Administrative Spec I

University of Florida•Gainesville, FL

About The Position

Responsible for processing personnel transactions and related human resource functions (e.g. hiring, separation, position update, pay rate changes). Ensures compliance with university, federal, and state regulations while supporting departmental operations and serving as a key liaison across units. Disseminates HR policies, procedures, and training requirements and serves as a subject matter expert on departmental HR practices. Evaluates processes, recommends improvements, and implements changes to enhance efficiency and effectiveness. Serve as support for payroll functions. Assist with review of employee time record for accuracy and proper review and filing of final pay list; include supporting documents needed for audit purposes. Reconcile between student timekeeping portal and PeopleSoft; manage retroactive pay, communicate directly with employee to verify information and/or correct discrepancies. Collaborate with key stakeholders to support the onboarding and offboarding processes for student employees. Assist with monitoring and verifying compliance training. Serves as departmental contact for asset management of 500+ items, including tracking and inventory control, coordinating surplus/disposal requests, ensuring proper asset tagging (including attractive items), and maintaining accurate records in compliance with university policies. Develop reports, handle special projects, tasks, and other duties as assigned. Acquire and maintain Notary Public certification and perform notary services as needed Provides feedback to supervisor regarding the safety and/or condition of programs, equipment and facilities; conducts daily observations and/or uses said equipment and facilities; immediately documents and addresses all safety concerns; and operates a state vehicle as needed; other duties as assigned.

Requirements

Bachelor’s degree or an equivalent combination of education and appropriate experience.
Valid driver’s license.
Ability to acquire and maintain Notary Public certification performing notary services as needed.

Nice To Haves

Bachelor’s Degree
Understanding of UF payment procedures and PeopleSoft
Excellent Excel spreadsheet skills
Ability to work with minimal supervision
Ability to think laterally
Ability to undertake initiatives
Self-motivated
Adaptable
Great team player
Customer focused

Responsibilities

Processing personnel transactions and related human resource functions (e.g., hiring, separation, position update, pay rate changes).
Ensuring compliance with university, federal, and state regulations.
Supporting departmental operations and serving as a key liaison across units.
Disseminating HR policies, procedures, and training requirements.
Serving as a subject matter expert on departmental HR practices.
Evaluating processes, recommending improvements, and implementing changes.
Supporting payroll functions, including reviewing employee time records for accuracy and filing pay lists.
Reconciling student timekeeping portal with PeopleSoft, managing retroactive pay, and correcting discrepancies.
Collaborating with stakeholders to support onboarding and offboarding processes for student employees.
Monitoring and verifying compliance training.
Serving as departmental contact for asset management of 500+ items, including tracking, inventory control, surplus/disposal requests, asset tagging, and record maintenance.
Developing reports, handling special projects, and performing other assigned duties.
Acquiring and maintaining Notary Public certification and performing notary services.
Providing feedback to supervisor regarding safety and condition of programs, equipment, and facilities.
Conducting daily observations and/or using equipment and facilities.
Documenting and addressing all safety concerns immediately.
Operating a state vehicle as needed.