Human Resources

Summary

The Senior Office Assistant is a member of the Financial Services & Operations team and provides financial and clerical support. This position is responsible for the timely payment of vendor invoices and check requests and processing ACH payments and checks to vendors, students and employees.

This position utilizes the Banner system and the document imaging system, Perceptive Content to route, scan and link documents. This position requires excellent attention to detail skills with a high degree of accuracy.

Responsibilities and Essential Duties

• Provide excellent customer service to a diverse population of both
  internal and external customers in a professional, friendly, and courteous manner.
  
• Review, verify and audit vendor invoices.
  
• Utilize the Banner system to process blanket & purchase order invoices and check requests.
  
• Process blanket order and purchase order receivers.
  Utilize Perceptive Content to scan, link, route, approve and attach documents.
  
• Create and enter journal entries into the Banner system.
  
• Process reallocation of expenditures into the Banner system.
  
• Process weekly interfaces for departmental expenditures.
  
• Initiate the direct deposit and check processes.
  
• Resolve rejected direct deposit errors.
  
• Reissue stale dated checks.
  
• Utilize the Web Focus reporting tool and Banner system to run financial reports and export data into Excel spreadsheets.
  
• Analyze vendor accounts and resolve issues related to invoices and payments in a timely manner.
  
• Receive and respond to inquiries on departmental procedures and Perceptive Content.
  
• Receive, screen and route telephone calls.
  
• Maintain confidential information.
  
• Distribute accounts payable checks to vendors, students and employees.
  
• Receive, open and route incoming mail.
  
• Initiate the weekly Michigan Tech Fund check process.
  
• Review and distribute electronic invoices
  
• Review and approve cell phone/internet allowance forms.
  
• Review and verify international wire bank information.
  
• Monitor the inventory for check stock, envelopes and departmental forms.
  

Required Education, Certifications, Licensures

High school diploma, or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.

Required Experience

• One year of clerical experience working in a multi-individual
  administrative office environment.
  
• One year of experience using personal computers and basic software packages, including Microsoft Office, Google Suite and Adobe.
  
• Experience using advanced features of spreadsheet/database applications such as formulas, sorting, linking and importing and exporting files.
  

Desirable Education and/or Experience

• Experience and/or coursework in bookkeeping and/or accounting.
  
• Demonstrated experience using the Banner system and Perceptive Content.
  
• Computer data entry experience.
  

Required Knowledge, Skills, and/or Abilities

• Excellent interpersonal, customer service, and written/oral
  communication skills.
  
• Demonstrated ability to handle multiple tasks with attention to detail and a high degree of accuracy.
  
• Demonstrated ability to work effectively with frequent and multiple interruptions.
  
• Demonstrated ability to independently organize and prioritize work assignments in a complex work environment.
  
• Demonstrated ability to work independently and take the initiative to solve problems.
  
• Demonstrated ability to use good judgment when dealing with confidential information.
  
• Demonstrated ability to interact well with other departments.
  
• Demonstrated ability to effectively adapt to change.
  
• Demonstrated ability to work as a member of a team and contribute to the overall smooth operation of a service environment.
  
• Demonstrated knowledge of proper grammar, spelling and punctuation.
  
• Demonstrated ability to learn new computer skills.
  
• Demonstrated success in working with persons with a wide variety of personal characteristics and viewpoints.
  

Desirable Knowledge, Skills, and/or Abilities

Experience with LEAN and other continuous improvement processes

Work Environment and/or Physical Demands

Required Training and Other Conditions of Employment

Every employee at Michigan Technological University will receive the following 3 required trainings; additional training may be required by the department.

Required University Training:
   -Employee Safety Overview
   -Anti-Harassment, Discrimination, Retaliation Training
   -Annual Data Security Training

Background Check:
Offers of employment are contingent upon and not considered finalized until the required background check has been performed and the results received and assessed.

1.00

FLSA Status

Non-Exempt

Appointment Term

12 months

Shift

1st Shift

Pay Rate/Salary

Contractual. External candidates will receive the minimum amount ($16.74/hr).

Title of Position Supervisor

Accounts Payable Coordinator

Posting Type

Dependent on Funding

Special Instructions to Applicants (if applicable)

UAW Posting 04/23/2025 - 04/29/2025
External applicants are encouraged to apply, however internal UAW applicants are given first consideration if they apply during the internal UAW posting dates.