Administrative Assistant Ii, Programs

2 weeks ago

Gainesville, United States University of Florida Full time

**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)
- 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
- 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

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