OPS Office Support Specialist

University of West Florida; Pensacola (FL); On-site; USD 21,000 - 29,000; Part time

Job summary

The University of West Florida is seeking an Office Support Specialist to support ID Card creation, production, and distribution for students, staff, and approved groups. You will be a primary contact for inquiries, help with meal plans, and ensure compliance with university policies while handling funds and records.

You will also provide backup IT support for door access systems and related equipment, and assist with POS and printing services in Dining Services, contributing to smooth campus

Qualifications

• A high school diploma and two years appropriate experience.
• Basic computer proficiency and ability to handle cash per university procedures.
• Effective oral and written communication and discretion with confidential information.

Responsibilities

• Produce and issue ID Cards or Badges for students, employees and approved university affiliated groups in accordance with established procedures. Verify identity documentations and ensure accurate data entry within applicable systems.
• Serve as one of the primary points of contacts in the office by responding to phone calls, emails and in-person inquiries related to ID Card Services and meal plans. Provide information regarding ID Card usage and related services.
• Troubleshoot and resolve issues associated with the ID Card Program or elevate as appropriate. Assist BAS IT Senior Coordinator with door access systems and related equipment backups.
• Maintain records for supported systems and assist with campus POS systems and printing operations.

Skills

Basic computer proficiency

Cash handling

Communication skills

Data entry

Attention to detail

Confidential information handling

Education

High school diploma

Tools

BDMS

Banner

POS systems

ID card production systems

Door access systems

Job description

POSITION DETAILS

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

Classification Title: Clerical and Secretarial
Working Title: Office Support Specialist
Department:ArgoCard Program
FLSA Status:Non-Exempt
Salary Range:$18.00
Pay Basis:Hourly

POSITION OVERVIEW

JOB SUMMARY:

The Office Support Specialist provides administrative and operational support for the creation, production, and distribution of ID Cards for students, employees, and approved university-affiliated groups. The position serves as one of the primary points of contact for customer service operations, including responding to phone inquiries, email correspondence, and in-person traffic. Responsibilities include verifying documentation, providing information regarding ID card usage and meal plan options, and troubleshooting issues associated with the ID Card Program to ensure compliance with established policies and procedures. This role assists with the collection, reconciliation, and documentation of funds from the Automatic Deposit Machine (ADM), copiers, and change machines in accordance with university cash handling standards. The Office Support Specialist also provides backup support to the BAS IT Senior Coordinator by assisting with basic troubleshooting and coordination related to door access system. This role may also provide back up in resolving issues with student printing, copy services and the point-of-sale (POS) systems and related hardware used by Dining Services. The position helps maintain continuity of operations and ensures timely service delivery across supported systems.

MINIMUM QUALIFICATIONS:

A high school diploma and two years appropriate experience. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

POSITION QUALIFICATIONS:

The role requires basic computer proficiency, including the use of email, data entry, and standard office applications. Candidates must be able to handle cash and follow established financial procedures, demonstrate strong organizational skills and attention to detail, communicate effectively both orally and in writing, and handle sensitive or confidential information with discretion.

PREFERRED QUALIFICATIONS:

Candidates with an associate degree or some college coursework in office administration, business, or an IT related field are preferred. Prior experience in a higher education or campus operations environment is also desirable. Familiarity with the Banner Document Management System (BDMS) or similar electronic record systems, as well as experience supporting door access systems or other campus IT/operational systems. Preferred candidates will have experience operating ID card production systems, access control systems, or point of sale (POS) equipment, as well as experience troubleshooting computers, peripheral and software. Knowledge of university policies and procedures, including cash handling and recordkeeping standards.

ESSENTIAL FUNCTIONS/JOB DUTIES:

• 50% - Produce and issue ID Cards or Badges for students, employees and approved university affiliated groups in accordance with established procedures. Verify identity documentations and ensure accurate data entry within applicable systems. Serve as one of the primary points of contacts in the office by responding to phone calls, emails and in-person inquiries related to ID Card Services and meal plans. Provide information regarding ID Card usage and related services. Troubleshoot and resolve issues associated with the ID Card Program or elevate as appropriate. - (Essential)
• 30% - Provide backup support to the BAS IT Senior Coordinator by assisting with basic troubleshooting and coordination for door access systems and related equipment. This may include student printing and copy devices, and Dining Services POS systems. Maintain accurate records and documentation for supported systems in accordance with departmental procedures. - (Essential)
• 10% - Assist the Program Manager with the collection, reconciliation, and documentation of funds from the Automatic Deposit Machine (ADM), copiers, and change machines in accordance with university cash handling procedures. Maintain accurate records to support audit and reporting requirements. - (Essential)
• 10% - Assist the Program Manager with maintaining student and employee records in accordance with departmental and university policies, including scanning and indexing documents for the Nautilus Card Office within the Banner Document Management System (BDMS). - (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:Work schedules, volume of work, or priorities seldom change. Able to anticipate new work. Minimum distractions or interruptions. Seldom involves conflicting demands on time.
• Standing: Daily
• Walking:Daily
• Sitting:Daily
• Reaching with hands and arms:Daily
• Climbing or balancing:Occasionally
• Stooping:Occasionally
• Use of hands to handle objects:Daily
• Lifting up to 10lbs:Frequently
• 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.

ADDITIONAL POSTING DETAILS

Number of Vacancies: 1
Work Hours: 12:00 – 5:00 pm, Monday – Friday, Preferred hours. This part-time position will need to work extended hours during orientation and registration periods and cover staff vacations, as approved.
FTE:0.50
Preferred Response Date:10/16/2026