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Office Manager
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Job ID
28773
Location
Tampa, FL
Full/Part Time
Full-Time
Regular/Temporary
Regular
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Position Details
Dept Number/Name: 0-0261-000 / University Police
Salary Plan: Staff
Job Code/Title: 0716 / Office Manager
Hiring Salary/Salary Range: $49,000
Position Number: 00004631
ORGANIZATIONAL SUMMARY:
The University of South Florida Police Department (USFPD) is a full service law enforcement agency dedicated to providing a safe environment for and in partnership with the community, while remaining committed to assisting with personal and professional development of department members, and to the principle of being community minded and service driven.
USFPD is organized into various bureaus, divisions, sections, squads, and units. The department is led by a command staff comprised of sworn and non-sworn members of the rank of lieutenant and higher, a communications and records manager, and public information representative; all of whom report to the chief of police through an established chain-of-command.
The Operations Bureau is commanded by a captain who oversees the Patrol and Special Operations Divisions; each of which are commanded by a lieutenant.  The Patrol Division is further broken down into four squads which provide direct law enforcement services to the community.  The Special Operations Division includes the Community OutReach & Enforcement (CORE) and Criminal Investigations Sections; both of which are led by a sergeant. The Administration Bureau is also commanded by a captain who oversees the Support Services and Communications & Records Divisions.  Support Services is led by a lieutenant and includes the Professional Standards and Information Technology Sections.  The accreditation, training and background investigation units fall within the Professional Standards Section which is managed by a sergeant.  The Communications & Records Division reports to a non-sworn manager.
POSITION SUMMARY:
The Office Manager is responsible for the operational aspects fiscal, purchasing, employment and payroll administration for the USF Police Department. The Office Manager supervises assigned support staff in the office in order to fulfill the administrative requirements of the responsibility area. This position reports to the Chief of Police. The Office Manager position receives limited supervision and is delegated considerable freedom to determine how best to meet the administrative requirements for the area. The Office Manager must determine how to fulfill the administration of fiscal, human resources, purchasing, and payroll support activities, assigning regular and OPS staff as needed and available to meet ongoing and emergent priorities. This position operates under regular deadline pressure in order to meet operational and reporting requirements. To fulfill the job responsibilities, the employee must be able to do inquiries, queries, and standard and modified reports from university systems such as OASIS, FAST, and GEMS, and must be able to produce documents using word processing, spreadsheet, and presentation software.
RESPONSIBILITIES:
Responsible for preparation, submission, summary and communication of budget information for the assigned area. Prepares and approves budget transfers and non-payroll expenditure transfers, reconciles remaining spending authority, prepares and maintains internal accounting records, and other duties related to fiscal administration. Fulfills purchasing requirements for assigned area, researching items and obtaining price quotes, entering information into university systems, receiving purchase orders, maintaining P-Card information, and reconciling purchases. Maintains fiscal records of accounts receivable from outside entities for police services and extra duty events and ensures timely collection of these funds.
Establishes and maintains systems for administration of academic records for the area, including electronic files, records, and databases. Provides for support of instruction and student administration. Supports employment administration and human resources processes, serving as a point of contact with the central HR department. Administers appointment paperwork requirements for faculty, staff, and student employees. Fulfills administrative requirements for faculty and other searches within area of responsibility. Responsible for maintaining compliance with PBA and AFSCME Collective Bargaining Rules regarding HR employment and disciplinary actions.  Provides HR oversight and ensures completion and required employment contract for newly hired sworn members.  Provides fiscal requirements of unfulfilled employment contracts and collects and ensures payment of terminated employment contracts.
Manages and audits annual and sick leave records, and employee timesheets. Administers leave payouts. Prepares and approves online payroll certifications. Reviews and reconciles payroll registers, and updates pay distribution. Serves as the local point of contact on payroll issues. Arranges and coordinates travel for department staff, faculty, and incoming guests and speakers.
Composes and prepares written documents and correspondence for the office, including memos, letters, presentations, and spreadsheets. Prepares special spreadsheet reports and presentations as needed. May prepare brochures or web site content for communication within USF and/or to external audiences. Performs other office administration duties as required to support the mission and function of the area of responsibility.
POSITION QUALIFICATIONS:
MINIMUM:
This position requires a high school diploma or equivalent, with six years of experience in office or administrative positions. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.
PREFERRED:
Supervisory experience. Experience in Microsoft Office Suite.
USF Tampa
Information for Applicants
This position is subject to a Level 2 criminal background check.
Job Opening Number: 28773
Posting Date:  10/7/2021
Posting End Date: Open to fill
How to Claim Veteran's Preference :
This position allows eligible veterans and their spouses to claim Veterans’ Preference pursuant to Florida Statute 295.
Applicants claiming preference are responsible for providing required documentation AT THE TIME OF SUBMITTING APPLICATION; such documentation is required for eligibility determination.
Supporting documentation, in addition to the DD214, may be required based on eligibility criteria.  If you are submitting a DD 214, please ensure the social security number and date of birth is redacted/removed.
For information on obtaining a DD 214 visit http://www.archives.gov/veterans/military-service-records/ or call 1-866-272-6272.
How To Apply
Click on the Apply Now button.  When applying to an opening you will have the opportunity to upload a cover letter and resume.
Apply online by completing the required information and attaching your cover letter and resume. Please include your experience as it relates to the qualifications stated above.  YOUR COVER LETTER AND RESUME, PLUS ANY OTHER REQUESTED MATERIAL, MUST BE IN ONE ATTACHMENT. Only online applications are accepted for this position.
Click here for additional tutorial information.
Equal Employment Opportunity
USF is an equal opportunity, equal access academic institution that embraces diversity in the workplace.
The University of South Florida does not discriminate on the basis of sex and prohibits sexual harassment. Any person may report sex discrimination, including sexual harassment (whether or not the person reporting is the person alleged to be the victim of conduct that could constitute sex discrimination or sexual harassment), in person, by mail, by telephone, or by electronic mail, using the contact information listed for the Title IX Coordinator. Reports may be made at any time either online or directly to the University's Title IX Coordinator.
Work Location
Campus map and location overview: USF - Tampa Campus
About USF
The University of South Florida is a high-impact global research university dedicated to student success. Over the past 10 years, no other public university in the country has risen faster in U.S. News and World Report's national university rankings than USF. Serving more than 50,000 students on campuses in Tampa, St. Petersburg and Sarasota-Manatee, USF is designated as a Preeminent State Research University by the Florida Board of Governors, placing it in the most elite category among the state's 12 public universities. USF is a member of the American Athletic Conference.
Working at USF
With more than 16,000 employees at USF, the University of South Florida is one of the largest employers in the Tampa Bay region.  At USF you will find opportunities to excel in a rich academic environment that fosters the development and advancement of our employees.  We believe in creating a talented, engaged and driven workforce through on-going development and career opportunities. We also offer a first class benefit package that includes medical, dental and life insurance plans, retirement plan options, tuition program and generous leave programs and more.
To learn more about working at USF please visit: Work Here. Learn Here. Grow Here .
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