Executive Secretary

Department

Compensation

General Description / Primary Purpose:

The primary duties of this position include administrative and clerical assistance to the Director and staff.

Job Function:

• 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.
• Essential functions include 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; and facilitate insurance policy premium payments.

Marginal Functions:

• 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.

Supervision Exercised:

1 Student Assistant

Supervision Received:

Daily instructions, guidance and interaction is normally provided to the incumbent regarding various job functions by the immediate supervisor, assistant director and other staff members.

Required Qualifications

Statement(s) of Understanding

This position requires a background check. In conjunction with the University's policy, this position may also require a credit check.

The holder of this position is designated as a “Responsible Employee” pursuant to their role under Title IX. Therefore, 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

Equal Opportunity

The University of North Florida (UNF) is committed to providing an inclusive and welcoming environment for all who interact in our community. In building this environment, we strive to attract students, faculty and staff from a variety of cultures, backgrounds and life experiences. The University of North Florida does not commit or permit discrimination or harassment on the basis of genetic information, race, color, religion, age, sex, disability, marital status, national origin, or veteran status in any educational, employment, social, recreational program or activity that it offers. In addition, UNF will not commit or permit retaliation against an individual who reports discrimination or harassment or an individual who cooperates in an investigation of an alleged violation of university regulation.

Carnegie

UNF is a Carnegie Community Engaged Institution. This designation celebrates the University’s collaboration with community partners from the local to the global level. It reflects UNF’s mission to contribute to the public good and prepare educated, engaged citizens.