Administrative Associate

Tallahassee, FL
May 16, 2017
Institution Type
Four-Year Institution

Job ID: 41673

Full/Part Time: Full-Time

Regular/Temporary: Regular

Apply On Or Before: 05/30/2017


Center for Leadership & Social Change, Division of Student Affairs


Responsible for performing human resource functions for the department to include FSU Job postings, assisting new hires with required paperwork, I-9 submission, offer letters, A&P contracts, and reappointments for current staff in a timely manner. Safe keeping of confidential information for new hires. Willingness to become a Notary for HR purposes.
Responsible for payroll functions to review active employee reports, bi-weekly time & leave entry and approvals, review of cost center reports and certification of payroll. Monitors Federal Work Study students hours each semester. Prepare separation or transfer papers for an employee terminating their position with the departmen or FSU.
Keeps current with HR & Payroll policies and procedures to insure compliance with State and University regulations. Maintains records and files according to the File Retention policy. Researches and resolves routine issues related to HR and Payroll. Processes the FACET time & effort reports in OMNI for exempt and non-exempt staff monthly and by semester. Other human resource or payroll duties as needed.
Responsible for processing travel in OMNI by required deadlines to include authorizations to expense reports for all department staff which includes My Wallet T-card charges, educating staff on travel policy/procedures and collecting necessary receipts.
Responsible for p-card proxy transactions on a weekly basis for multiple p-card holders. Responsible for accurate filing/storage of p-card receipts and monthly submission of all p-card charges for reconciliation.
Assists Accounting Representative with procurement functions in OMNI and SpearMart as needed. Assist with ordering and distribution of office supplies as needed. Assists with the organization of the work, storage and file rooms, as needed. Assists with the supervision of administrative student staff and their duties.
Prepares correspondence, reports and other forms as needed. Assist as back-up receptionist during meetings, lunch breaks or absences of the full time receptionist, as needed.
Serves as a member of the administration team and on various committees within the department and within the Division of Student Affairs. May assist in other departmental operations, program preparations, events as needed.


A High School diploma or equivalent and three (3) years of experience, or a combination of post high school education and experience equal to three years.
Knowledge of and proficiency in Microsoft Office, particularly Excel and Word.
Good driver's history and valid Class E driver's license for occasional errands (the department has minivans).
Excellent attention to detail.


A Bachelor's degree in the areas of business administration, accounting, finance, or other related major.
-Knowledge of general accounting and office practices
-Ability to research information using the internet
-Knowledge of FSU policies and procedures
-Experience with FSU OMNI to include Spearmart; Financials, & Human Resource modules
-Ability to occasionally work under pressure and with weekly & monthly deadlines

Anticipated Salary Range

Low $30's.

Pay Plan

This is an USPS (University Support Personnel System) position.


If not otherwise specified, schedule is M-F, 8-5.

Criminal Background Check

This position requires successful completion of a criminal history background check.

How To Apply

If qualified and interested in a specific job opening as advertised, apply to Florida State University at If you are a current FSU employee, apply via myFSU > Self Service.
Applicants are required to complete the online application with all applicable information. Applications must include all work history up to ten years, and education details even if attaching a resume.
Three references should be listed in the application and/or in the resume containing the reference name, phone contact, email information, relationship and if we can contact them.

Veterans' Preference

Certain service members and veterans, and the spouses and family members of the service members and veterans, will receive preference and priority in employment and are encouraged to apply for the positions being filled. For information on who may be eligible for Veterans' Preference, go to, or call FSU Human Resources at (850) 644-6034.
IMPORTANT: In order to claim Veterans' Preference, applicants must upload a DD-214 (and other documentation, as applicable) with their online application prior to the closing date of the job opening.

Tobacco Free Campus

Effective January 1, 2014, tobacco use, including simulated tobacco use, is prohibited on property, interior and exterior, owned or managed by Florida State University. This policy applies to all Florida State University students, employees, consultants, contractors, visitors, and external individuals.

Equal Employment Opportunity

An Equal Opportunity/Access/Affirmative Action/Pro Disabled & Veteran Employer.
FSU's Equal Opportunity Statement can be viewed at:


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