Administrative Assistant II, Programs

18 hours ago

Gainesville, United States University of Florida Full time

Classification Title:

Administrative AST II

Job Description:

Responsible for performing various purchasing and administrative support functions for the Operations department in the JWRU

* Initiate and process purchase requests and purchase orders (as directed); maintain log and track purchase orders; notify area managers when purchase orders are available for use
* Prepare and process invoices, purchasing documents, expense reports, receiving reports and other financial documents; reconcile purchasing card (p-card) transactions
* Utilize p-card for department purchases (as directed)
* Receive delivery of ordered items for maintenance and housekeeping; verify deliveries for completeness and accuracy
* Research specifications and conduct price comparisons for proposed department purchases (as directed)
* Assist in preparing, tracking, and record keeping for program budgets (as directed)
* Support the building services area, ensuring excellent customer service in all interactions; greet visitors; answer and route telephone calls; assist vendors and other customers (as needed)
* Monitor and respond appropriately to communications via the departmental radio communications system
* Maintain notebook for Safety Data Sheets (SDS) for Maintenance and Housekeeping areas
* Create and maintain a database for inventory of parts, materials, supplies, and equipment; maintain appropriate inventory levels and order replacement items (as needed)
* Utilize Microsoft (MS) Word, Excel, PowerPoint and similar software applications for data collection and tracking, creation of reports and presentations, and similar tasks
* Schedule and coordinate meetings, inspections, and other calendar coordination functions (as directed)
* Develop and maintain up-to-date written operational procedures for areas of responsibility
* Ensure compliance with safety standards, OSHA, ADA and other relevant regulations at all times
* Responsible for pick-up of materials from local vendors using JWRU vehicle (as directed)
* Responsible for monitoring and contacting Cox Cable for any issues with the function throughout the JWRU building
* Coordinate and plan all meetings and interviews for selected applicants as well as committee members for maintenance and housekeeping recruiting efforts

Responsible for clerical duties for the maintenance and housekeeping departments

* Perform clerical tasks including typing, data entry, mail sorting and distribution, photocopying and scanning, and similar functions
* Develop and maintain an effective filing system [organized, up-to-date, and cross-referenced (as needed)]; maintain information notebooks and similar recordkeeping; assist with organizing and upkeep of project and building plans and specifications in hard-copy and electronic formats
* Maintain an up-to-date directory of staff member and vendor contact information
* Maintain departmental employee leave calendar
* Maintain vehicle use log for JWRU vehicles

Responsible for operations and coordination of the building services work order management system

* Receive and respond to requests, inquiries, or complaints from building occupants or other customers concerning building maintenance needs; create work orders and/or inform supervisor (as needed)
* Prepare and enter data into work order management system including routine and preventative maintenance, special projects, and other building operations needs
* Track and update work order status in system; maintain records of completed tasks
* Develop and compile reports (as directed) pertaining to maintenance operations including work completed, work orders outstanding, and similar data or information
* Create monthly summaries of billable and non-billable work performed for dining services, bookstore, and other external units within the building
* Contact UF Environmental Health and Safety for any pest control issues

Responsible for monitoring and coordination of loading dock operation and maintenance

* Visually (remotely) monitor loading dock activity (as directed)
* Issue and monitor temporary vehicle passes for utilization of loading dock area (as directed)
* Schedule and coordinate major deliveries (as needed)
* Report non-compliant utilization of loading dock area to supervisor
* Receive deliveries for and coordinate distribution of packages to building occupants; maintain log of deliveries and distribution

Develop reports, handle special projects, tasks, and other duties as assigned

* Prepare, proof, and edit correspondence and administrative reports
* Collect, organize, and analyze data related to administrative functions such as accounting, personnel, or report writing

Expected Salary:

$17.79 - $20.19/HR

Minimum Requirements:

High school diploma or equivalent and four years of relevant experience.

Preferred Qualifications:

* Experience in handling and disposing of hazardous materials
* Knowledge of administrative and office management principles and practices
* Proficiency with computers and basic software applications (working knowledge of Microsoft Office, DocuSign, and PeopleSoft preferred)
* Planning, organization, and communication skills to include workflow
* Customer service skills
* Strong interpersonal skills
* Ability to work independently
* Function effectively in a fast-paced environment with frequent interruptions
* Handle multiple projects or tasks simultaneously
* Understand, interpret, and apply rules, regulations, policies, and procedures
* Work as part of a team in a multi-cultural environment

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter, resume and list of professional references.

Normal Work Schedule:

* Monday through Friday, 7:30AM to 4:30PM
* Flexibility to adjust schedule may be required depending on the demands of the position and/or department needs.

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: No

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