Posting Details

Position Information

Job Category Support Staff Position Title Office Assistant - Accounting and Human Resources Full Time/Part Time Full Time Division Finance and Administration Department Accounting & Control Department Statement

This position is a shared position splitting time between the accounting office and human resources. The position will work 40 hours per week, 12 months per year.

Accountabilities

Primary accountabilities specific to Accounting include:

Review and audit of payroll and benefit payments for compliance (FLSA, University policy and procedures, etc.) accuracy and timeliness. Accountable for responding in a timely manner to requests for information and refer to other resources as appropriate.

Reviewing AP invoicing, including those related to purchase orders to ensure accuracy, timeliness and courteous information in response to vendors regarding payment status.

Responsible for the review, analysis, audit and execution of online transactional activity. Responsible for the return and explanation for transactions that do not meet appropriate requirements.

Responsible for brokering support and answers for a variety of financial questions fielded to the accounting office.

Primary accountabilities specific to Human Resources include:

Provide direct support to the talent acquisition process, to include responding to applicant in-person, by phone and email, conducting salary screening, sourcing outreach, developing interview questions, place advertisements and maintain expense files for analytics.

Provide talent acquisition system support in maintaining data integrity. Create user accounts and appropriate security access, maintain job descriptions and support for the performance management cycle.

Accountable for departmental data management to include filing, scanning, data analysis and updates.

Assist with onboarding process, creating packets, ensuring information is up-to-date, professional and welcoming.

Accountabilities for both departments:

Maintain records, research information, analyze data, prepare reports, edit and format documents and presentations, and produce standard reports.

Assist with projects and office coverage as assigned.

Accountable for responding in a timely manner to requests for information and refer to other resources as appropriate.

Technical Competencies

Name Office Productivity Description

Demonstrated ability to effectively utilize all university productivity applications (e.g. MS Office, Concur, EMS, CMS, and Google) to include: collecting, updating, formatting and organizing moderately complex data such as sorts, filters, charts, pivot tables, all basic to intermediate level formulae, table of content formatting, mail merges, track changes and other similar features. Demonstrated ability to efficiently leverage standard office software to manage calendars, contacts and email correspondence for department staff.

Technical Competencies

Name Technical Data Systems Description

Demonstrated ability to utilize relevant data systems/software, e.g. Enterprise Resource Planning tool (Banner), Business Intelligence (Tableau). Demonstrated ability to enter, manipulate, query and export all data sets used in day-to-day situations. Demonstrated ability to use all day-to-day and core functionality of all relevant systems, as well as consistently enter accurate data.

Technical Competencies

Name Customer Service Description

Demonstrated ability to create welcoming and professional environment for guests. Demonstrated ability to use positive communications. Demonstrated ability to listen, respond effectively and follow up appropriately on administrative inquiries, while being mindful and attentive to feedback. Makes use of specialized knowledge to assist others in resolving problems. Identifies opportunities for improving customer service methods.

Technical Competencies

Name Financial Analysis and Systems Description

Demonstrated mastery of financial data sufficient to error check and validate key data sets and reports. Demonstrated knowledge of payroll transactions. As required, demonstrated ability to make payroll entries, run payroll, reconcile payroll files, generate files for taxes and other fringe benefits. Demonstrated knowledge of University-related business policies and procedures sufficient to audit, process, approve and/or reject transaction requests. Demonstrated basic knowledge of general ledger transactions.

Technical Competencies

Name Policy Administration Description

Demonstrated ability to find and apply appropriate policies to all typical, day-to-day employee inquiries. Sufficient knowledge of regulatory and university policies to execute applicable processes. Demonstrated expertise in all policy and rule sets regarding employee data and records.

Behavioral Competencies

Name Personal Accountability for Results Description

Takes responsibility for decisions, performance, and outcomes; behaves in a responsible manner with a positive attitude; shows self-awareness and openness to feedback.

Behavioral Competencies

Name Effective Communication Description

Demonstrates effective written and oral communication skills; shares information and seeks input from others; adapts communication to diverse audiences; protects private and confidential information.

Behavioral Competencies

Name Problem Solving and Decision Making Description

Analyzes and prioritizes situations to identify and solve problems; generates solutions to improve efficiency and quality; involves others in solving problems and making decisions; factors organizational goals into decisions; makes clear, transparent, and timely decisions.

Behavioral Competencies

Name Change Management Description

Responds positively to changing university initiatives and readily adapts behavior to maintain effective performance; understands the long-term direction of the university and can relate this to departmental area; adapts to new methodologies; identifies and acts on areas where change is appropriate.

