Administrative Assistant I

This being an internal opportunity, only current UML Employees, irrespective of Bargaining units are eligible to apply for this position.

General Summary (Purpose) of Position
The Administrative Assistant ensures accurate and timely completion of accounts processing in support of the Accounts Payable Office including reviewing and analyzing data, responding to questions, maintaining files and other administrative activities.

Examples of Duties:
1. Provide administrative support to Administration and Finance and Accounts Payable by:
• Provide reception duties for Administration and Finance Office.
• Answering phones, responding to inquiries or referring to appropriate area as necessary.
• Opening mail and preparing for vouchering.
• Reviewing, itemizing and verifying financial data for accuracy.
• Matching invoices with PO’s and other appropriate records.
• Disbursing payment to vendors.
• Resolving outstanding issues.
• Analyzing and resolving procurement related discrepancies.
• Investigating billing/payment errors.
• Providing assistance and direction on departmental policy and procedure.
• Establishing and maintaining files.
• Filing materials.

2. Provide functional support to the computerized processing of accounts by:
• Inputting invoices into the computerized financial (PeopleSoft) system in an efficient and timely manner.
• Correcting voucher errors on-line.
• Opening and closing control groups.
• Matching the purchase order, invoice and receiver.
• Overriding match exceptions.
• Performing budget checking.
• Viewing and identifying budget control exceptions.
• Resolving any budget control exception issues with individual departments.
• Generating queries to answer questions.
• Scanning invoices exceeding $1,000.00 to University personnel.
• Reviewing payments with Principal Investigator for approval.

3. Promote the University’s commitment to customer service by:
• Building effective partnerships with co-workers throughout the University by freely sharing appropriate information and providing assistance when needed.
• Ensuring optimum service to all internal and external partners in response to all requests for service and information.
• Maintaining an environment that is welcoming to persons of all backgrounds, nationalities, and roles.

MINIMUM QUALIFICATIONS:
• Associate’s Degree in accounting preferred or equivalent experience in day-to-day problem resolution in a professional office environment.
• 5 years experience working in an office setting, specific to Accounts Payable.
• Demonstrated computer skills and knowledge of PeopleSoft 8.9 Accounts Payable Module.
• Knowledgeable of state and federal laws and procedures governing payments to vendors and individuals.
• Knowledgeable of state procedures regarding purchasing and requisitioning supplies and equipment.
• Demonstrated communication skills, both verbally and in writing.

Supervision Received:  Reports to Supervisor of Accounts Payable.