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Administrative Associate

Employer
Florida State University
Location
Panama City, FL

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Job Details

Job Title: Administrative Associate
Location: Panama City, FL
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 52260
Department

The Florida State University Panama City Campus Department of Finance and Administration welcomes applications for Administrative Associate.

Equal Employment Opportunity

An Equal Opportunity/Access/Affirmative Action/Pro Disabled & Veteran Employer.

FSU's Equal Opportunity Statement can be accessed at: https://hr.fsu.edu/sites/g/files/upcbnu2186/files/PDF/Publications/diversity/EEO_Statement.pdf.

Responsibilities

Responsible for performing a wide variety of administrative support duties for the Facilities, Operations, and Maintenance [FO&M] Department of PCC Finance & Administration.

Provide administrative support to FO&M and Police Dept.; provide assistance to staff, guests, and telephone calls/inquiries; maintain project calendar; assist FO&M manager and Police Department Lieutenant with administrative reports/other correspondence; assist with shutdown schedules for semester maintenance; receive/process work request and provide status updates to FSU PC staff; maintain work request monthly reports; maintain schedules of events calendar and work closely with Facility Use Coord. on setup instructions/special requests; maintain certificate of insurance file for contractors working on campus; coordinate campus day labor employee needs; dispatch service calls via two-way radio to FO&M staff; receive emergency/immediate repair requests and communicate to the appropriate person(s) for resolution; receive immediate/emergency cleanup requests and communicate to custodial/maintenance; provide follow-up information to appropriate offices on tentative solution; serves as dispatcher for Police Dept when officers cannot be reached by phone; advise managers and staff on relevant HR and Purchasing policies & changes; advise suppliers on liability insurance requirements; provide new suppliers with information on getting setup in the purchasing system, follow-up until the process is complete.

Serve as department Purchasing representative for FO&M and Police Department; process invoices for timely payment and receipt goods in myFSU Financials upon arrival; communicate with suppliers on various projects and orders; follow-up and/or troubleshoot issues with suppliers; monitor all FO&M and Police Department P.O.s to ensure all are fulfilled and invoices are paid timely, process P-Card receipts for FO&M cardholders, completing required information and obtaining signatures prior to submitting to AR; and maintain a P-Card for purchasing; manage inventory for flags, FO&M uniforms, batteries, and office supplies; enter travel for maintenance staff and Police Department; act in back up roll for preparing requisitions and initiating purchase orders for all departments at FSU PC if needed. Prepare and submit monthly PCard Reconciliations for all FO&M and Police Department PCard holders.

Serve as FO&M and Police Department HR representative; inform staff of HR notifications regarding payroll and other deadlines; assist maintenance personnel with electronic time entry and other computer related functions; post notices regarding important HR/payroll information; assist supervisors/employees with annual electronic USPS ePerformance evaluations; print time card labels and distribute time cards each pay period; review time cards for accuracy, audit annual and sick leave used each pay period, and record on spread sheet; send memos biannually on leave status; send memos annually on on-call requirement; maintain monthly overtime report to FO&M manager; maintain employee training folders.

Prepare various daily, weekly, monthly, and yearly reports as requested by supervisor and Police Department Lieutenant. Assist supervisor and Police Department Lieutenant with collecting quotes for equipment, materials and projects as needed. Assist with Emergency Management issues related to FO&M and Police Department. Daily communication with FO&M staff related to outstanding work requests. Act as Inventory representative for FO&M and Police Department for the annual inventory count and verification.

Issue and collect University building keys; maintain current database of all PCC campus key holders; send request to designated FO&M maintenance technician when SARGENT key blanks require cutting; work with FO&M designated maintenance technician and the Main Campus Key Shop for cutting of BEST keys; order, schedule installation and maintain University interior and exterior signage, updating as needed, create and post laminated signs on each building when FSU PC will be closed or operating hours are modified; acts as back-up for Mail Room shipping and receiving and switch board operator in Holley as needed.

Announce on FO&M radio daily when you are ready to work and leave campus, Clock in and clock out daily, time written on timecard will require explanation and document why electronic time stamp was not used. Attend SGC meetings as Otherneeded. Other duties as needed by FO&M and the Police Department. Assist FSU PC Director of Finance and Administration as needed.

Qualifications

High school diploma and three years of experience.

(Note: a combination of post high school education and experience equal to three years.)

  • Ability to establish and maintain effective working relationships.
  • Ability to meet project deadlines.
  • Ability to prioritize, organize and perform multiple work assignments simultaneously.
  • Ability to utilize problem solving skills.
  • Ability to understand and follow written and oral instructions.
  • Ability to demonstrate effective customer service skills.
  • Ability to communicate effectively verbally and in writing.
  • Knowledge of applicable computer applications and basic computer functions, including Microsoft Word and Excel.
  • Knowledge of electronic data processing as it applies to purchasing activities.
Preferred
  • Knowledge of and the ability to interpret and apply related University policies, procedures, principles, and practices.
  • Knowledge of and ability to interpret and apply related federal, state, and local laws, ordinances, rules and regulations.
Helpful The ideal candidate for this role: This position handles all administrative duties for the Facilities, Operations, and Maintenance, and Campus Police departments. Organization and the ability to meet deadlines are required to be successful in this role. Attendance and punctuality is extremely important. Understanding a purchase order system is extremely helpful.

