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Sr. Office Assistant

Department: Financial Services & Operations

Work Type: Union

Full Time / Part Time: Full Time

Categories: Office/Clerical Support, Financial Services

Department: Financial Services and Operations

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

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually low to moderate.

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.

Full-Time Equivalent (FTE) % (1=100%)

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

Internal and External

Dependent on Funding

No

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.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Other Conditions of Employment:

Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of an employer sponsorship) on or before the effective date of your appointment, and maintain eligibility without sponsorship throughout your appointment.

Michigan Technological University is an Equal Opportunity Educational Institution/Equal Opportunity Employer that provides equal opportunity for all, including protected veterans and individuals with disabilities.

If you require any auxiliary aids, services, or accommodations during Michigan Tech’s hiring process please notify the Human Resources office at 906-487-2280 or [email protected].

Required Education, Certifications, Licensures* (minimum requirements)

Advertised: 22 Apr 2025 Eastern Daylight Time

Applications close: