Job Information
University of Florida Administrative Assistant I in Alachua, Florida
Administrative Assistant I
Apply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=533796&lJobSourceTypeID=796&sLanguage=en-us) Job no: 533796
Work type: Staff Part-Time
Location: Alachua
Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible
Department: 60470000 - AG-WILDLIFE ECOLOGY / CONSERV
Classification Title:
Administrative Assistant I
Job Description:
This position supports the faculty, staff and students of the Florida Cooperative Fish and Wildlife Research Unit (Unit). It supports compliance and reporting activities and provides general office assistance. This entails the training and knowledge necessary to generate and manage such reports. The incumbent is responsible for accurate data entry of training, safety, and property records in the appropriate internal spreadsheets and digital repositories. Tracks federal property for the Unit and prepares monthly vehicle utilization records. Assists with preparation and hosting of the Annual Cooperators Committee meeting.
Perform various office duties including preparing FedEx packages, answering phones, send/deliver faxes, assisting faculty and graduate students with the copier, opening and routing mail, running campus errands on foot or using Unit vehicle and preparing spreadsheets as requested. Keep track of office supplies and place orders as needed. Works with student clerical assistant(s) to scan documents for archiving and then dispose of paperwork by adherence to USGS and UF Record Retention policies and schedule. Maintain Unit records and perform other duties as assigned.
Assist Admin Specialist and Unit faculty and staff with tracking of all federal and state property. This includes keeping track of where vehicles are parked, where keys to vehicles are located, making sure annual inspections are done, retrieving monthly mileage logs and entering in spreadsheet to transmit to United States Geological Survey (USGS) for federal vehicles, assisting RA/ASII with paperwork to scrap or replace vehicles as needed, and be sure vehicles are kept clean and maintained. Maintain Sunpass file and transponders to ensure charges are posted to the correct account.
Monitor and track of all training required by Unit employees and ensure new employees take the appropriate training. Be sure Job Hazard Analysis reports are completed and kept on file. Enter personnel and trainings completed in federal database (i.e., Digital Measures). Maintain USGS volunteer form file and be sure it is updated as new employees are added and all forms are updated annually. Maintain federal drivers file ensuring the motor vehicle operator’s certification is completed annually and training is updated as required.
Assist Administrative Specialist with preparing the annual Co-Op Committee meeting which includes helping assemble parts of the annual report, arranging for poster printing and poster session, maintaining and updating response lists, printing name tags, coordinating the photo contest, manning the registration table the day of the event and other duties as may be assigned.
Expected Salary:
$17-$19/hr. commensurate with qualifications and experience.
Minimum Requirements:
High school diploma or equivalent and one year of relevant experience.
Preferred Qualifications:
Preference will be given for knowledge of and experience with fiscal, compliance, and reporting processes at the University and USGS and possess a basic understanding of accounting principles. Must have experience with Microsoft Word, Excel and Outlook and can work independently. Must be professional, communicate information accurately and effectively, have good interpersonal skills, independent judgment, initiative, and sound decision making. Must be accurate with record entry, have ability to multi-task and organize, and work within established deadlines.
Preference will be given for knowledge of and experience in supporting research activities in biological sciences, wildlife ecology, or related fields.
Special Instructions to Applicants:
To be considered please upload your cover letter, resume and three (3) professional references. 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 ourVeteran's Preference Page (https://jobs.ufl.edu/applicant-resources/veterans/) for more specific information.
Health Assessment Required:No
Advertised: 06 Nov 2024 Eastern Standard Time
Applications close: 13 Nov 2024 Eastern Standard Time
