Administrative AST II, Operations

　　Apply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=530022&lJobSourceTypeID=796&sLanguage=en-us) Job no: 530022

　　Work type: Staff Full-Time

　　Location: Main Campus (Gainesville, FL)

　　Categories: Office/Administrative/Fiscal Support, Veteran's Preference Eligible

　　Department: 05320000 - RU-MAINTENANCE

　　Classification Title:

　　Administrative AST II

　　Job Description:

　　Responsible for performing various purchasing and administrative support functions for the Operations department in the JWRU

　　Initiate and process purchase requests and purchase orders (as directed); maintain log and track purchase orders; notify area managers when purchase orders are available for use

　　Prepare and process invoices, purchasing documents, expense reports, receiving reports and other financial documents; reconcile purchasing card (p-card) transactions

　　Utilize p-card for department purchases (as directed)

　　Receive delivery of ordered items for maintenance and housekeeping; verify deliveries for completeness and accuracy

　　Research specifications and conduct price comparisons for proposed department purchases (as directed)

　　Assist in preparing, tracking, and record keeping for program budgets (as directed)

　　Support the building services area, ensuring excellent customer service in all interactions; greet visitors; answer and route telephone calls; assist vendors and other customers (as needed)

　　Monitor and respond appropriately to communications via the departmental radio communications system

　　Maintain notebook for Safety Data Sheets (SDS) for Maintenance and Housekeeping areas

　　Create and maintain a database for inventory of parts, materials, supplies, and equipment; maintain appropriate inventory levels and order replacement items (as needed)

　　Utilize Microsoft (MS) Word, Excel, PowerPoint and similar software applications for data collection and tracking, creation of reports and presentations, and similar tasks

　　Schedule and coordinate meetings, inspections, and other calendar coordination functions (as directed)

　　Develop and maintain up-to-date written operational procedures for areas of responsibility

　　Ensure compliance with safety standards, OSHA, ADA and other relevant regulations at all times

　　Responsible for pick-up of materials from local vendors using JWRU vehicle (as directed)

　　Responsible for monitoring and contacting Cox Cable for any issues with the function throughout the JWRU building

　　Coordinate and plan all meetings and interviews for selected applicants as well as committee members for maintenance and housekeeping recruiting efforts

　　Responsible for clerical duties for the maintenance and housekeeping departments

　　Perform clerical tasks including typing, data entry, mail sorting and distribution, photocopying and scanning, and similar functions

　　Develop and maintain an effective filing system [organized, up-to-date, and cross-referenced (as needed)]; maintain information notebooks and similar recordkeeping; assist with organizing and upkeep of project and building plans and specifications in hard-copy and electronic formats

　　Maintain an up-to-date directory of staff member and vendor contact information

　　Maintain departmental employee leave calendar

　　Maintain vehicle use log for JWRU vehicles

　　Responsible for operations and coordination of the building services work order management system

　　Receive and respond to requests, inquiries, or complaints from building occupants or other customers concerning building maintenance needs; create work orders and/or inform supervisor (as needed)

　　Prepare and enter data into work order management system including routine and preventative maintenance, special projects, and other building operations needs

　　Track and update work order status in system; maintain records of completed tasks

　　Develop and compile reports (as directed) pertaining to maintenance operations including work completed, work orders outstanding, and similar data or information

　　Create monthly summaries of billable and non-billable work performed for dining services, bookstore, and other external units within the building

　　Contact UF Environmental Health and Safety for any pest control issues

　　Responsible for monitoring and coordination of loading dock operation and maintenance

　　Visually (remotely) monitor loading dock activity (as directed)

　　Issue and monitor temporary vehicle passes for utilization of loading dock area (as directed)

　　Schedule and coordinate major deliveries (as needed)

　　Report non-compliant utilization of loading dock area to supervisor

　　Receive deliveries for and coordinate distribution of packages to building occupants; maintain log of deliveries and distribution

　　Develop reports, handle special projects, tasks, and other duties as assigned

　　Expected Salary:

　　$17.79 - $20.19/HR

　　Minimum Requirements:

　　High school diploma or equivalent and four years of relevant experience.

　　Preferred Qualifications:

　　Prepare, proof, and edit correspondence and administrative reports

　　Collect, organize, and analyze data related to administrative functions such as accounting, personnel, or report writing

　　Experience in handling and disposing of hazardous materials

　　Knowledge of administrative and office management principles and practices

　　Proficiency with computers and basic software applications (working knowledge of Microsoft Office, DocuSign, and PeopleSoft preferred)

　　Planning, organization, and communication skills to include workflow

　　Customer service skills

　　Strong interpersonal skills

　　Ability to work independently

　　Function effectively in a fast-paced environment with frequent interruptions

　　Handle multiple projects or tasks simultaneously

　　Understand, interpret, and apply rules, regulations, policies, and procedures

　　Work as part of a team in a multi-cultural environment

　　Special Instructions to Applicants:

　　In order to be considered, you must upload your cover letter, resume and list of professional references.

　　Normal Work Schedule:

　　Monday through Friday, 7:30AM to 4:30PM

　　Flexibility to adjust schedule may be required depending on the demands of the position and/or department needs.

　　Application must be submitted by 11:55 p.m. (ET) of the posting end date.

　　This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See ourVeteran's Preference Page (https://jobs.ufl.edu/applicant-resources/veterans/) for more specific information.

　　Health Assessment Required:No

　　Advertised: 19 Jan 2024 Eastern Standard Time

　　Applications close: 04 Feb 2024 Eastern Standard Time