OFFICE ADMINISTRATIVE ASSISTANT A
Duties: Serve as initial default reviewer/approver of all travel and entertainment (TEM) expense reports. Decision making in hierarchy approval flow for expense report routing. Verify appropriateness of expenses and review attached receipts for compliance with University and PDM policies. Serve as subject matter expert for departmental delegates/travelers in Concur/TEM system.
Process purchasing card transactions for PDM's 60 cardholders on a weekly basis. Verify appropriateness of purchase in accordance with University buying policies (Commodity Matrix) and attached required receipts. As transaction reviewer, submit corresponding journal entries to identified budget code meeting established weekly deadline within BEN Financials. Serve as liaison with University Purchasing Card Administrator to ensure compliance with University policies.
Produce monthly uniform financial reports for all PDM departments using Business Objects/Data Warehouse. Maintain organized structure in shared drive repository for business administrator report retrieval. Update and maintain e-files (transaction logs).
Coordinate and process monthly stale check reports to central Accounts Payable department according to state guidelines. Follow up with mailings to payees requesting updated contact information to resubmit payments; perform necessary actions to ensure due diligence.
Maintain accurate personnel/payroll , purchasing cardholder, and financial files which house highly confidential information. Coordinate archiving boxes to University Records Center.
Coordinate new hire documentation; certify completeness of employee payroll documents; serve as PDM I-9 document/status verifier.
Coordinate mailings; sort/distribute office mail; hand-deliver intramural mail to central University offices as needed.
Assist Director and Associate Director with compilation of data as needed.
Qualifications: An Associate's Degree or two year college equivalent and 2 years to 3 years of experience or equivalent combination of education and experience is required. Required working knowledge of Microsoft Office and Business Objects. Experience with BEN Financials and Concur/TEM preferred.
Reference Number: 51-26140
Salary Grade: 023
Employment Type: Non-Exempt
Org: SDM Fiscal Operations
Job Family: S-Clerical Financial