Construction.

Duties and Responsibilities:

• Coordinates and arranges meetings prepares agendas reserves and prepares facilities and records and transcribes minutes of meetings.
• Screens phone calls and visitors and provides information not requiring professional staff attention; refers students and/or visitors to appropriate persons or department when necessary.
• Date stamps all incoming correspondence sorts and forwards mail within the department.
• Composes letters writes specifications and prepares reports.
• Prepares check requisitions purchase order requisitions budget amendments travel requests property dispositions and various other forms.
• Sets up and maintains office files correspondence and related reports.
• Processes personnel and payroll documents; maintains department records and related reports as required.
• Prepares memos letters reports and minutes of meetings as required.
• Maintains administrative records regarding budgets and other financial transactions and relieves the department of administrative details.
• Assists with preparation of annual budget and related reports; monitors and coordinates expenditure of budgeted funds.
• Monitors and orders departmental materials and supplies.
• Maintains departmental budget requisitions supplies and equipment.
• Arranges reservations for travel and accommodations. Prepares materials and makes arrangements for meetings and special functions and makes necessary arrangements for meals refreshments and facilities.
• Compiles information prepares regular or special reports on departmental activities maintains departmental records and provides necessary documents for staff members use.
• Operates office equipment such as a computer scanner and photocopying machine.
• Responsible for knowing and conforming to all safety practices and regulations that apply to this specific area and position. Unsafe conditions should be reported to the immediate supervisor and to the Pensacola State College Police Department/Public Safety.
• Performs other duties as assigned.

Essential Functions:

• Ability to read and comprehend simple instructions short correspondence and memos.
• Ability to write simple correspondence.
• Ability to effectively present information in one-on-one and small group situations to customers and other employees at the college.
• Ability to prioritize work meet deadlines pay attention to detail and follow through on assignments with minimal supervision.
• Ability to exercise initiative in maintaining professional contacts within the college for the purpose of expediting department work.
• Advanced computer skills to include multitasking in an electronic environment.
• Ability to work effectively in a diverse community and meet the needs of diverse student populations.
• Must be able to travel in-district and occasionally out of district.
• Ability to sit at a desk and view a display screen for extended periods of time.
• Ability to demonstrate professional and discretionary communication skills via electronic verbal written and face-to-face interactions.
• Must provide excellent customer service through the use of appropriate written and verbal communication including but not limited to using the telephone email voicemail and written correspondence.

Minimum Qualifications: Graduation from high school or GED equivalency two years administrative office experience and demonstrated computer skills including proficiency with Microsoft Office Suite in a networked office setting and internet navigation. College coursework may be substituted on a year-for-year basis for the required experience. Successful results of a criminal background check are required.

Pursuant to College policy it is an employment eligibility requirement for an applicant to meet the requirements of 435.04(2) Florida Statutes related to background investigations. Any person failing to meet the requirements of the statute will be deemed not qualified to hold employment in this position. A Florida Department of Law Enforcement (FDLE) approved background check will be conducted on every successful candidate as a condition of employment and any person who fails to disclose any adverse information contained in the background investigation at the time of submitting the employment application will be disqualified from employment.

Annual Salary: $30000.00 ($15.39/hour)

Supplemental Materials: All supplemental materials must be submitted electronically via the Workday applicant portal. For questions or assistance uploading the supplemental materials contact HR Recruiting at .

Application Deadline: Open Until Filled - Review of applications will begin August 14 2025. For first review by screening committee the online application and supplemental materials must be received by August 13 2025.

Pensacola State College offers a comprehensive benefits package for health dental vision hospitalization and supplemental insurance benefits through the State of Floridas Group Insurance Program. All employees in established eligible positions are members of the Florida Retirement System from their first day of employment. Other benefits offered include participation in the wellness program tuition waivers educational opportunities and paid sick leave. Additional leave types are position specific.

Pensacola State College does not discriminate against any person on the basis of race ethnicity national origin color sex age religion marital status pregnancy disability sexual orientation gender identity or genetic information in its educational programs activities or employment. For inquiries regarding Title IX and the Colleges nondiscrimination policies contact the Executive Director of Equal Opportunity Compliance at Pensacola State College 1000 College Blvd. Pensacola Florida 32504.