Administrative Specialist I

Financial Processing:

· Manage expenses related to maintenance and utility budgets, serving as the primary contact for Purchase Orders, Invoices, and PCards.

· Provide support for financial approval processes, staying informed of fiscal policies and procedures, and ensuring compliance.

· Review and submit requisitions for utilities and operations transactions.

· Offer guidance on fiscal processes to ensure efficiency, including asset management and travel procedures.

· Assist in coordinating departmental PCards and assets statewide.

· Process fiscal transactions related to operations, construction projects, maintenance, and utilities as required.

Budget Administration and Management:

· Oversee ongoing maintenance budgets, ensuring adherence to regulations and audit standards.

· Collaborate with maintenance teams to meet financial goals and milestones.

· Monitor project progress using Project Tracker and oversee audits and closures.

· Conduct monthly reconciliations of maintenance budgets and provide updates to Maintenance Operations Supervisors.

· Analyze reports to advise management on strategic fund utilization.

· Provide guidance to Maintenance Operational staff regarding expenses and maintenance project contracts.

· Review UF/IFAS statewide maintenance budgets and report status updates and audit concerns to FPO leadership.

Administrative Responsibilities:

· Assist in onboarding and training of administrative staff.

· Coordinate travel arrangements.

· Provide mentorship and training on UF and IFAS policies and procedures.

· Maintain strong relationships with internal and external stakeholders, addressing inquiries and concerns promptly.

· Assist in overseeing the annual department inventory and conduct audits for accurate asset records.

· Share information within the unit, contribute to internal databases, and suggest process improvements.

· Provide administrative support, including scheduling meetings, preparing agendas, managing correspondence, and planning internal events.

Special Projects:

· Support assigned special projects, such as report creation, financial recovery efforts post-natural disasters, legal document processing, and research tasks.

· Draft reports, presentations, and materials for various purposes.

Other Duties:

· Engage in additional tasks and responsibilities as needed to support departmental operations and objectives.

· Perform other duties as assigned by management related to driving such as transportation logistics for special events or off-site meetings.

Commensurate with education and experience

• Skills in business and office procedures.
• Skilled in Microsoft Word, Outlook, Excel, and Teams programs. Skilled with virtual communication.
• Skilled in accurate data entry and budget management.
• Knowledge of PeopleSoft functions, OnBase, and myUF Market.
• Ability to learn UF policy and procedures.
• Ability to work within FEMA, FDEM, and insurance processes.
• Ability to learn new software.
• Ability to maintain confidentiality.
• Effective verbal and written communication.
• Excellent customer service, time management, record-keeping and organizational abilities are strongly preferred.
• Ability to manage multiple priorities.
• Ability to work with minimal supervision and to make decisions is preferred.
• Ability to become a notary public.

In order to be considered, you must upload your resume.

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.  

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

A valid Florida driver's license is required.