Administrative Assistant (Part-time)

Location
Tallahassee, FL
Posted
May 18, 2017
Institution Type
Four-Year Institution

Job ID: 41677

Full/Part Time: Part-Time

Regular/Temporary: Regular

Apply On Or Before: 05/30/2017



Department

Department of History

Responsibilities

Serves as afternoon receptionist for all individuals who call or come into the main office. Handles all main office traffic and requests for information, directions and problems. Assists faculty, staff and graduate students with technology issues (photocopiers, fax machine, computers). Updates departmental copiers with new faculty and graduate student access codes and removes former staff. Receives and distributes departmental mail. Creates mail charge slips and maintains a file for charge slips by academic year. Creates and manages monthly spreadsheets of all postal charges. Serves as department messenger by delivering packages/documents across campus. Acts as service center liaison for repairs and other building service requests.
Serves as the Purchasing Rep for the Department of History. Enters requisitions in OMNI, tracks purchases and receives items in OMNI. Handles all purchasing change orders and confirming PO's if needed. Serves as departmental P-Card holder. Keeps track of the office supply inventory and orders supplies as needed. Assists in ensuring a sound environment of internal controls and compliance by daily monitoring of procurement activities. Utilizes OMNI queries and reports for tracking purchase requisitions and purchase orders to ensure compliance with University policies and procedures.
Prepares Foundation Disbursement Requests and enters travel information on expense report spreadsheet for all travel expenses paid through the Foundation accounts. Serves as backup travel representative and T-card holder. Assists office manager in the reconciliation of ledgers and data entry for spreadsheets including printing financial ledgers and identifying charges on the Outstanding Encumbrances and Expense Journal Reports for Expenses on the 110 and 140 departmental budgets.
Serves as back-up departmental HR Rep. As needed, submits personnel actions for all Department of History employees. As a backup runs and reviews HR Actives and verifies payroll cost centers and certification reports.
Assists editor for department annual newsletter. Assists with creating and distributing the newsletter to faculty, staff, graduate students and alumni. Assists with updates to the graduate student handbook. Creates a schedule for makeup exams each semester.
Serves as Property custodian for the department. Assists with annual inventory of department equipment, submits surplus requests and prepares equipment use request forms for faculty.

Qualifications

A High School diploma or equivalency and two years' experience (or a combination of post high school education and experience equal to two years) is required.
Experience working with Microsoft Office Suite or compatible program.
Experience in an office setting and knowledge of office practices.
Excellent verbal and written communication skills.
Ability to prioritize, organize, and perform multiple work assignments simultaneously and meet project deadlines.

Preferred

Experience working at an academic institution preferred.
Experience with FSU’s OMNI database preferred.

Contact Info

John Netter
jnetter@fsu.edu

Anticipated Salary Range

Plan to hire at $12,500

Pay Plan

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

Schedule

Schedule is Monday-Friday, 1:00-5:00 pm

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 https://jobs.fsu.edu. 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.

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 http://hr.fsu.edu/?page=ers/application/application_veterans_preference, 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: http://www.hr.fsu.edu/PDF/Publications/diversity/EEO_Statement.pdf

PI97875037