Office Specialist

The University of West Florida is an Equal Opportunity/Access/Affirmative Action/Disabled/Veteran employer. Any individual requiring special accommodation to apply is requested to advise UWF by contacting UWF Human Resources at 1- (voice) or 1- (TTY). E-Verify is required for employment. All applications for employment at the University are subject to Florida public records law. Please review job requirements carefully. Failure to submit all pieces of the application may result in disqualification. Applications are accepted on the University of West Florida career site: . For assistance contact UWF Human Resources at or . Employment based visa sponsorship will NOT be considered for this position. Position Number: 113640 Position Title (Classification Title): Office Specialist 113640 Working Title: Office Specialist Job Summary: The Office Specialist provides frontline clerical support for Tutoring and Learning Resources, including Testing Services and other associated programs. This position will be responsible for greeting visitors and callers, handling their inquiries, and directing them to the appropriate person(s) according to their needs. This position will be one of the designated staff responsible for opening, closing, and monitoring academic coaching and testing activity within the office space. This position will be responsible for personnel-related functions for student employees, including timesheet approval. This position will provide other basic clerical support for professional staff in the office, including data entry, record keeping, and development of promotional materials and correspondence. Department Tutoring & Learning Resources FLSA: Non-Exempt Minimum Qualifications: A high school diploma and two years of appropriate experience. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience. Position Qualifications: Excellent customer service as well as oral and written communication skills. Ability to organize and prioritize work assignments, basic office administrative abilities such as answering phones, scheduling, and email. Preferred Qualifications Experience working in front-line customer service. Computer skills including proficiency with Microsoft Office and/or Google Workspace programs, or the ability to quickly learn new programs. demonstrated ability to manage multiple tasks. Essential Functions / Job Duties: 85% - Frontline clerical responsibilities for Tutoring and Learning Resources, including Testing Services and other associated programs to include efficient operation and monitoring of office activities including overseeing front desk coverage, office atmosphere and reception area, customer service, scheduling appointments, managing staff calendars, and collective leave calendar; manage and screen phone, email, and walk-in inquiries/communications; make meeting arrangements; maintain/order office supplies/equipment; Oversee some human resource matters for student employees, including timesheets. Support front desk student workers including assistance with hiring, training, and mentoring students in customer service, basic office etiquette, and professionalism. - (Essential) 10% - Compiling and maintaining a system of departmental records, reports, and databases including management of confidential employee/student materials. Other administrative tasks include preparing data for correspondence, reports, charts, forms and related material; maintain and track service statistics, records and logs, help develop/update internal administrative procedures, and handle special projects. - (Essential) 5% - Assist with department communication materials including website, social media, and promotional materials; Generate work orders necessary for safe and secure facilities; Monitor and maintenance of program inventory; Engage in activities and training, commensurate with position; Other duties as assigned by supervisor or unit leadership. - (Essential) Physical Demands: Physical Requirements: Occasional and/or light lifting required. Limited exposure to elements such as heat, cold, noise, dust, dirt, chemicals, etc., but none to the point of being disagreeable. May involve minor safety hazards where likely results would be cuts, bruises, etc. Impact of Deadlines: Routine deadlines. Usually sufficient lead time. Variance in work volume, seasonal, and predictable. Priorities can be anticipated. Some interruptions are present. Involves occasional exposure to demands/pressures from persons other than immediate sup. Standing: Daily Walking: Daily Sitting: Daily Reaching with hands and arms: Daily Climbing or balancing: Occasionally Stooping: Occasionally Use of hands to handle objects: Daily Lifting up to 10lbs: Frequently Lifting up to 25lbs: Occasionally Lifting over 25lbs: Occasionally Talking as express or exchange of ideas verbally: Daily Hearing as perceive sound by ear: Daily Vision as distinguish colors & depth: Daily Special Requirements or Considerations of the Job: This position requires a criminal background screen. This position requires fingerprinting. This position is eligible for veteran's preference. Number of Vacancies 1 Work Hours Typically 8:00 - 5:00 FTE 1.0 Salary Range 31320 Pay Basis Hourly Closing Date: 12/04/2024 Special Instructions to Applicants: Candidates must apply online through the University of West Florida website: . Applicants are required to attach a resume, cover letter and contact information for three references. An opportunity to upload these documents will be provided during the application process. For assistance, please contact Human Resources at or email . This position allows eligible veterans and their spouses to claim Veterans' Preference pursuant to Section 295.07, F.S.; applicants claiming preference are responsible for providing required documentation on or before the posting deadline date as such documentation is required for eligibility determination. Supporting documentation, in addition to the DD214, may be required based on eligibility criteria. For information on obtaining a DD214, visit or call 1-. At the conclusion of this search, if a non-preference eligible applicant is appointed to the position and you are a preference-eligible applicant and believe that you were not afforded employment preference in accordance with applicable Florida law and regulation, a written complaint requesting an investigation may be submitted to the Florida Department of Veterans' Affairs, Division of Benefits and Assistance, 9500 Bay Pines Blvd., Room 214, St. Petersburg, Florida 33708. Such a complaint should be filed within 60 calendar days from the date that the notice the position has been filled is received by the applicant pursuant to Sections 120.569 and 120.57, F.S. Prior to filing a complaint, it is the responsibility of the preference-eligible applicant to contact the designated Human Resources or other contact person at least one time after 45 days have passed from the final date for submitting an application or the interview date, whichever is later in time, if the applicant has not received notice of a hiring decision.