<p>Job Summary</p> <p>The Administrative Specialist II oversees the day-to-day administrative operations of the Department of Marine & Earth Sciences. Supervises assigned support staff to fulfill administrative responsibilities of the department.</p> <p>Job Description</p> <p>Typical duties include but may not be limited to:</p> <ul> <li>Provides advanced administrative support to include maintaining schedule/calendar, screening telephone communication, greeting and directing visitors, and dealing with administrative problems and inquiries. </li><li>Completes transfers, reconciles expenditure transactions, maintains internal accounting records, and other transactional duties related to fiscal administration. </li><li>Fulfills purchasing requirements for assigned area, researching items and obtaining price quotes, entering information into university systems, receiving purchase orders, maintaining P-Card information, and reconciling purchases. </li><li>Establishes and maintains systems for administration of records for the area, including electronic files, records, and databases. Assists in procedural updates and implementation. </li><li>Supports employment administration and human resources processes, serving as a point of contact with the central HR department. Administers appointment paperwork requirements for department employees. Fulfills administrative requirements for employment searches within area of responsibility. </li><li>Tracks and audits department leave records and employee time sheets. Prepares and approves payroll certifications. Reviews and reconciles payroll registers and updates pay distribution. </li><li>Arranges and coordinates travel for department staff, faculty, and incoming guests and speakers. </li><li>Composes and prepares written documents and correspondence for the office, including memos, letters, presentations, and spreadsheets. </li><li>Prepares special spreadsheet reports and presentations as needed. May prepare brochures or update department web site content. </li><li>Provides transactional maintenance of funds and accounts for a unit or department. </li><li>Other job-related duties as assigned. </li></ul> <p>Additional Job Description</p> <p>Required Qualifications:</p> <ul> <li>This position requires a high school diploma and six years of full-time experience directly related to the job functions. </li><li>Experience operating a personal computer and proficient with Microsoft Office (Word, Excel, Access, and Outlook). </li><li>Any appropriate combination of relevant education, experience, and/or certifications may be considered. </li></ul> <p>Preferred Qualifications:</p> <ul> <li>Bachelor's Degree from an accredited institution in an appropriate area of specialization. </li><li>Work experience in a higher education setting. </li><li>Experience with Ellucian Workday, Cognos, and Gulfline. </li></ul> <p>Knowledge, Skills, & Abilities:</p> <ul> <li>Knowledge of general office procedures. </li><li>Knowledge of generally accepted accounting procedures and principles. </li><li>Excellent interpersonal, verbal and written communication skills. </li><li>Strong organizational skills and an ability to prioritize and complete simultaneous projects when numerous and competing demands are involved. </li><li>Ability to operate personal computers with proficiency and learn new applications and systems. </li><li>Ability to accurately prepare and maintain records, files, and reports. </li><li>Ability to work successfully as both a member of a team and independently with minimal supervision. </li><li>Ability to interact in a professional manner with staff, faculty, students, and the community in a service-oriented environment. </li><li>Ability to think critically and creatively, have a high standard of integrity, and be motivated to incorporate best practices into the organizational structure. </li><li>Ability to effectively manage the work of others by providing information, guidance and motivation. </li><li>Ability to interpret and apply laws, regulations, policies and procedures consistently. </li><li>Ability to analyze and solve problems, draw valid conclusions, and/or develop appropriate alternatives where applicable. </li></ul> <p>Pay Grade 14</p>