Temporary Finance and Administration Associate

Primary Purpose of the Position

The Finance and Administration Associate is a temporary, non-exempt staff position. This role provides administrative assistance to the Procurement and Disbursements office located in the Division of Finance and Administration. This department provides campus-wide support for procurement needs, financial payments, travel expenses, campus payroll functions and card programs. Ideal candidates will possess the proven ability to handle multiple responsibilities, communicate and interact effectively with faculty, staff, and students with a high degree of professionalism, and have 1 – 3 years of previous related experience. Microsoft Office Suite skills are required. This is a temporary, on–site, hourly position. Generally, most assignments are Monday-Friday, 8:00 am – 5:00 pm.

Area of Assignments May Include

Temporary Finance and Administration Support Associate

Performs a variety of general administrative support tasks in a professional, organized, and confidential manner while supporting departmental operations and customer service activities.

Responsibilities:

• Assist Executive Assistant for the Division of Finance and Administration by providing support with general office duties.
• Respond to general email communications and distribution in a timely manner.
• Provide supplemental support to Procurement & Disbursement Team where needed.
• Interpret and apply campus policies and procedures.
• Validate that accurate supplier data is in the system and work with the supplier management team for required revisions.
• Provide customer service associated with payment requests and reimbursements to representatives from the campus community, auxiliary organizations, and outside entities.
• Develop and maintain effective working relationships with campus personnel and suppliers.
• Ensure that inquiries are answered correctly and timely or referred to the appropriate person.
• Communicate appropriately and effectively in various situations, both verbally and in writing.
• Other duties as assigned.

Temporary Accounts Payable Specialist

The Accounts Payable office's responsibilities include issuing checks, verifying receipt of goods and services, processing travel reimbursements, completing stop payments, voiding checks, processing 1099s, printing student refunds, printing payroll checks, and assisting with annual processing.

Responsibilities:

• Respond to Accounts Payable email communications and distribution in a timely manner.
• Audit and process a high volume of purchase requests, wire payment requests, purchase orders, and non-purchase order documents to ensure accuracy and appropriateness.
• Interpret and apply campus policies and procedures.
• Validate that accurate supplier data is in the system and work with the supplier management team for required revisions.
• Assist with entering documents into an online, multi-screen accounting system to ensure timely payments.
• Provide customer service associated with payment requests and reimbursements to representatives from the campus community, auxiliary organizations, and outside entities.
• Develop and maintain effective working relationships with campus personnel and suppliers.
• Assist campus personnel with the completion of approvals, including online payment requests, non-purchase order expense requests, and reimbursement requests.
• Resolve discrepancies and inquiries.
• Other duties as assigned.

Minimum Education and Experience Requirements

• High school diploma or equivalent.
• High school diploma or equivalency and one year of experience in administrative setting or customer service experience.

Knowledge, Skills, and Abilities

• Excellent interpersonal communication skills with the ability to work with a diverse group of individuals at all organizational levels, both inside and outside the University.
• Effective written and verbal communication skills.
• Demonstrated ability to independently research and resolve problems.
• Ability to learn and interpret university and departmental fiscal policies and procedures.
• Skilled in using standard office equipment.
• Attention to detail and ability to meet required deadlines.
• Strong organizational skills necessary to handle multiple priorities for the timely completion of work assignments, with the ability to produce high volume, quality work with minimal errors.
• Ability to use tact and diplomacy and to maintain high levels of confidentiality.
• Team player who welcomes feedback.