Typical day/working environment: This position is responsible for administrative support, maintaining project calendar, and oversight of purchase orders, from start to finish, for the Facilities, Maintenance, and Campus Police departments. This includes everything from researching products or services, obtaining quotes, and entering the requisitions, to confirming receipt of goods and payment of invoice. In addition, this position assists the vendors with the setup process, assists staff with timekeeping, dispatches calls for emergency/urgent facilities or maintenance needs, and maintains all office supplies and inventory.

60-90 day expectation: There is training and access needed for this position. Within 60 – 90 days, the structure of the position and how it works within the University system should be cemented. Within the first two weeks, the process of dispatching calls and entering requisitions should be understood and able to be handled without supervision. Within the first 60 days, a working knowledge of the process of procurement within the University should be formed including basic University operations and procedures.

University Information

One of the nation's elite research universities, Florida State University preserves, expands, and disseminates knowledge in the sciences, technology, arts, humanities, and professions, while embracing a philosophy of learning strongly rooted in the traditions of the liberal arts and critical thinking. Founded in 1851, Florida State University is the oldest continuous site of higher education in Florida. FSU is a community steeped in tradition that fosters research, encourages creativity, and embraces diversity. At FSU, there’s the excitement of being part of a vibrant academic and professional community, surrounded by people whose ideas are shaping tomorrow’s news!

Learn more about our university and campuses.

Pay Plan

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

FSU Total Rewards

FSU offers a robust Total Rewards package. Visit our website to learn more about our Compensation, Benefits, Wellness, Recognition, and Employee Development programs.

Use our interactive tool to calculate Total Compensation options based on potential salary, benefits and retirement contributions, earned leave, and other employment-related perks.

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.

Veterans' Preference

Certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority, and certain servicemembers may be eligible to receive waivers for postsecondary educational requirements, in employment by the state and its political subdivisions and are encouraged to apply for the positions being filled. Veterans' Preference applies to University Support Personnel System (USPS) positions only.

IMPORTANT: To claim Veterans' Preference, select “yes” to the question on the application questionnaire and upload a DD-214 (or equivalent), the Veterans' Preference Certification form, and other documentation if applicable with your online application before midnight of the position closing date.

Click the links for eligibility information and required documentation, or call FSU Human Resources at (850) 644-6034.

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.

Organization

Working at Florida State University

One of the nation's elite research universities, Florida State University — with the Carnegie Foundation's highest designation, Doctoral/Research University-Extensive — offers a distinctive academic environment built on its cherished values and unique heritage, welcoming campus on the oldest continuous site of higher education in Florida, championship athletics, and prime location in the heart of the state capital.

Combining traditional strength in the arts and humanities with recognized leadership in the sciences, Florida State University provides unmatched opportunities for students and faculty through challenging academics, cultural discovery and community interaction.

Underlying and supporting the educational experience at Florida State University is the development of new generations of citizen leaders, based on the concepts inscribed in our seal: Vires, Artes, Mores — Strength, Skill and Character.

Epitomized by recently named Rhodes Scholars Garrett Johnson and Myron Rolle — elite athletes and scholars committed to public service — and Joseph O'Shea — a campus and community leader as well as a top scholar — Florida State's 40,000 students are dedicated to academic excellence and providing leadership in our complex world.

Florida State University's 16 colleges offer more than 275 undergraduate, graduate, doctoral, professional and specialist degree programs, including medicine and law, covering a broad array of disciplines critical to society today. Each year the University awards over 2,000 graduate and professional degrees.

With its impressive breadth of leading graduate, professional and undergraduate programs, Florida State University is a demanding, intellectually stimulating, yet warm and caring environment for students and faculty. Recognized nationally for its commitment to diversity, Florida State University is a national leader in the number of doctorates awarded to African-American students and in the graduation rate of African-American undergraduates. Its College of Medicine and College of Law are ranked in the nation's Top 10 for Hispanic students.

Florida State University's arts programs — dance, film, music and theatre — rank among the finest in the world, offering an arts education comparable to leading conservatories. Its creative writing program is ranked among the nation's best and is home to the most consistently honored and published student body in the United States. Florida State is responsible for governance of the John and Mable Ringling Museum of Art and associated arts programs, one of the largest museum/university complexes in the nation.

Other programs consistently included in the top public university list include physics, chemistry, political science, psychology, criminology, public administration, library science, information, human sciences, business and law.

At the Ph.D. level, interdisciplinary programs draw on notable research faculty strengths that transcend the traditional disciplines, including neuroscience, molecular biophysics, computational science, materials science and research at the National High Magnetic Field Laboratory—home to the world's most powerful magnets.

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