TITLE:Office Manager - Financial Aid

POSITION NO.: P00758

SECTION: Financial Aid/Administrative Services

HIRING SALARY:$34,455.68 - $37,735.86 annually; all salary calculations start at the minimum salary

HOURS:8:00 A.M. - 5:00 P.M., Monday - Friday

CONTACT: Human Resources (850) 201-8510 or via email
hr@tcc.fl.edu

MAJOR FUNCTION: The Office Manager is housed in the Financial Aid Department and will report to the Director. The Office Manager performs advanced clerical/secretarial and administrative support functions of considerable variety and complexity requiring exercising considerable judgment and initiative in completing assignments for a director, department head or coordinator.

Primary duties will include, but are not limited to:

• Provides administrative and clerical support for the Director of Financial Aid. Handles all phases of travel such as making travel arrangements and corresponding paperwork. Maintains subject files, schedules, meetings and maintains calendar Responds to incoming calls and mail, and processes a variety of documents. Reviews mail for significance and prepares response in advance of review if indicated. Supervises OPS employees and work study students. Prepares for various meetings and may act as recording secretary. Safeguards all information of a privileged nature and prepares accurate minutes for approval. Types and proofreads ads, memos, letters, reports, forms, etc., for the office.

• Acts as relief for various positions in the office as scheduled. Assists in planning, developing and maintaining data programs to aid with awarding students. Assists with the review and posting of scholarships and coordination of scholarships with various constituents.

• Oversees monthly budget expenditures for the Financial Aid Office and assists the director in the annual budget process.Maintains supply inventory for the office.Prepares order requisitions.Inputs all payroll data information and maintains system for work study students receiving Title IV funding.

• Receives, verifies for accuracy, records and maintains time and attendance records for department staff.Maintains calendar for approved absences of department staff.Approves routine request using the directors signature stamp, such as requisitions, OPS time sheets and authorizations, maintenance workorders and information system work orders.

• Assists director in the printing and dissemination of printed materials and publications from various sources. Compiles data and prepares periodic reports and surveys.Assists in keeping the catalogue updated and service as content manager for the website.Prepares maintenance work orders and equipment transfer paperwork.Provides support to users of copy machine and facsimile machine; orders materials/paper required for both machines.

MINIMUM TRAINING AND EXPERIENCE: Graduation from a standard high school or equivalency diploma and four years of progressively responsible secretarial and/or clerical experience; or an equivalent combination of education and experience.

SUCCESSFUL CANDIDATES WILL DEMOSTRATE THE FOLLOWING: Knowledge of TCC policies and procedures. Knowledge of effective office procedures and practices. Knowledge of effective records organization and maintenance. Knowledge of MS Office applications, including at a minimum Word, Excel and Outlook. Knowledge of telephone etiquette. Skilled in operating a computer, facsimile machine, copier and printer. Skilled in operating various computer software applications. Skilled in supervising staff. Ability to plan, organize and coordinate work assignments. Ability to work effectively with a wide variety of people, including staff, students, contractors, consultants. Ability to supervisor other employees. Ability to follow written and verbal instructions. Ability to work independently and to be a self-starter. Ability to be a fast learner with new computer applications, such as the Departments CMMS program and the Workday software.