Executive Secretary

University of North Florida Alumni Association • Jacksonville, FL

1d

About The Position

The primary duties of this position include administrative and clerical assistance to the Director and staff. This position provides administrative and clerical support for Environmental Health & Safety, Insurance & Risk Management and the Building Code Administration Programs within the Division of Administration & Finance.

Requirements

• High school diploma and 4+ years of relevant experience. Or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219.
• This position requires a background check.
• This position may also require a credit check.
• The incumbent must promptly report allegations of sexual misconduct, sexual violence, and child sexual abuse by or against any student, employee, contractor, or visitor to the University’s Title IX Administrator or any divisional Title IX Coordinator

Responsibilities

• Processing memoranda and personnel action forms
• Answering phones, routing calls and taking messages
• Monitoring and approving OPS payroll and leave
• Maintaining calendars for all staff
• Submitting travel authorization and reimbursement requests for all staff
• Processing p-card purchases and participating in p-card audits
• Routing building code inquiries
• Calculating and submitting building code permit fee invoices and tracking payments
• Daily supervision of OPS employees
• Compose and maintain Office Procedures Manual
• Facilitate review and tracking of campus special events and maintain the approved food vendor list
• Utilize the University Workday system to establish purchase orders, process invoices for payment and approved budget change orders
• Maintain an insurance register
• Facilitate insurance policy premium payments
• Receives and routes incoming mail
• Assists in the processing of OPS employees
• Establishes, organizes and maintains departmental filing system
• Updates departmental property check-out forms
• Assists in the maintenance of office files (new and changes) and routes building code inquiries
• Orders and distributes office supplies
• Serves as Secretary for the President's Safety Advisory Council
• Utilizes the document imaging system to store, file and retrieve various insurance, claim and risk management documentation
• Special projects, as needed

What This Job Offers

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