Administrative Specialist

University of South Florida • Tampa, FL

4d • $39,000 - $48,630

About The Position

Administrative Specialist performs a wide range of administrative and fiscal duties including preparing statistical reports and spreadsheets, preparing correspondence, reports and presentations, handling information requests, providing purchasing and billing support, and assisting with travel. The successful candidate must be able to multi-task, prioritize tasks, resolve problems and make decisions, develop effective working relationships, and be a motivated self-starter.

Requirements

• This position requires a high school diploma or equivalent
• At least four years of experience in an office or administrative support position.
• Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Nice To Haves

• Knowledge of USF policies and procedures and billing processes.
• Proficiency with Microsoft Office.
• Experience with USF Business Enterprise Applications (FAST, Finance Mart).
• Knowledge of good business practices and organizational abilities.
• Excellent Communications skills, problem solving and decision-making skills and time management.

Responsibilities

• Provides confidential administrative and fiscal support to Assistant Director of Finance, including but not limited to assists with finalizing documents, reports, and correspondences; maintains records according to retention policies; inventories and organizes all current contracts and Memoranda of Understandings (MOUs) for Research Integrity & Compliance.
• Assists with Accounts Receivable for USF Research, including but not limited to prepares Tax Free Alcohol and service fee invoices and interdepartmental transfers for service fees; responses to billing questions; assists with tracking incoming payments and helps ensure accounts are in compliance with financial procedures and policies; and sends bill reminders to clients regarding outstanding accounts.
• Assists with procurement, researching items and obtaining price quotes, preparing/ initiating requisitions, and receiving purchase orders. This position will be in charge of using PCards and making purchases for the department. Makes travel arrangements for USF Research staff. Prepare and submit travel expenses and reports.
• Reviews and audits accounting documents such as invoices, requisitions, purchase orders, bills, and other documents for arithmetical accuracy, completeness, and adherence to University policies and procedures, agreements and contractual requirements; verifies totals and availability of funds before processing.
• Prepares and maintains a variety of statistical reports and records; creates worksheets to track required data; compiles and prepares periodic and special reports. Assists with adjustments and reconciling entries to centralized accounting records; classifies and codes accounting transactions.
• Performs other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED