Administrative Specialist at Florida State University in Tallahassee, Florida

Job Description:

Job Title: Administrative Specialist
Location: Tallahassee, FL
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 58034
Department

FSU Maintenance

Responsibilities

This performs direct administrative professional support services for the leadership and departments of Facilities Maintenance, Central Utilities Plant (CUP), and Engineering Services.

• Responsible for the management of all personnel, administration and budgetary functions within the assigned facilities departments. Supervises staff and works with them to ensure delineation of responsibilities in an effective and efficient manner to cover various areas of administrative responsibilities, such as, but not limited to: staff recruitment/onboarding, AiM work orders/time cards, travel, procurement, and other programmatic efforts. Provides the necessary administrative assistance to leadership. Makes recommendations regarding policy and procedures for the department.


• Serves as the departmental representative to Human Resources for Maintenance, CUP, and Engineering Services. Coordinates the payroll functions within the Facilities Maintenance, CUP, and Engineering Services departments. Certifies payroll for the department on a bi-weekly basis. Initiates, develops and coordinates the administrative records for the Maintenance, CUP, and Engineering Services departments department, including the preparation of personnel action forms.


• Coordinates the purchasing functions for the Facilities Maintenance department, including purchase requests, and helping direct other financial paperwork to the right areas. Has frequent contact with the university purchasing department as well as vendors and company representatives concerning purchasing activities. Monitors all phases of purchasing activities to ensure all paperwork is completed in a timely manner.


• Assist leadership in preparing the annual budget for Facilities Maintenance and Utilities. Monitors and reports on the status of the Facilities Maintenance operating and capital budgets. Reconciles departmental ledgers and verifies all encumbrances and disbursements, working closely with Facilities Accounting. Ensures that each area is billing charges to the correct account. Assists with special projects in conjunction with Facilities admin. Other duties as assigned.

Qualifications

Bachelor's degree and two years experience or a high school diploma or equivalent and six years of experience. (Note: or a combination of post high school education and experience equal to six years.)

Preferred Qualifications

• Ability to communicate effectively verbally and in writing.
  
  


• Ability to develop and implement policies, procedures, goals, and objectives.
  
  


• Ability to establish and maintain effective working relationships.
  
  


• Ability to evaluate process effectiveness and develop change or alternatives.
  
  


• Ability to gather, interpret, report, and/or edit information.
  
  


• Ability to prioritize, organize and perform multiple work assignments simultaneously.
  
  


• Ability to train and supervise employees.
  
  


• Knowledge of and ability to interpret and apply related federal, state, and local laws, ordinances, rules and regulations.
  
  


• Knowledge of and the ability to interpret and apply related University policies, procedures, principles, and practices.
  
  


• Knowledge of applicable computer applications and basic computer functions.
  
  


• Knowledge of office practices, procedures, and etiquette.
  
  


• Knowledge of processes, procedures, and methods used in facilities operations.
  
  


• Knowledge of the concepts, principles, and practices of accounting, budgeting, and cost control 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.

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.


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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.

Considerations

This is an A&P position.

This position requires successful completion of a criminal history background check.

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.

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