Administrative Specialist – University of South Florida (Tampa)

College Division : Administrative Services Business Center

Salary Plan : Staff

Job Code/Title : 2204 / Administrative Specialist

Hiring Salary/Salary Range : $36,790 – $38,800

Position Number : 00004755

ORGANIZATIONAL SUMMARY 

Administrative Services Business Center (ASBC) provides cost-effective and efficient financial and administrative support services to all departments and offices in Administrative Services. Administrative Services consists of Facilities Management, Human Resources, and Parking & Transportation Services. Facilities Management includes Emergency Management, Environmental Health & Safety, Planning, Design & Construction, Operations, and Services. In addition, the University Police (UP) administrative support is performed within the Administrative Services Business Center (ASBC).

POSITION SUMMARY 

This position provides departmental support to Administrative Services departments. This position shall be primarily responsible for processing timesheets, on-call paperwork, attendance and leave, payroll adjustments, leave audits and RSA Payroll checks within the Administrative Services Business Center (ASBC). In addition, this position shall collect and create charts on metric information for the ASBC Support Services and Supply Chain Management.

RESPONSIBILITIES 

Audits all timesheets for accuracy and completeness. Verifies the amount of annual and sick leave time available based on the information on each timesheet. In addition, this position processes and/or tracks all overtime, cut pay issues, FMLA usage, worker’s compensation issues, military leave, donated sick leave, and sick leave pool enrollment.

Verifies and certifies all staff hours worked, including overtime, cut pay, worker’s compensation, and ensures leave of absence hours are documented properly. This information is entered into the Certs program for processing. Audits payroll registers and verifies accuracy of information in the payroll registers against hours certified.

Audits and corrects all attendance and leave issues in GEMS for each employee when processing timesheets. Monitors and send Supervisors reports weekly concerning leave pending approval. Provides each employee a current leave balance statement semiannually.

Verifies information on Appointment Status Forms against the Payroll Certification program to ensure the information and the data agree prior to processing hours worked for payroll certification. Completes and processes forms such as, Payroll Certification Adjustment, and On Call pay for designated employees and completes other written documents as needed.

Runs GEMS reports weekly for verification purposes, makes adjustments as required, and run GEMS reports as needed based on the customer’s request.

Performs additional related duties as required.

POSITION QUALIFICATIONS 

MINIMUM :

This position requires a high school diploma or equivalent, with at least four years of experience in an office or administrative support position. Additional education may not be substituted for this experience requirement.

PREFERRED 

The preferred candidate will have an Associate degree with six (6) years of experience in an office or administrative support position; or have a Bachelor’s degree with four (4) years of experience in an office or administrative support position. The choice candidate will have knowledge of USF policies and procedures. Preference will be given to candidates that have a working knowledge on how to navigate and use PeopleSoft GEMS, FAST, and the Certs Program.