Job Title: Administrative Specialist
Location: Tallahassee, FL
Full/Part Time: Full-Time
Job ID: 47901
Department College of Social Sciences and Public Policy
Department of SociologyEqual 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 hires 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.
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 systems 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 and 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. Collaborates with department staff and students for creative content and program visibility to provide strategic support for student recruitment. Create Standard Operating Procedures, processes, workflows and manuals that improve department effectiveness and efficiency while monitoring and proposing operational improvements. Manages the department SharePoint site and Teams for workflow processes.
Creates the e-binder for the Promotion and Tenure process for faculty and Specialized faculty. Inputs the Assignment of Responsibilities (AOR) for faculty each semester. Inputs FACET information for faculty and staff/OPS funded by grants.Qualifications Bachelor's degree and two years of experience related to the duties of this position; or a high school diploma/equivalency and six years of experience related to the duties of this position.
(Note: a combination of post high school education and experience equal to six years related experience.)
Knowledge and the ability to apply Generally Accepted Accounting Principles (GAAP).
Experience performing fiscal accounting and monitoring budget information.
Ability to perform accurately in a detail oriented environment.
Leadership and supervisory skills.
Advanced proficiency with Microsoft Office applications (PowerPoint, Excel, Word, and Outlook).
Ability to communicate effectively verbally and in writing.Pay Plan This is an A&P (Administrative and Professional) position.Schedule If not otherwise specified, schedule is M-F, 8-5.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.