Administrative Specialist - Uba/Controller's Office

Job Title:Administrative Specialist - UBA/Controller's Office
Location: Tallahassee, FL
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 56310
Department

University Business Administrators - Controller's Office

Responsibilities

This entry-level administrative support position is responsible for the administrative support services for the Controller's Office.

• Administrative Support: Directly responsible for the basic administrative support duties in the areas of customer service, purchasing, accounts payable, and general office administration of the Controller’s Office with supervisory oversight and direction. Coordinates scheduling appointments and space, events and training, archiving/destruction of records, department-wide memberships in professional organizations, travel arrangements, and processing of mail. Communicates routine university and departmental policies and deadlines. Ensures day-to-day support of Controller’s staff using basic knowledge of office administration.
• Procurement: Applies basic knowledge of university procurement and accounts payable policies to provide procurement and P-card support, including the processing of requisitions, purchase orders, P-card purchases, ePRFs, contract renewals, and managing office supply inventory. Serves as a proxy on P-card purchases for Controller’s Office units.
• Financial: Applies basic budgeting and reconciliation preparation knowledge to backup the Controller’s Office Business Manager. Assists in oversight of the Controller’s Office Foundation funds with supervisory oversight and direction.
• HR Departmental Representative: Functions as HR Departmental Representative at a basic level. Monitors time entry and approval, verifies bi-weekly payroll reports and processes routine HR actions. Processes routine HR compliance-related forms and maintains departmental HR files. Coordinates the routine review and update of position descriptions.
• Employee Onboarding: Assists in the onboarding of new employees at a basic level with supervisory oversight and direction. Provides orientation to new hires on departmental processes and procedures. Assists in the development of recruitment and hiring practices, policies, and procedures.

Qualifications

Bachelor's degree and two years of experience; or a high school diploma or equivalent and experience equal to six years. (Note: post high-school education and/or experience may substitute at a comparable rate.)

• HR skills including onboarding of new employees and employee time oversight.
• Ability to multi-task as well as the ability to prioritize tasks.
• Customer service skills
• General office administration knowledge

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

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.

This position is being re-advertised. Previous applicants need not reapply.

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.