Administrative Specialist I
Job no: 515791
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Business/Accounting/Finance, Office/Clerical, Veteran's Preference Eligible
Department:60310000 - AG-FAC PLANNING / OPERATIONS
Administrative Specialist I
IFAS Facilities Planning and Operations maintains over 1,000 buildings and 50,000 acres around the state of Florida. The work we do helps support research that feeds the world. Our team must be customer focused and accurate. This position will uplift and support a staff of approximately 65 statewide employees. The position will also oversee payroll, assist with multi-million dollar budgets, and detail focused specialty projects. The following are additional details about the position:
PAYROLL / PERSONNEL - Administers payroll functions and personnel actions to include scheduling interviews, creating requisitions, hiring, terminations, retirement, leave and workers compensation using PeopleSoft. Updates all positions descriptions and contracts notices of appointments. Maintains employee personnel files. Requests health assessment reports, FDLE background checks, records FMLA, employee distributions and acts a liaison between supervisors/employees and Central Employment. Provides organizational chart, rate report, and compensation report on a monthly basis. Reviews and processes a $4 million payroll. Performs as staff notary public. Responsible for Directory and Emergency Contact List updates.
TRAVEL – Processes travel documents, invoices, p-cards, and related items for staff who travel in-state and out-of-state. Keeps up to date with travel policies and procedures
BUDGET – Process transactions, expenses, p-cards, invoices, requisitions, and purchase orders for assigned budgets. Approves requisitions on-line for construction and maintenance. Orders Office supplies. Assist with utility, administrative, and other budgets as assigned.
SPECIAL PROJECTS – Assist with special projects as assigned. Projects may include reports and financial recovery efforts after a natural disaster, assisting with processing legal documents, assist with lease collection, researching topics, managing assets, managing conference room calendars, and additional special projects as they may arise.
OTHER - Other duties as assigned. May require use of state vehicles for travel to UF/IFAS departments on Gainesville and other IFAS Facilities statewide.Expected Salary:
The salary range is $16.25 - $20.10 per hour, commensurate with qualifications and experience.Minimum Requirements:
Bachelor’s degree or an equivalent combination of education and appropriate experience.
Valid Florida driver licensePreferred Qualifications:
Skills in business and office procedures.
Skilled in Microsoft Word, Outlook, Excel, & Teams programs.
Skilled in accurate data entry and budget management.
Knowledge of PeopleSoft functions, OnBase, & myUFMarket.
Ability to learn UF policy and procedures.
Ability to work within FEMA, FDEM, & insurance processes.
Ability to learn new software.
Must maintain confidentiality.
Ability to communicate effectively, orally and in writing.
Excellent customer service, time management, record-keeping and organizational abilities required.
Skilled with virtual communication.
Ability to become a notary public.Special Instructions to Applicants:
In order to be considered, you must upload your cover letter and resume.
Must become a notary within the first six months of hire.
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.Health Assessment Required:
Advertised: 15 Feb 2021 Eastern Standard Time
Applications close: 02 Mar 2021 Eastern Standard Time