Job Title: Administrative Specialist
Location: Tallahassee, FL
Full/Part Time: Full-Time
Job ID: 46354
Department College of Social Sciences and Public Policy
Department of EconomicsEqual 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.pdfResponsibilities Facilitates all new hire and rehire employment process through the FSU onboarding process. Collects and maintains all new hire documentation. Follow up with new hires ensuring on boarding tasks are completed prior to first day. Provides support to the department chair and other committee chairs related to applicant work history, education, training and job skills, and checks for conflicts of interest. Conducts reference and employment verifications. Processes appointments, monitors active employee list, certifies payroll, and approves time. Manages the department new employee process to include department orientation and the development of training resources and policies. Enters Graduate Student waivers per the department’s student financial aid funding per semester.
Coordinate and perform monthly reconciliation of account ledgers with FSU internal accounting system. Research problems and discrepancies and bring resolution to the problem. Audit internal accounting system for accuracy and consistency with FSU systems. Ensure accurate processing of budget, expenditures, and payroll. Analyze, prepare, review, and disseminate budget reports to the department chair, faculty, and department staff. Oversee department E&G, carryforward, auxiliary, foundation, C&G and ODL accounts. Regularly monitor account balances to prevent over-expenditures. Review and approve documentation to transfer funds. Collaborates with the department chair to develop a department budget. Provide projections and account balances as requested by faculty & staff.
Supervise primary purchasing/travel rep and purchasing/travel activities. Collaborates with primary purchasing rep to ensure all purchases meet FSU, Foundation, ODL, and contracts and grants (as applicable) policies and guidelines prior to initiation of the purchasing activity. Provides back-up support for processing purchases, travel requests, travel reimbursements, purchase orders, P-cards, and T-cards. Maintain back-up documentation for accounts.
Responsible for the coordination and oversight of departmental functions. Maintains property documentation and tracks inventory. Promotes an atmosphere of teamwork in accomplishing the strategic initiatives for the department to include delivery of administrative and academic services for special projects or in meeting key departmental deadlines. Create Standard Operating Procedures, processes, workflows, and manuals that improve departmental effectiveness and efficiency while monitoring and proposing operational improvements. Request rooms for guest speakers, seminars, and events. Contact Classroom Support as needed, reserve rooms utilizing the Department of Economics Online Calendar, requesting CCure access to various rooms for faculty, staff, and students. Assist with lockouts from rooms for students and faculty. Facilitate for new faculty and staff their phones in their offices, request keys to rooms, set up copier access and requestQualifications Bachelor's degree and two years of experience related to the duties of this position; or a high school diploma/equivalent and six year of experience related to the duties of this position.
(Note: a combination of post high school education and experience equal to six years.)
Experience preparing, monitoring and reporting on all financial transactions.
Experience performing accurately in a detail oriented environment
Advanced knowledge of Microsoft Word, Excel and Outlook.
Experience managing and supervising employees.
Experience with office practices, procedures and etiquette.Pay Plan This is an A&P (Administrative and Professional) position.Schedule If not otherwise specified, schedule is M-F, 8-5 with one hour for lunch.Criminal Background Check This position requires successful completion of a criminal history background check. The background check will be conducted as authorized and in accordance with University Policy 4-OP-C-7-B11.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.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.