Personnel Specialist; Business Assistant III

Position: Personnel Specialist (Business Assistant III)
Overview

The Person nel Specialist (Business Assistant III) provides advanced business operations, personnel administration, payroll, and grant effort support for Extension Business Services. This position serves as a key resource for departments, supervisors, Business Managers, Human Resources, Payroll, Extension administration, and other university administrative offices in coordinating personnel actions, position management, payroll processes, grant effort reporting, business operations, and organizational support activities across a large and complex statewide organization.

Responsibilities

Personnel Administration, Position Management, Payroll, and Grant Effort (60%)

* Coordinate faculty, specialist, and staff personnel actions, including appointments, reappointments, funding changes, role statements, organizational updates, and separations.

* Assist with position management activities, including position descriptions, role statements, organizational changes, and position updates.

* Coordinate payroll-related activities, including funding changes, labor distribution reviews, appointment updates, payroll corrections, and resolution of payroll-related issues.

* Review personnel and payroll transactions for accuracy and compliance with university policies and procedures.

* Coordinate grant effort certification and reporting activities, including tracking deadlines, assisting employees and supervisors, monitoring completion, and supporting compliance requirements.

* Assist with personnel and payroll coordination related to sponsored projects and grant-funded positions.

* Prepare, review, and maintain personnel documentation and records.

* Work closely with Human Resources, Payroll, Sponsored Programs, Extension administration, department leadership, and university administrative offices to ensure personnel actions are completed accurately and timely.

* Track and monitor personnel actions to ensure deadlines, approvals, and compliance requirements are met.

* Support employee onboarding and offboarding activities.

* Coordinate faculty and specialist appointment processes and related documentation.

* Assist with role statement development, updates, and tracking.

* Support county and statewide personnel administration activities.

* Coordinate personnel funding allocations across multiple indexes and funding sources.

* Assist with faculty salary release, stipend, and appointment-related processes.

* Assist departments with personnel-, payroll-, and grant effort-related questions and processes.

* Maintain confidential personnel records and information.

* Coordinate personnel reporting and workforce-related data requests.

* Coordinate position posting, position management, and employment transaction processes, including preparation of position documentation, routing approvals, tracking hiring actions, and ensuring required personnel documentation is completed accurately and timely.

Business Operations and Process Coordination (20%)

* Provide advanced business operations support to Business Managers and the Financial Officer.

* Assist in the development, implementation, documentation, and continuous improvement of business processes and workflows.

* Identify opportunities to improve efficiency, consistency, and service across Extension Business Services.

* Support departmental compliance and documentation requirements.

* Coordinate operational reporting and administrative processes.

* Assist with the development of standardized procedures and business practices across Extension.

Financial and Operational Support (15%)

* Assist with budget tracking, reconciliations, and financial reporting.

* Support grant and contract administration activities.

* Assist with travel, purchasing, and other business operations as assigned.

* Monitor and reconcile transactions to ensure accuracy and compliance.

* Support financial reporting and operational data requests.

Special Projects and Organizational Initiatives (5%)

* Support organizational initiatives, process improvement efforts, and special projects impacting Extension Business Services.

* Assist with data collection, reporting, analysis, and implementation of new business practices.

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