Support Services Specialist II

The Support Services Specialist II provides administrative, fiscal and operational support for Procurement & Payment Services (PPS). This position serves as the primary resource for imaging and indexing of Accounts Payable invoices. Although routed in what is currently manual data entry, this position is expected to evolve to support PPS in the adoption of technology and software to improve efficiency and accuracy of invoice imaging. This role also supports daily operations including organizing inbound and outbound mail, coordinating and placing supply and equipment orders, maintaining office supply inventories, coordinating restocking activities, and providing general office support. The position also serves as a cross-trained backup for fiscal and business operations functions and other departmental support functions during peak periods or staff absences across Business and Finance. Success in this role requires sound judgment, initiative, strong attention to detail, and the ability to work independently. This position requires strong organizational skills, excellent customer service, and the ability to manage multiple priorities while supporting efficient departmental operations and compliance with university procedures.

75% - Import, index and image AP invoices in App Enhancer. Communicate via email with departments and suppliers to return or reject invoices submitted with insufficient information to pay or when documents are sent incorrectly.

10% - Pickup, sort, and distribute incoming mail including interoffice, USPS, and courier deliveries. Handle sensitive or confidential documents in accordance with established procedures. Maintain logs or tracking systems for mail distribution, as applicable.
 

10% - Provide administrative support to PPS, maintain general office supplies inventory and coordinate restocking as needed. Also serve as a cross trained backup for fiscal and business operations across Business & Finance
 

5 % - Performs other duties as assigned.

Minimum Education & Experience
High school diploma and 2-4 years' experience or equivalent combination of education and experience.

Preferred Qualifications
Associate’s degree with experience working with complex imaging systems and general office support experience. 

Degree Equivalency Clause: Four years of direct experience for a bachelor’s degree.
• Senate Bill 1310- The Florida Senate (https://www.flsenate.gov/Session/Bill/2023/1310) is conditional upon meeting all employment eligibility requirements in the U.S.
• SB 1310: Substitution of Work Experience for Postsecondary Education Requirements
• A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed:
• (a) Two years of direct experience for an associate degree;
• (b) Four years of direct experience for a bachelor’s degree;
• (c) Six years of direct experience for a master’s degree;
• (d) Seven years of direct experience for a professional degree; or
• (e) Nine years of direct experience for a doctoral degree
• Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment.
• Minimum Qualifications that require a high school diploma are exempt from SB 1310.