Open Date: 05/10/2018
Date Initial Screening Begins:
Minimum Education/Experience: High school diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.
Special Instructions to Applicant: * Please ensure your full range of knowledge, skills, abilities, experience and education are listed on your application. Do not write 'see resume' on your application when completing the job duties section. * If you answer the questions at the end of the application, please ensure your application reflects the knowledge, skills, abilities and experiences to support your answers (see job duties section of previous employment). * Failure to answer the questions at the end of the application will not preclude your application from being considered but may result in your application not receiving full consideration of your knowledge, skills, and abilities.
Job Duties: The position serves under the general direction of the AP Director. The Administrative Support Specialist is responsible for the daily operations of reviewing, approving and processing various payment requests. Responsibilities for the position include extensive knowledge of various policies and rules for the State, IRS, and University. The Administrative Support Specialist is responsible for cooperatively working interactively with the staff in Materials Management, the Accounting Services Office, the Budget Office, Grants and Contracts, Systems Accounting, ITCS, and the various customers in the Foundations and university divisions. This position is also responsible for cooperatively working with vendors to ensure timely payment of the university's financial obligations. Other responsibilities include: determining foreign alien tax liabilities, analyzing and determining state withholding tax liabilities, analyzing and determining appropriate 1099 treatment of vendor payments, and computing 4% NC withholding tax, 14% scholarship withholding, and 30% foreign alien withholding. Complexity of job duties to include: contractual service payment requests, direct payments, purchase orders payments, standing order payments, dual employment payments, honorariums, employee reimbursements and e-invoices. Responsibilities also include: accessing the Xtender application and guiding departments on how to retrieve scanned invoices and other supporting documentation, the ability to recognize and inform departments of incorrect expenditure classifications, the ability to reconcile backup documentation to the payment request, the ability to compute discounts, the ability to process ACH overrides. Additionally, the position will work with vendors and departments to resolve problem(s) with invoices as well as work with Materials Management on contract problems and retrieving information from Sci-Quest. This position will also review encumbrances and processing liquidations as well as review invoices needing receiving.