Administrative Office Assistant Iii

Position Information

Title:

ADMINISTRATIVE OFFICE ASSISTANT III

Posting Number: S-3897

Position Number: 62580

Recruitment Type:
External

Employment Status:
Full-Time, 12 month, FTE 1.0

Location:

Mount Pleasant, MI

Weekly

Work Schedule:

Mon-Fri, 8:00 a.m.

- 5:00 p.m. / weekends and evenings as needed

Pay Range:
Minimum Starting Rate: $18.00 per hour

Division:
Finance and Administrative Services

Department:
Not specified

Responsible for creating project accounts for assets under construction; processing journal entries; paying invoices on contract purchase orders and non-purchase orders payments; preparing spreadsheets for all projects; reconciling and maintaining assets under construction project files; and updating the project management report. Responsible for the Facilities Management (FM) credit card program, including monthly reconciliations. Serves as backup for FM Accounting and Payroll, Student Employment, and general accounts payable departments to include processing of work order transactions.

• High school diploma or GED.
• Four years of qualifying experience or a combination of education and experience that equates to four years.
• Experience with Microsoft Word.
• Customer service experience.
• Spreadsheet and/or database experience.
• Organizational skills with strong attention to detail.
• Demonstrated positive interpersonal skills.
• Effective verbal and written communication skills.
• Ability to project a positive attitude.
• Ability to manage multiple projects and meet deadlines with accurate results.
• Ability to compose, proofread and edit correspondence.

• Knowledge of specific software programs and/or mainframe/systems skills may be desired by the hiring department (i.e. SAP).

• Creates internal orders/enters budgets/budget allocations and adds internal orders to hierarchy tree in SAP.
• Maintains hierarchy tree on assets under construction.
• Manages the project report on the web (University Engineering and Programming Project Management Report) by ensuring current balances match SAP, and by removing projects off the web when closed.
• Processes journal entries to transfer funds from departments to fund Assets Under Construction project account.
• Ensures that revenues listed on the financial information side of SAP match the revenue included in budgets for Assets Under Construction.
• Ensures sub-accounts are correct on Assets Under Construction projects.
• Reconciles journal entries against project accounts.
• Prepares and processes all invoice vouchers with appropriate contract numbers/project numbers and sub-accounts for project manager’s approval.
• Processes payments in SAP, including verifying invoices and projects.
• Reconciles all activities that are processed against project accounts daily by verifying all entries on the projects are accurate and have been processed against the correct project number.
• Notifies project managers of any deficit projects.
• Ensures reimbursement of all expenditures for state project accounts.
• Verifies funding for all purchase orders.
• Verifies and records all contract purchase orders and contract change orders to ensure they are charged to the correct project.
• Maintains files on Assets Under Construction project accounts, and on University Residence accounts and miscellaneous contract purchase orders that are processed against various department accounts.
• Serves as a contact person with Accounting Services, Purchasing, and Payable Accounting in matters related to Assets Under Construction.
• Processes and audits all journal transfers/payments related to Assets Under Construction pertaining to project accounts.
• Coordinates and oversees final payment of contracts including checking waivers and guarantees.
• Interacts with contractors concerning payment inquiries.
• Prepares bi-weekly, weekly, monthly, and as-requested reports for all projects.
• Settles work orders in SAP that are related to Internal Order Numbers (ION’s) for Assets Under Construction.
• Creates, closes, and manages IONs for new and existing projects.
• Processes credit card transactions and ensures compliance with university credit card policies.
• Serves as backup for Facilities…