Senior Administrative Assistant; Customer Service

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Department: Facilities & Operations
Work type: Staff Full-time Exempt
Location: Alabama
Categories: Administrative - Professional

The Senior Administrative Assistant provides administrative and logistical support to the Customer Service unit in Facilities and Operations by reconciling p-cards; assisting with chargebacks; assisting with travel coordination and employee reimbursement.

• Serve as the p-card reconciler for each F&O cardholder.
• Ensure UAH procurement card policy is followed for all purchases made by F&O cardholders (i.e., no sales tax, no purchasing of prohibited items, etc.).
• Review transactions of individual cardholders, ensuring that the transactions are legitimate business expenses and are classified appropriately, and reconciling all transactions to the monthly credit card summary report.
• Maintain communication with cardholders for accuracy in receipts and include CMMS work orders on receipts if applicable.
• Generate end-of-month reporting for all p-card transactions and upload into UAH Bank.
• Ensure each receipt is added to F&O financial software and/or CMMS work orders; reconcile with Banner monthly.
• Assist cardholders with obtaining corrected p-card receipts from vendors. Attempt to resolve any disputes with the vendor and/or p-card vendor not resolved by a cardholder.
• Assist with supporting ongoing cardholder compliance through audits, transaction reviews, and documentation follow-up.
• Maintain accurate records for audits, training, and reporting.
• Maintain historical records by electronic filing and ensure ease in locating records, including invoices, p-card purchases, and CMMS work orders.
• Aid in the administration and maintenance of the U.S. Bank Access Online system, including profile updates, reporting, and account reconciliation support.

• Process and reconcile all invoices from suppliers and contractors, whether received electronically, in physical format, or through department email, invoicesppb.
• Review invoices for accuracy, ensuring they contain essential details such as invoice number, issue date, due date, payment terms, and total amount.
• Verify invoices against purchase orders, ensuring that F&O internal approval processes are completed before payment.
• Interact with vendors as needed to resolve billing issues.

• Submit purchase order requests for the Customer Support unit and department referencing CMMS work order if applicable and ensuring accuracy, compliance, and timely invoice payment.
• Maintain detailed and organized records of all procurement transactions, including invoices, purchase orders, and supplier contracts. Generate and share department reports, including purchasing activities and cost management.
• Track expenditures in financial software (F&O and Banner) and perform regular encumbrance and budget queries.
• Request & submit invoices to complete purchase orders or request that purchase orders be closed & funds released, as appropriate.
• Oversee and initiate timely processing of the unit’s monthly transactions into F&O financial software. Reconcile with Banner and complete budget adjustments and transfers as needed.
• Perform end-of-year closeout processes.
• Support administrative operations (i.e., managing monthly summary bills, fielding communications to other departments where appropriate).

• Assist the Administrative Project Manager with payment of invoices related to contracted services, ensuring that F&O internal processes are completed prior to paying any invoices.
• Manage monthly summary bills and field communications to other departments as needed.
• Assist with other procurement and administrative duties as assigned.

• Provide administrative support to the Director of Customer Service & Facility Management Systems.
• Manage data entry and assist with documentation and reporting for the unit’s activities.
• Maintain and organize the unit’s physical and electronic files, including archival and retrieval.
• Prepare for meetings by creating agendas,…