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Job description
POSITION DETAILS
Employment based visa sponsorship will NOT be considered for this position.
Position Number:
Classification Title:
Administrative Specialist
Working Title:
Administrative Specialist
Department:
FL Public Archeology Centers Ntwk
FLSA Status:
Non-Exempt
Salary Range:
$46,000 - $50,600
Pay Basis:
Annually
POSITION OVERVIEW
JOB SUMMARY:
The incumbent in this position will provide administrative support for Network Director; will be responsible for serving as the primary point of phone and walk-in contact with the Coordinating Center, provide all office management support duties.
MINIMUM QUALIFICATIONS:
A high school diploma and four years of appropriate experience. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.
POSITION QUALIFICATIONS:
Knowledge of administrative procedures and policies, knowledge of office management; knowledge of accounting principles and file maintenance; knowledge of and ability to use and maintain departmental equipment such as copiers, printers, personal computer systems; ability to manage time wisely and work unsupervised; ability to interpret and make decisions concerning department programs and policies.
PREFERRED QUALIFICATIONS:
Experience with state government policies and procedures (especially relating to procurement); experience with State of Florida and/or University of West Florida a definite plus (including experience with Banner system). Bachelors degree in public administration, business administration, accounting, or related discipline.
ESSENTIAL FUNCTIONS/JOB DUTIES:
50% - Provide administrative support to the FPAN Executive Director, faculty and staff. This includes preparation of annual contracts, review quarterly invoices for payment; maintain several budgets, prepare travel arrangements; payroll functions, pcard approval and reconciliation, invoicing, maintaining department files; procurement of supplies/equipment/vehicles; transcribing Board minutes; responsible for matriculating fee waivers, out of state tuition and manages the division Scholarship program. - (Essential)
10% - Tracks expenditures against annual budget; prepares monthly report. Status of budget will be kept up to date; budgetary concerns will be immediately brought to the attention of the Director. - (Essential)
10% - Answers phone, responds to e-mail and mail, and greets walk-in patrons. Contacts will be friendly and helpful; messages, mail, and e-mail will be answered promptly; and requests for information and referral will be followed through with promptly. - (Essential)
10% - Maintains files for the Network and Coordinating Center; maintains contacts lists and monitors website for needed updates. Assists in the preparation and distribution of Requests for Proposals for Network Centers; receives and organizes RFPs for consideration by review committee. - (Essential)
10% - Provides administrative support for Network board. Schedules, arranges travel, and makes local arrangements for board meetings. Ensures that proper public notification is made of board meetings. Prepares agenda and supporting documents for board meetings. Provides copies of monthly and annual Network reports and distributes to the board. Assists in the preparation and distribution of minutes of board meetings. - (Essential)
5% - Oversee building and vehicle maintenance; serve as the point-of-contact. Orders supplies and services needed for the operation of the Coordinating Center and the Network. Ensures that all purchasing guidelines are followed in all transactions. Arranges for travel of Director and other Coordinating Center staff. - (Essential)
5% - Oversee rental contacts for FPAN centers around the state; ensure monthly rent is paid on time; maintains an up-to-date inventory of capital property assigned to Network Centers, and list of non-capital supplies provided to Network Centers. - (Essential)
PHYSICAL DEMANDS:
Physical Requirements:
No unusual physical requirement. Requires no heavy lifting and nearly all work is performed in a comfortable indoor facility.
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:
Never
Stooping:
Daily
Use of hands to handle objects:
Daily
Lifting up to 10lbs:
Daily
Lifting up to 25lbs:
Occasionally
Lifting over 25lbs:
Never
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 screening.
This position requires fingerprinting.
This position is eligible for veterans’ preference.
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 .
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.
ADDITIONAL POSTING DETAILS
Number of Vacancies:
1
Work Hours:
8:00am - 5:00pm
FTE:
1.0
Closing Date:
11/4/2026
Worksite address
pensacola, FL, 32501, US
Who can apply
Review the original listing for work authorization, qualifications and employer requirements.