Administrative Assistant II

University of Florida•Gainesville, FL

11d•$22 - $25

About The Position

The Administrative Assistant II oversees time and leave for the department of Obstetrics and Gynecology and provides support services to the accounting division. Primary duties include serving as departmental resource for time and leave questions; auditing time and leave to ensure accuracy and compliance with applicable laws, policies and regulations; keeping abreast of changes to time and leave policies and communicating such to department personnel; overseeing copier and other office maintenance; ordering supplies; processing physical plant requests; tracking assets in the Asset Management system. Oversees time and leave entries for all department personnel. Performs bi-weekly reviews of Payable Time Summary and Detail to ensure accuracy of time and leave recording. Regularly checks “Manage Exceptions” and takes appropriate action to correct identified errors as necessary. Provides training to new employees on entering time and leave. Entering ADU’s for new hires self-move, etc. and monthly ADU’s for on-call providers. Works with UFGO as needed to complete travel reimbursement and to ensure compliance as needed. Processes and enters new volunteers and observers into my.ufl system in a timely manner. Tracks and assures annual departmental training and compliance courses are completed. Overseeing copier and other office maintenance; ordering supplies; processing physical plant requests; Ensures assets are appropriately entered and maintained in the Asset Management system. Maintains department mail boxes and completes mail run, including distribution of phone directory for department. Process invoices, maintains office supply inventory for department. Tracks FMLA usage for all department employees. Receives Workers’ Compensation notifications when an employee is injured; tracks medical visits and leave usage for work-related injuries.

Requirements

High school diploma or equivalent
Four years of relevant experience or an equivalent combination of education and experience

Nice To Haves

Knowledge of UF and College of Medicine personnel and payroll policies, procedures and requirements
Knowledge of PeopleSoft’s payroll and human resources applications to process recruitments, job actions, and position actions
Ability to meet deadlines
Organizational skills
Microsoft Word and Microsoft Excel skills to process letters, spreadsheets
Strong written and verbal communication skills to advise department faculty and staff
Customer service skills
Office management skills
Ability to initiate and complete projects and follow-through

Responsibilities

Oversees time and leave for the department of Obstetrics and Gynecology
Provides support services to the accounting division
Serves as departmental resource for time and leave questions
Audits time and leave to ensure accuracy and compliance with applicable laws, policies and regulations
Keeps abreast of changes to time and leave policies and communicates such to department personnel
Oversees copier and other office maintenance
Orders supplies
Processes physical plant requests
Tracks assets in the Asset Management system
Performs bi-weekly reviews of Payable Time Summary and Detail
Checks “Manage Exceptions” and takes appropriate action to correct identified errors
Provides training to new employees on entering time and leave
Enters ADU’s for new hires self-move, etc. and monthly ADU’s for on-call providers
Works with UFGO to complete travel reimbursement and ensure compliance
Processes and enters new volunteers and observers into my.ufl system
Tracks and assures annual departmental training and compliance courses are completed
Maintains department mail boxes and completes mail run
Distributes phone directory for department
Processes invoices
Maintains office supply inventory for department
Tracks FMLA usage for all department employees
Receives Workers’ Compensation notifications
Tracks medical visits and leave usage for work-related injuries