Behavioral Competencies

Name Leadership and Teamwork Description

Applies skills and knowledge to provide a climate to achieve departmental and organizational success; balances individual and department goals; helps others perform at their best; builds productive relationships to enhance individual and organizational effectiveness; treats others with respect; resolves conflicts among team members.

Behavioral Competencies

Name Creativity and Innovation Description

Generates, explores, encourages, and implements innovative ways of creating strategic value for the university, division, department, and individual level; critically assesses the effectiveness of new initiatives.

Behavioral Competencies

Name Diversity and Inclusion Description

Demonstrates respect for people and their differences; understands the benefits of a diverse workforce; earns the trust and respect of others; includes and welcomes others; works to understand the perspective of others; promotes opportunities to experience diversity within our community.

Behavioral Competencies

Name Sustainability Description

Understands the impact of decision making and personal behavior in achieving the university’s commitment to a sustainable and carbon-neutral campus; supports and advances the university’s sustainability initiatives; influences others to use sustainable practices.

Requirements

Professional Experience/ Qualifications

- Two or more years of office experience or a combination of education and experience with comparable skills.
- Excellent customer service and communication skills are required, as well as the ability to work as part of a team to find mutually beneficial solutions.
- Ability to multi-task and prioritize in a fast-paced setting.
- A high level of attention to detail is required.
- Demonstrated understanding of workflow processes and how each step in the process impacts other steps, the end product and department goals.
- Must be capable of working collegially with a diverse group of faculty, staff and students on a daily basis.
- Proficiency in computer applications including Microsoft Word, and Excel.

Preferred Qualifications

- Basic accounting knowledge is preferred.
- Knowledge and demonstrated experience with database work is preferred.
- Experience with Banner software preferred.
- Experience with recruitment.

Education

- A minimum of a High School diploma is required.
- An Associate’s degree or a combination of education and experience from which comparable skills are obtained.

Certifications Physical Requirements Other Information Posting Detail Information

Requisition Number 2019S028P Temporary No Work Schedule

Weekdays

Job Open Date 11/09/2018 Job Close Date Open Until Filled No Special Instructions Summary EEO Statement

It is the policy of Colgate University not to discriminate against any employee or applicant for employment on the basis of their race, color, creed, religion, age, sex, pregnancy, national origin, marital status, disability, protected Veteran Status, sexual orientation and gender identity and expression, genetic information, victims of domestic violence and stalking, familial status, and all other categories covered by law. This policy shall apply to all employment actions, including but not limited to recruitment, hiring, upgrading, promotion, transfer, demotion, layoff, recall, termination, rates of pay or other forms of compensation and selection for training at all levels of employment. Colgate University will not discharge or discriminate against employees or applicants who inquire about, discuss, or disclose their own compensation or the compensation of another employee or applicant. Colgate University is an Equal Opportunity Employer. Minorities/Females/Persons with Disabilities/Protected Veterans are encouraged to apply.

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Are you currently a Colgate employee?
   • Yes
   • No
2. * Have you ever been a Colgate employee?
   • Yes
   • No
3. * Are you at least 18 years of age?
   • Yes
   • No
4. * Please let us know how you heard about this position.
   • Albany Times Union
   • Binghamton Press & Sun
   • BlackCoachesinSports
   • Careerbuilders.com
   • Cazenovia Republican
   • Centralnewyorkhelpwanted.com
   • Chronicle of Higher Education
   • Chronicle of Philanthropy
   • Colgate Employee
   • Colgate Website
   • CoSIDA
   • Diverse Issues of Higher Education
   • HERC (Upstate New York HERC)
   • HigherEdJobs.com
   • Indeed.com
   • InsideHigherEd.com
   • LinkedIn
   • Mid-York Weekly
   • NACWA
   • naviGATE
   • NCAA News
   • Norwich Evening Sun
   • Oneida Daily Dispatch
   • Sherburne News
   • Studentaffairs.com
   • Syracuse Post Standard
   • Utica Observer Dispatch
   • Waterville Times
   • WomenLeadersinCollegeSports.com
   • Other
5. If you selected "Colgate Employee" or "Other" for how you heard about this position, please provide the employee's name or where you heard about/saw the position.

   (Open Ended Question)

6. * Colgate prides itself as a diverse community composed of individuals from different socio-economic and racial backgrounds from all over the world. Describe a situation where you worked with an individual(s) with differing cultural backgrounds and expectations.

   (Open Ended Question)

Applicant Documents Required Documents

1. Resume
2. Cover Letter

Optional Documents