Administrative Specialist

University of South Florida

Tampa, FL

ID: 7103721
Posted: June 22, 2022
Application Deadline: Open Until Filled

Job Description


Administrative Services Business Center (ASBC) provides cost-effective and efficient financial and administrative and human resources support services to all departments and offices in Administrative Services. Administrative Services consists of Facilities Management and Parking & Transportation Services. Facilities Management includes Emergency Management, Environmental Health & Safety, Planning, Design & Construction, Operations, and Services. In addition, the University Police (UP) administrative support is performed within the Administrative Services Business Center.


This position provides support for processing time sheets, attendance and leave, payroll adjustments, assists with hiring processes, Manager Self Service (MSS) and Appointment Status forms for the Office of Administrative Services departments and University Police department.


Verifies, certifies, and audits all time sheets, to ensure all staff hours worked, including overtime, on-call, Shift differential, cut pay, worker's compensation is accurate, and ensures leave of absence hours are documented properly. This information is entered into the Certs program for processing. Audits payroll registers and verifies the accuracy of the information in the payroll registers against hours certified. Verifies the amount of annual and sick leave time available based on the information on each timesheet. In addition, this position processes and/or tracks all overtime, cut pay issues, FMLA usage, worker's compensation issues, donated sick leave, sick leave pool enrollment, and military leave. Audits and corrects all attendance and leave issues in GEMS for each employee when processing time sheets. Provides each employee a current leave balance statement as required.

Prepares Appointment Status Forms, Payroll Certification Adjustment Forms, other human resources documents, and other written documents as needed. Updates position descriptions, works with department managers on recruiting for vacant positions, which includes, but is not limited to, posting advertisements, qualifying applicants, job employment verifications, set up background screenings, submitting job offers, may submit hiring actions, and EEO reports.

Informs managers/supervisors when employee evaluations are due. Processes completed evaluations ensuring Central HR receives a signed copy of each completed evaluation.

Runs reports as needed for verification purposes and runs GEMS reports as needed for customers.

Performs other duties as assigned



This position requires a high school diploma or equivalent, with at least four years of experience in an office or administrative support position. Additional education may not be substituted for this experience requirement.


The preferred candidate will have knowledge of USF policies and procedures. In addition, this person shall know how to navigate and use PeopleSoft GEMS, FAST, and the Certs Program.


This position requires specified USF HR training, and have knowledge of USF policies and procedures, know how to navigate and use PeopleSoft GEMS, FAST, and the Certs Program.