Administrative Associate - UBA/Facilities

Florida State University; Tallahassee (FL); Presencial; USD 35.000 - 48.000; Jornada completa

Descripción de la vacante

Florida State University is seeking a Facilities purchasing support professional to process requisitions, issue purchase orders, and manage P-Card activities. The role requires using AIM, SpearMart and OMNI to ensure compliance with university policies and state laws.

The USPS position emphasizes accuracy, timely vendor communications, and collaboration with Procurement Services to maintain internal controls.

Formación

• High School diploma or equivalent with three years experience.
• Experience with purchasing and P-Card processes preferred.
• Ability to use AIM, OMNI, SpearMart and P-Card systems.
• Strong attention to detail and data entry skills.

Responsabilidades

• Process purchase requisitions and convert to Purchase Orders in AIM and OMNI.
• Serve as a P-Card holder and manage receipts, payments and reconciliation.
• Monitor purchasing activities to ensure policy compliance and collaboration with Procurement Services.

Conocimientos

Attention to detail

Customer service

Multi-tasking

Data entry

Educación

High School diploma or equivalent

Herramientas

AIM system

SpearMart

OMNI

P-Card

Descripción del empleo

Department

University Business Administrators - Facilities

Responsibilities

Provides purchasing support for Facilities. Processes procurement requisitions and serves as a P-Card holder.

• Processes purchase requisitions received from users via the AIM work order system. Performs departmental procurement functions for assigned commodities and/or services using the AIM system, SpearMart system, OMNI and University P-Card. This includes reviewing material requests, identifying vendors, and reviewing requisitions for accuracy, quotes, and use of preferred vendors in compliance with University Policies and State and Federal Laws. Processes requisitions to Purchase Orders including Change Orders. Assists with year-end procurement procedures. Evaluates vendors' ability to fill orders in a timely manner and recommends substitutions when necessary. Tracks requisitions until PO is issued by FSU. Enters vendor information for vendor profile approval. Responsible for monitoring general Facilities purchasing mailbox.
• Serves as a P-Card holder for Facilities departments. Maintains filing system of paid and unpaid P-Card charges by card holder. Initiates purchases as p-card holder, works with the vendors to ensure the order is placed correctly and resolves issues. Provides receipts in a timely manner to the p-card proxy for weekly and monthly reconciliation. Works with the p-card proxy to resolve any missing documentation or if there are questions about an invoice.
• Assists in ensuring a sound environment of internal controls and compliance by daily monitoring of purchasing activities. Utilizes AIM and OMNI queries and reports for tracking purchase requisitions and purchase orders to ensure compliance with University policies and procedures. Works closely with Procurement Services.

Qualifications

High School diploma or equivalency and three years experience or a combination of post high school education and experience equal to three years.

Preferred Qualifications

A highly qualified candidate will play a key role in supporting daily operations by maintaining exceptional attention to detail, delivering high-quality customer service, and managing multiple priorities in a fast-paced environment. This role requires strong multi-tasking abilities, accurate and efficient data entry skills, and a proactive approach to problem-solving. The ideal candidate is organized, dependable, and committed to supporting both internal teams and external clients with professionalism and care.

University Information

One of the nation's elite research universities, Florida State University preserves, expands, and disseminates knowledge in the sciences, technology, arts, humanities, and professions, while embracing a philosophy of learning strongly rooted in the traditions of the liberal arts and critical thinking. Founded in 1851, Florida State University is the oldest continuous site of higher education in Florida. FSU is a community steeped in tradition that fosters research and encourages creativity. At FSU, there’s the excitement of being part of a vibrant academic and professional community, surrounded by people whose ideas are shaping tomorrow’s news!

Learn more about Florida State University and our campuses.

FSU Total Rewards

FSU offers a robust Total Rewards package. Visit our FSU Total Rewards website to learn more about our Compensation, Benefits, Wellness, Recognition, and Employee Development programs.

Use our FSU Total Compensation Calculator to calculate Total Compensation options based on potential salary, benefits and retirement contributions, earned leave, and other employment-related perks.

Considerations

This is an USPS (University Support Personnel System) position.

This position requires successful completion of a criminal history background check.

This position is being re-advertised. Previous applicants need not reapply.

Equal Employment Opportunity

FSU is an Equal Employment Opportunity Employer.

Veterans' Preference applies to University Support Personnel System (USPS) positions only.