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Office Specialist 116770

Apply now Job no: 494657
Work type: Staff Full-time
Location: Pensacola - Main Campus
Categories: Staff, Center for Environmental Diagnostics and Bioremediation (CEDB)

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 1-850-474-2694 (voice) or 1-850-857-6158 (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 850-474-2694 or

Employment based visa sponsorship will NOT be considered for this position.

Position Number: 116770
Position Title (Classification Title):  Office Specialist 116770
Working Title:  Office Specialist
Job Summary: Office Specialist will assist the Director and Office Administrator in daily operations of the Center for Environmental Diagnostics and Bioremediation (CEDB) and the Wetlands Research Laboratory (WRL), and will assist the Chair of Physics with office administration duties.
Department CEDB
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: Working knowledge of university policies and procedures as related to travel, hiring, purchasing, and budgeting. Working knowledge of Microsoft Office, Adobe Acrobat, and Gmail. Banner training for P-card approval and reconciliation, budgeting, purchase requisitions, and time entry.
Preferred Qualifications Computer skills, general office organizational skills, knowledge of university policies and procedures.
Essential Functions / Job Duties:
  • 50% - Provide technical and clerical assistance to CEDB Director, Office Administrator, Principal Investigators, Visiting Researchers, other staff (including the Wetlands Research Laboratory) and students. Provide administrative support to Chair of Physics Department. - (Essential)
  • 10% - Answer telephone and greet visitors - (Essential)
  • 10% - Handle p-card purchases and Concur reports - (Essential)
  • 5% - Assist employees with travel preparation including completion of travel documents, securing flights, reserving ground transportation, and acquiring hotel accommodations as needed. Manage classroom assignments. - (Essential)
  • 5% - Initiate online purchase requisitions - (Essential)
  • 4% - Prepare mail, maintain mail log, complete online FEDEX documents for shipment, photocopy, and scan documents - (Essential)
  • 4% - Instruct students and staff on time sheet entry. Approve time. - (Essential)
  • 3% - Prepare check requests and Foundation reimbursements. - (Essential)
  • 3% - Process employee documents and personnel action forms as needed; comply with Human Resource and payroll procedures. Maintain confidential employee files. - (Essential)
  • 2% - Supervise other office support (OPS and college work study students). - (Essential)
  • 2% - Assist in monitoring department, auxiliary and grant budgets. Track employee hiring dates, ending dates, salaries, and pay department account numbers. - (Essential)
  • 2% - Prepare reports and correspondence - (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: Occasionally
  • Walking: Occasionally
  • Sitting: Daily
  • Reaching with hands and arms: Daily
  • Climbing or balancing: Never
  • Stooping: Occasionally
  • Use of hands to handle objects: Daily
  • Lifting up to 10lbs: Occasionally
  • 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 screen

This position is eligible for veteran's preference

Number of Vacancies 1
Work Hours 8 am - 5 pm
FTE 1.0
Salary Range $31,320
Pay Basis Annually
Closing Date: 12/16/2022
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 850-474-2694 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 1-866-272-6272.
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 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.

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